Smith Circulation Manual

In-Transit Reports

At the beginning of each month, Alma generates reports detailing books and media materials that are in transit to and from Smith Library and other Rutgers libraries. These reports provide information, including: - The number of days the items have been in transit

• Owning location (e.g., media, periodicals, stacks)
• Call number - Item description - Barcode- Title
• Owning a library
• Pickup location
• Request type

Media items should be sent to the Media Department for review and handling.

For all other items, the Circulation staff should follow the necessary actions outlined when these reports are received.

New Journals In-Transit To Smith

• Check the current journal shelves for new issues. If an issue is shelved, scan the barcode in Alma and re-shelve it.
• If the issue is not on the shelf, please consult the Acquisitions Department in New Brunswick to verify that the issue is not related to their office.
• If Acquisitions does not have the item, please inform the Head of Access Services to declare it lost. Also, check the stacks to see if the item has been re-shelved.: Scan the barcode in Alma and re-shelve the item.
• If the item is not on the shelf: Contact the library that returned the item and ask them to search their shelves for it.
• If they locate the item, send them an email: Please return it to the Smith Library.
• If the item cannot be found, it should be declared lost.

• In-Transit From Smith

  Procedures for Returning Items from the Smith Library to Other Libraries:

• When the Smith Library is listed as returning items to another library, first check our stacks to ensure the item wasn’t inadvertently shelved here.

• If the item is found on our shelves, return it to the owning library.
• If the item is not found on our shelves, call the other library to inform them that the item is missing.

Offline Circulation

• Loans and returns can be performed when network connectivity is disrupted, using the offline circulation utility. The offline circulation utility can be downloaded from:  
• To install the offline circulation utility using the Alma offline circulation Utility wizard (requires Administrator privileges). By default, the utility is installed in the C:\Alma Offline Circulation 
• https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/070Advanced_Tools/060Offline_Circulation
• Ensure that you install the offline circulation utility in a location in which it won't be deleted (for example, by a workstation reboot that removes all local data files).
• After the Offline Circulation Utility has been downloaded, the staff can perform loans and returns offline through following these steps on the Offline Circulation Interface

A. To Process Offline Loans and Returns

• Scan the borrower’s library card to populate the Borrower and Item barcode fields.
• Under “Choose” transaction, select “Loan” or “Return”
• Select “Loan” or “Return” to complete the transaction.
• Once all transactions are completed, select “Save to File” to create a data file containing all transactions. The data file is saved to the C:\Alma Offline Circulation\ OffCirc directory.
•  When connectivity is restored, the Offline Circulation List page enables you to upload a data file to Alma that contains the offline loan and return transactions. The Offline Circulation List page is available only when you are logged into a circulation desk computer. Ensure that you are at the correct circulation desk computer before you begin uploading the file.

B. To Upload Offline Loans and Returns:

•  On the Offline Circulation List page (Fulfillment > Advanced Tools > Offline Circulation), select in the File name field and select the data file containing the list of loans and returns performed during connection downtime. The default location of the file (configured during the offline circulation utility installation) is: <Local Drive>\Alma Offline Circulation\OffCirc\files\OffCirc.dat. The file name appears in the File name field in the Offline Circulation List Page
• Select Upload and Validate File Content. The job appears in the table at the bottom of the page. Its status appears in the Status column.
• Once the data files have been uploaded to Alma, you can safely delete them from the C:\Alma Offline folder. This is because the loans are created during the upload process, and the due date is determined according to the Terms of Use based on the upload date. Please note that due dates for offline transactions cannot be in the past.
• Before uploading the data file that includes offline loan and return transactions, please make sure that the item is currently loaned out to another patron. This is important because the block in Block Preferences is not set to
• 'Handle Automatically ". If this option is not changed, it may lead to data inconsistencies. After completing the offline circulation process, the block value should be reset to "Handle Automatically" if it was changed before uploading the data file. Additionally, if you are uploading a loan and return for an item simultaneously, both transactions must be included in the same file and presented in the order in which they occurred.
•  It is important to delete data files after they have been uploaded to Alma. If you do not delete it, the data files remain on the Offline Circulation List page and are processed into Alma again during the next upload.
•  

Recording the LibAnswers Data

Circulation Staff is expected to record all the answers and transactions performed during their working shift to evaluate the number of services delivered to the patrons in-person, through phone, or email by using the RefAnalytics sections in LibAnswers guide, and applying "Add a Transaction"  "View/Edit a Transaction" " Statistics" and "Cross Tabb Report".

