1. Welcome to the Accent Users’ Group Meeting Spring 2008  Shirley Arce, ITAF Library Services shirley.arce@lausd.net http://www.freewebs.com/shirleya/index.htm 213-207-2228 Welcome to the Accent Users’ Group Meeting Spring 2008  Shirley Arce, ITAF Library Services shirley.arce@lausd.net http://www.freewebs.com/shirleya/index.htm 213-207-2228

2. ADMINISTRATION MODULE

3. In the Misc section: Station Setup: Station 1.Choose LAUSD in the Call Number Sorting Method field. 2.Choose ISBN in the Default Copy Lookup Index field. 3.Choose Patron Name, Patron ID or Homeroom in the Default Patron Lookup Index field.

4. Station Setup: Station This will affect the Identify By default field Accent will search if the entry in the ____.

5. In the next sections set your Override Passwords: 1.Click Yes in all the radio buttons except Patron Checkout History. 2.Type super in the Override Password, Password and Confirm Password fields. Station Setup: Station

6. In the Misc section, you can set up your Circulation screens’ preferences. In the Slip Printing section, you can set up printing of circulation summaries/receipts. You do not need a slip printer. The summaries/receipts will print on whatever printer you choose in the Slip Printer dropdown menu. Station Setup: Circulation

7. In the Circulation Summary section you can: 1.Choose yes to allow printing or no to not allow summary printing. 2.Add a Header Message and/or a Footer Message. 3.Decide what other information you want included in the summary. Station Setup: Circulation Circulation Summary Station Setup: Circulation Circulation Summary

8. If you choose to Yes Print a Circulation Summary, a Print Summary button will appear on the Patron Status screen which, when clicked, will print a Circulation Summary. Station Setup: Circulation Circulation Summary Station Setup: Circulation Circulation Summary

9. In the Hold Summary section you can: 1.Choose yes to allow printing or no to not allow summary printing. 2.Add a Header Message and/or a Footer Message. 3.Choose to include Title and/or Copy ID on the summary. Station Setup: Circulation Hold Summary Station Setup: Circulation Hold Summary

10. If you choose Yes to Print a Hold Summary, a Hold Notice will print when the Make Available button is clicked on the Make Available pop-up window. This window will appear when you check in a book that has a hold on it. Station Setup: Circulation Hold Summary Station Setup: Circulation Hold Summary

11. In the Fine Summary section you can: 1.Choose yes to allow printing or no to not allow summary printing. 2.Add a Header Message and/or a Footer Message. 3.Choose to include Title, Copy ID and/or Payment Amount on the summary. Station Setup: Circulation Fine Summary Station Setup: Circulation Fine Summary

12. If you choose Yes to Print a Fine Summary, a Fine Summary (Receipt) will print when the Pay Fine button is clicked on the Pay Fine pop-up window. Station Setup: Circulation Fine Summary Station Setup: Circulation Fine Summary

13. In the Misc section you can choose either Yes to Auto Assign Copy ID or No to not Auto Assign Copy ID. To choose to Auto Assign Copy ID: 1.Click on the Yes radio button. 2.In the space for Next Available Copy ID, type in the barcode number beginning with a 3 + your 4 digit location code (e.g., 1113) + a capital “X.” Continue to add digits to create a 14 digit barcode number, e.g., 31113X00000003. Station Setup: Cataloging Auto Assign Copy ID Station Setup: Cataloging Auto Assign Copy ID

14. In the Copy Barcodes and Patron Barcodes, Label Stock section, choose either 30 or 33 for the number of labels on the sheet of labels you are using. Avery 5160 and LAUSD Warehouse catalog labels #615-51-05808 meet these specifications. Station Setup: Labels

15. In the Copy Barcodes, Print Fields section, you can choose which fields to print on your barcodes. You can also change the font size for each field. Station Setup: Labels Copy Barcodes Station Setup: Labels Copy Barcodes

16. In the Patron Barcodes, Print Fields section, you can choose which fields to print on your barcodes. You can also change the font size for each field. Station Setup: Labels Patron Barcode Labels Station Setup: Labels Patron Barcode Labels

17. Do NOT check the Add Check Digit option!! Station Setup: Labels Copy Barcodes and Patron Barcode Labels Station Setup: Labels Copy Barcodes and Patron Barcode Labels

18. The default setting for Spine Labels in Accent is for Demco P14217680 labels (www.demco.com).www.demco.com Station Setup: Labels Spine Labels Station Setup: Labels Spine Labels

