Pollak Library Circulation Department ManualBy Department Staff

Table of Contents

I. Circulation Desk Procedures

A. Millennium Walkthrough

II. Library Locations and Services

I. Circulation Desk Procedures

A. Millennium Walkthrough

A. Millennium Walkthrough1. Introduction2. Login (icon and username/password)3. Selecting Printer4. Checking in/out Functions5. Placing Holds6. Creating New Patron Records7. Creating Lists8. Preparing Notices9. Renewing Books10. Collecting Money11. Claims Returned12. Updating Existing Records13. Lookup using Search Hold

1. Introduction

Millennium is the software that Circulation uses to carry out a variety of tasks, from checking material in/out, updating patron records, searching the library’s catalog, collecting fines, running lists, etc. This training manual will include walkthrough’s on various tasks that can be completed using the Millennium Circulation module.

2. Log in

All of the computers at the Circulation desk will have the Millennium software boot up after the staff member logs in to the machine in the morning. However, if you are at your desk or needed to restart Millennium, you can locate the icon on the desktop that looks like this:

2. Log in, cont.

From your PC's desktop, double-click on the MilCirc icon. The software will then launch an MS-DOS window from which the MilCirc application launches. Within a few moments, MilCirc will display a login dialog and you will use milcirc2 (circ desk) or milcirc (personal computer) as the username. The password can be obtained from circulation staff.

2. Log in, cont.

After the program has finished loading it will ask for a username and password to log you in. Each login has specific permissions associated for them. The generic login information will allow for basic circulation functions such as Checking in/out material and searching the catalog.

3. Log in, cont.

The personalized logins have permissions that allow for creating lists, preparing notices, collecting fines, etc.For Circulation Desk computers the login can be obtained from a Circulation Staff member. For personalized login, you will see Head of Circulation for login information.

3. Selecting Printer

You can choose a printer type for each printer class available to your login at any time. The procedure is:

1) Select File | Select Printer and choose Standard Printer, Label Printer, Form Printer, or Receipt Printer.

3. Select Printer, cont.

2) The character-based LOGIN names & options function determines the types of printers that appear in the Select Printer dialog for a particular login. Select a printer from this list:

3. Select Printer, cont.

3) When choosing a printer at the circulation desk, choose Receipt Printer. After selecting Receipt Printer, choose the Epson Receipt printer. This printer is used for check-out/in receipts. The computers at the desk should default to this printer, but if no receipt is printed after checking an item out, you will want to go in and select this printer.

4. Checking In/Out Functions1) To start checking out items, be sure you are in Circulation Desk mode, and

that the Check Out tab is selected. The first step is to retrieve the patron's record. The easiest way is to key or scan the patron's barcode at the barcode prompt. A patron is always required to present a Titan ID upon checkout. A one-time exception can be granted if they don’t have their Titan Card and have a proper picture ID.

4. Checking In/Out Functions, cont.

2) To look up a patron by their Campus Wide ID, first type ‘u’ and then their 9 digit unique CWID.

4. Checking In/Out Functions, cont.

3) After Millennium Circulation has successfully retrieved the patron record, a brief display of the record appears in the upper right section of the screen.

4. Checking In/Out Functions, cont.

4) Then, retrieve the book’s item record by keying or scanning the item barcode at the barcode prompt.

4. Checking In/Out Functions, cont.

5) When you successfully retrieve an item record, Millennium Circulation determines the Loan Rule to apply to the check-out, which determines the appropriate due date for the item. On the Check Out tab, the system displays the item barcode, title, and due date.

4. Checking In/Out Functions, cont.

6) When you are finished with a patron record it is important that you close the record, so that the transactions are fully processed. The Print Slip option is always checked, so that when you close the patron’s record after checking out all of their items, a receipt will be printed.

4. Checking In/Out Functions, cont.

1) To Check-In an item you will want to select the Check-In function on the left toolbar. Scan all item barcodes that the patron wants to return. If the item is late and the patron owes money, than the amount due will appear.

5. Placing Holds

1) One of the ways of placing holds on items for our patrons is through the Search/Holds mode. After entering the Search/Holds mode, select the Barcode index in order to scan the item and pull up its item record.

5. Placing Holds, cont.

2) After scanning the item, the Summary tab will show you the Title, Call Number, Barcode, Location, Due Date and Hold status.

5. Placing Holds, cont.3) Click on the Hold Selected Item button. Millennium opens a new

search window for you to retrieve a patron record. Retrieve the desired patron record by opening dropdown menu and choosing search by CWID.

4) For paging titles, scan the top barcode of the paging slip.