View Item Status/ Mark Item Missing 

If you cannot locate an item in the stacks, please follow these steps:

• Open the 'Pick from Shelf' list.
• Click the ellipsis next to the title in question.
• Select “View Title in Search.” If there are multiple holdings, all holdings will be displayed.
• Click on “Items” at the bottom of the screen.
• Click on the barcode of the item located at your site.
• Click on the “History” tab at the top of the screen. This will display any recent transactions involving the book, helping you determine whether it might be in your temporary sorting area, was recently on reserve, or if there is any other information that may assist you in locating the missing item. 
• If you cannot find the item, it should be declared missing. 
• To declare an item as missing, do not select the “Mark Item Missing” option from the ellipses in the “Pull from Shelf” list. 
• Do not declare any item as missing if it appears in the “Pick on Shelf” list. Instead, use the “Mark as Missing” option found in the ellipses menu only when an item does not have any associated holdings attached to it.
• Before declaring an item as missing, please ensure that it is listed as a standalone entry in the Holdings Inventory. Once you have confirmed this, you can use the "Mark as Missing" option from the "Pick on Shelf" page.
• To mark an item as missing, it is advisable to follow the steps outlined in the next section titled “How to Toggle a Missing Item.” This approach helps avoid the issue of unintentionally removing multiple holdings of the same title from the catalog.

How to Toggle a Missing Item 

When we need to record a missing item, especially if we can't locate the book to fulfill a request, the next step is to mark it as missing. Here’s how to do this:

• In Alma, select the "All Titles" option from the main menu.
• Enter the title of the item in the search bar and click "Search."
• Scroll down the quick search to find the exact item we're looking for. Be sure to check additional information, such as the correct location and barcode. If more details are needed, use your discretion to choose what will best help you identify the item. 

For example, if two volumes are listed in the catalog—one in Reserve and the other in Stacks—and we need to report that the volume in Stacks is missing, we must verify the holdings data for the correct location.

• Go to the items and select the exact title.  
• Click on the drop-down box and select “Toggle Missing Status.”  
• Next, go back to “Pick from Shelf.”  
• To cancel the request, click on “Cancel the Request.”  
• Click on the arrow to open the “Cancellation Request Reason” window.  
• Select the option for “Item Missing.”  
• Finally, click ‘Confirm.’  

Work Order Procedures for Routing Physical Items to CTS  

With the migration to Alma and Primo, and instead of charging material to our old DTS or CTS users, the new process for routing items in need of cataloging or holdings work is handled through Work Orders in Alma.  

LibAnswers is ideal for situations where CTS staff don't need to physically manage materials. We recommend using the Cataloging Queue whenever possible; it can be accessed by emailing cataloging@rutgers.libanswers.com.

However, when physical handling of items by CTS staff is necessary, effective immediately, the Work Orders procedure outlined below should be utilized.  

There are a few exceptions. Processes that fall outside standard Work Order procedures include: Circ-on-the-fly (TECHSR), Items Not in Catalog, Adds, Long-Lost overdue, and Lost-Replaced. These processes have separate workflows; se the sections for Circ-on-the-fly and Item Not in Catalog included in this document.  

Please note that there is a limit of 25 items for titles that are not in the Catalog or are not Additions. If you need to submit more than 25 items, please inform the CTS staff before sending any materials by emailing the LibAnswers Cataloging queue. Additionally, selectors are required to submit requests for Additions using Priority slips. Links to these slips are provided at the end of this document.

The expectation for items categorized as Long-Lost, Overdue, and Lost-Replaced is that they should be submitted with a CTS Problem ticket only, and no brief record creation is necessary. A link to the Problem Tickets can also be found at the end of this document.

https://staff.libraries.rutgers.edu/system/files/procedures/CTS%20Work%20Orders%20procedures.pdf

   Standard Work Order Initiated at unit with item in hand

Description: Existing item in catalog has a Cataloging/Holdings problem in which it is necessary to send it to CTS.  

1. Click the ellipses and choose “Work Order” from the list of items or the Physical items screen, which will be at the end of the exact item you need to send.  