19. (Page 6 of Handout) Cataloging Module (Page 6 of Handout)

20. 1.Choose the Cataloging tab. The Maintain Copies screen appears. 2.Click the Find button. Find an Existing Title

21. 3.Enter the ISBN in the Search For field. 4.The Identify By field should default to ISBN. Search for the bibliographic record in the Identify Title pop-up window. Find an Existing Title

22. 5.Change the Library to 1113 (for elementary) or ALL_LIBS (for secondary). 6.Click the Find button. Find an Existing Title

23. 7.Highlight the title you want to attach your copy to. 8.Click the Select button. Find an Existing Title Accent will display the search results. If Your search results returned no matches, continue to search using all of the ISBNs in the book.

24. 1. On the next screen, click the New Copy button. Add a Copy to the Existing Title

25. 2. Enter the copy information. *Call Number Elementary schools: use the 1113 call#. Append the call# with DVD if the item is a DVD (e.g., DVD FIC CRA) or VCAS if the item is a videocassette (e.g., VCAS FIC CRA). Append the call# with R or REF for reference material (e.g., R 031 WOR or REF 031 WOR). Add a Copy to the Existing Title

26. In the *Copy Profile field choose AV, BOOK or REF-BOOK, as appropriate. Material type will give you the opportunity to be more specific. Add a Copy to the Existing Title The *Copy ID (Barcode #) should be Auto Assigned. If the copy already has a barcode, scan in the barcode--do not put it in manually.

27. Choose the appropriate Shelving Location from the dropdown menu. Choose ON- SHELF for books. Choose REFERENCE for reference material. Your Library location code is automatically assigned. This is the field that links this copy to your library. Add a Copy to the Existing Title

28. If desired, choose an appropriate Material Type from the dropdown menu (e.g, BOOK, BK_ON_TAPE, BRAILLE, etc.). Enter the Price with processing. This is the default price assessed if the copy is processed as LOST or DAMAGED. Changing the *Number of pieces to more than one (1) piece will alert you during Check Out and Check In. Add a Copy to the Existing Title

30. Choose the appropriate Fund from the dropdown menu. The Public Note will appear in OPAC. Add a Copy to the Existing Title Teacher’s Guide at Circ Desk

31. For example: “Teacher’s Guide at Circ Desk” or “This is a gift from...” Add a Copy to the Existing Title Public Note in OPAC Add a Copy to the Existing Title Public Note in OPAC

32. 3. When copy information is complete, click the Save button. Add a Copy to the Existing Title

33. To verify that your cataloging was successful, go to the Copy Status screen of the copy you added. You will need to retrieve the record by using the Copy ID. The record will not be retrievable by author, title or ISBN for at least one to two days. If the record retrieved by Accent is the material you cataloged, then your copy was successfully added to the catalog. Note: Copies that are added to Accent Express are not visible in the Online Catalog (OPAC) for at least one to two business days. For further verification, you can run a Shelf List Report or print Copy Barcodes limited by Date Added. Verify It Worked

34. Circulation Module: Add a Brief Title (Print Material) (Page 9 of Handout)

35. Add a Brief Title only if you cannot add your copy to an existing MARC record. Add a Brief Title: Print Material

36. 1.From the Circulation tab, click the Add Brief Title button. Add a Brief Title: Print Material Add Title Information

37. 2.Enter the bibliographic information. Add the main *Title in this field. If you are adding a Subtitle, add a colon at the end of the *Title entry. Add a Brief Title: Print Material Add Title Information OPAC display:

38. The Personal Name field is controlled by an authority. Authority control is a way to standardize access points to the data in the MARC format. Release 2.0 allows users to check for established authority headings when adding a brief title. a)Enter the author’s name (Last name, First name). b)Click on the field’s authority check mark button to display the Authority Browse window. Add a Brief Title: Print Material Add Title Information

39. c)In the Authority Browse window, click the Find button. Add a Brief Title: Print Material Add Title Information for New Title Accent displays a list of valid CLAS author name headings. d)Highlight the desired author name. e)Click the Select button.

40. The author’s name is filled in automatically on the Title Information screen. Add a Brief Title: Print Material Add Title Information for New Title : a story about the stars

41. In this field, enter any ISBN from the book, either 10-digit or 13-digit. Add a Brief Title: Print Material Add Title Information for New Title : a story about the stars

42. In the Publication/Distribution section, enter the Publisher, the Place of Publication and the Date of Publication. In the Summary Notes field add the summary and any other information that does not fit into available MARC fields that will help to search/find this record in OPAC (e.g., additional subjects, illustrators, added authors, etc.). Add a Brief Title: Print Material Add Title Information for New Title

43. The Topical Term field is controlled by an authority. To find the authority: a)Enter the subject term in the Topical Term field. b)Click on the field’s authority check mark button to display the Authority Browse window. Add a Brief Title: Print Material Add Title Information for New Title

44. c)In the Authority Browse window, click the Find button. Accent displays a list of valid CLAS subject headings. d)Highlight the desired subject heading. e)Click the Select button.

45. The Topical Term, General Subdivision and Form Subdivision fields are filled in automatically. Add a Brief Title: Print Material Add Title Information for New Title

46. Add a Brief Title: Print Material Sample of Copyright Page Add a Brief Title: Print Material Sample of Copyright Page

47. When you have finished filling in the Title Information.. DO NOT CLICK THE SAVE BUTTON YET!!!!! Add a Brief Title: Print Material 1.Click the Copy Information sub-tab.

48. 1.Click the New Copy button. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

49. For print material: Choose BOOK or REF-BOOK in the *Copy Profile field from the dropdown menu. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information Enter the Copy Information:

50. When the copy information is complete, click the Save button. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

51. If the ISBN of the Title you just saved matches the ISBN of a Title already in Accent, a pop- up window will appear alerting you that Title(s) with this ISBN already exist in the collection and asking if you want toAdd Copies to an existing Title OR Create a New Title. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

52. If the MARC record matches, highlight the existing Title and click the Add Copies button to add your copy to the existing record in Accent. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

53. 1.Click the Cancel button. If the MARC record does not match: Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

54. 2. Re-check your ISBN on the Title Information screen. If the ISBN is correct, click the SAVE button. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

55. 3. On the next screen, click the Create New Title button. Add a Brief Title: Print Material Add Copy Information Add a Brief Title: Print Material Add Copy Information

56. Circulation Module: Add a Brief Title for AV Material (Page 12 of Handout)

57. 1.From the Circulation tab, click the Add Brief Title button. 2.Enter the bibliographic information in the Title Information sub-tab screen. The *Title of the video or DVD is generally taken from the screen, not the outside of the package. Add [videorecording] to the end of the title. Add a Brief Title: AV Material Add Title Information Add a Brief Title: AV Material Add Title Information

58. Personal Name: DO NOT ADD A PERSONAL NAME in this field. Add a Brief Title: AV Material Add Title Information Add a Brief Title: AV Material Add Title Information

59. Enter the ISBN if known. In the Publisher, Place of Publication and the Date of Publication fields enter the production company information. Add a Brief Title: AV Material Add Title Information Add a Brief Title: AV Material Add Title Information

60. Summary Notes: Enter producer, actors, summary, additional subject information, length of the video (e.g., 15 minutes) etc. Add any information necessary to identify this video/DVD and enhance searching capabilities. Add a Brief Title: AV Material Add Title Information Add a Brief Title: AV Material Add Title Information

61. The Topical Term field is controlled by an authority. Search for the subject authority if desired. DO NOT CLICK THE SAVE BUTTON YET!!! Add a Brief Title: AV Material Add Title Information Add a Brief Title: AV Material Add Title Information

62. 1.Click the Copy Information sub- tab. 2.Click the New Copy button. Add a Brief Title: AV Material Add Copy Information Add a Brief Title: AV Material Add Copy Information

63. 3.Enter the copy information: *Call Number: If the item is a DVD, append the call number with DVD (e.g., DVD FIC DEV). If the item is a videocassette, append the call number with VCAS (e.g., VCAS FIC DEV). Add a Brief Title: AV Material Add Copy Information Add a Brief Title: AV Material Add Copy Information

64. In the *Copy Profile field, choose AV from the dropdown menu. In the Shelving Location field, choose AV_REVIEW from the dropdown menu. Add a Brief Title: AV Material Add Copy Information Add a Brief Title: AV Material Add Copy Information If desired, choose the appropriate Material Type from the dropdown menu (e.g., VIDEO of DVD).

65. 4.When the copy information is complete, click the Save button. Add a Brief Title: AV Material Add Copy Information Add a Brief Title: AV Material Add Copy Information

66. Questions?Questions?