2. You will be brought to the “Place item in Process” screen; choose Process Type: Cataloging/Database Management/HMU  

3. Since it is expected that you have the item in hand to send to CTS staff, make sure “Do not pick from shelf” is checked (blue).  

4. Feel free to add any relevant information in the Notes section. While it's not mandatory, it can be helpful.

5. Choose Managing Department: TSB  Acquisitions Department  

6. Click Submit  
7. Fill out the CTS Work Order Ticket.
8. Click Fulfillment-Scan in the item to put the item in transit.
9.  Mail to TSB-CTS Attn: Work Order Tickets

Work Order initiated at TSB by CTS staff

Description:

Used when CTS staff need to request an existing item in the catalog from a unit library for use at TSB.

In this situation, the CTS staff will add a Fulfillment note to the item they want sent out. This note will instruct the Fulfillment staff to complete a paper CTS Work Order ticket, indicating the appropriate option to circle on the ticket and specifying that the item should be routed to TSB. CTS will then create a work order in Alma using the standard work order process, with the only exception being that they will not check the “Do not pick from shelf” option.

In this case, the CTS staff will add notes to the work order so they will appear on the units' pick lists.

• The library unit prints a pick list for requested items and retrieves them from the shelf.
• When the unit returns items to their desk for scanning, a pop-up message will inform them on how to proceed and notify them that the item is needed at TSB.
•  Fill out the CTS Work Order Ticket.
•  To put the item in transit, please click on "Fulfillment" and then scan the item.
•  Mail to TSB-CTS Attn: Work Order Tickets

Circ-on-the-fly Procedures  

Description: The patron wants to borrow a book that is not already in the catalog; the item is transferred to Central Technical Services/ Technical Services Building upon return.  

• Click Fulfillment-Manage Patron Services  
• Scan the patron’s ID or search for the patron.
• Click Create Item 
• Select New
• Select Book
• Click Choose
• Fill in Title
• Fill in Call Number
• Scroll Down, Select Location, and Scan the Barcode
• Click Save in the top right corner. This automatically checks the item out to the user. Also, when doing this, a work order is automatically created with your { owning library name} Acquisitions Department, no matter what the Acquisitions Department is called, send item to TSB.

Item not in Catalog- Not needed for a Resource Sharing Request

Description: Fulfillment adds a record for a book not already in the catalog (when no patron is present or a request is placed) then creates a work order to route the item to CTS/Technical Services Building.

• FulfillmentScan in items.
• Ensure “Register in-house use” is left unchecked.
• Click “Create item”.
• Select “New”
• Select “Book”
• Click “Choose”
•  Fill in the “Title” field with the title of the item
• Fill in “Call Number” with the call number on the item
• Scroll down and select the Location of the item, and scan the barcode
• Click Save
• You will be brought back to the Scan in Items screen, where you will see listed the title of the item you just created.
• At the end of that entry, click the ellipses and choose “Work Order”.
• Follow the Standard Work order process.

Item Not in Catalog- Needed to fulfill a Resource Lending Request 

Description:

To fulfill a Resource Lending request for an item that is not available in the Catalog, the fulfillment staff must take the following steps: they create a record in Alma, update the request in Iliad/EZB, and then create a work order to ensure the item is sent to CTS/Technical Services once it is returned from circulation.

•  Scan the items.
•  Ensure that the “Register in-house use” option is unchecked.
• Click on “Create item.”
• Select “New.”
• 5. Choose “Book.”
• Click “Choose.”
• Fill in the “Title” field with the title of the item.
• 8. Enter the call number from the item in the “Call Number” field.
• Scroll down and select the item’s location, then scan the barcode.
• Click “Save.”

Next, you must update the Resource Sharing request in ILLiad/EZB following the standard procedures.

After updating in ILLiad/EZB, return to Alma and place the work order using the standard work order procedures outlined above.

Work Order Ticket:

The CTS Work Order ticket may be accessed using the link below, however, they are also available for printing from the Central Technical Services staff resource website, under forms. CTS Work Order Ticket (Note: Ticket is double-sided)

Please be sure to include a Work Order ticket for all material coming over to CTS, annotating the appropriate action needed.

Address 

CTS Work Order material as follows:

TO: TSB-CTS ATTN: Work Order Tickets

Final Cataloging for Gifted Items

• When a gift item circulates for the first time, upon return, Fulfillment staff attaches a CTS work order that routes item to CTS for full cataloging and relabeling. ​