5. Placing Holds, cont.

5) A dialog box will appear asking if you would like to place a hold on this item.

5. Placing Holds, cont.6) After clicking on the Place Hold button, you will be prompted to

enter a pickup location. Type ‘circ’ for Circulation. When the patron receives an email alerting them that the item is ready for pickup, it will tell them the Circulation Desk is the pickup location.

5. Placing Holds, cont.

7) Now that a hold has been placed on this item, the last step is to activate the hold. To activate a hold on a specific item, enter the Check-in mode and scan the item’s barcode. A dialog box asking for a printed slip will appear. Choose Yes to print slip.

5. Placing Holds, cont.

8) After printing slip, underline the Patrons name and print the date that is 10 days from the day printed. File item in Circulation workroom in alphabetical order.

6. Creating New Patron Records

1) To create a new Patron Record from Circulation Desk mode, you can either select the New Patron command from the File menu, or click on the New button on the toolbar. The first time you create a new record, the system may prompt you to select a Patron Record template, depending on whether your login has more than one template in its "Preferred" settings.

6. Creating New Patron Records, cont.

6. Creating New Patron Records, cont.

2) Click on the name of the template you would like to use, and then choose the Select command. You can also double-click on the name of the template. In our example we will be creating a Tenure Track Faculty patron record.

6. Creating New Patron Records, cont.

Millennium Circulation offers a series of dialogs, to assist you in entering patron information. For each field that appears in the selected template, Millennium Circulation prompts you to enter a value for that field. After entering data for the displayed field, choose the Next button.

6. Creating New Patron Records, cont.

3) The first field in this template is Expiration Date, which is a Fixed-length Field. This field can be used to block a patron from checking out items if his or her registration has expired. Most templates should have the expiration already set to the desired expiration date. In our example above, the Expiration date is set to 6/15/15. This date will change to 6/15 of the following year on March 1s. The Patrons of the Library template is one of the few that does not have a fixed expiration date as their expiration date is 1 year from the end of the month of creation.

6. Creating New Patron Records, cont.

4) The next fields are Patron Code fields, which may be used categories to collect statistical data on patrons. The values for these fields, the labels for the fields and the order for prompts are all library specific decisions. In this example, PCODE3 or Patron Code 3, is used to indicate the patron's department/major. You can double click on this field to bring up all available affiliations.

6. Creating New Patron Records, cont.

PCODE3 Field:

6. Creating New Patron Records, cont.

5) The next group of wizard prompts are for Variable-length Fields. These include Name, CWID, Address, Phone Number, email address, Patron Barcode and any notes you may want to enter. The Address2 and Phone Number2 fields can be skipped.

Name: CWID:

Address: Phone Number:

Patron Barcode:Email Address:

6. Creating New Patron Records, cont.

6) After you have completed all of the wizard prompts, Millennium Circulation allows you to edit the Patron Record you just created to make any corrections. Choose Save/Close once you have finished inputting all of the Patron information.

7. Creating Lists

Millennium's report generator enables you to create lists of records based on your own criteria. This tool applies Boolean searching to help you create subsets of the database for use in reports. You can combine data from different record types, such as bibliographic and item records, look for specific values in the records, print out specified fields, sort the records in any order, and create precisely the type of list you want. Each list you create is stored in a review file. Once you create a review file, you can display the records, print them, or use them as input for other Millennium functions such as updating or exporting records.

7. Creating Lists, cont.

Review files contain lists of Millennium record numbers, not static copies of actual records. When you view the records listed in a review file, the system retrieves the current version of the included records. If any of the records have changed since you created the review file, the record display reflects those changes

Some examples of common lists that circulation creates are lists of patrons who owe over a certain amount of money, patrons who have recalled items on their record, items that patrons claimed to have returned, lists of new student records created, items on reserve, etc.

7. Creating Lists, cont.

1) Change the current mode to Create Lists by choosing Go | Create Lists.

7. Creating Lists, cont.

2) Choose an empty review file by selecting its row or choose a file to overwrite. To find empty review files, choose Empty from the drop-down menu of review file types.

3) Choose Search Records from the Review Files tab. If you chose a review file that is not empty, the system warns that you will overwrite the existing file. Choose Yes to overwrite the file or choose No to return to the list of review files.

7. Creating Lists, cont.4) The system displays the Boolean Search window. Remember to

name your file so that it is not overwritten. Begin the file name with your initials and a brief description of the file being run.

7. Creating Lists, cont.5) From the drop-down list of record types, choose the record type

to store. Most lists you will create will be stored as an Item or Patron record. Our Example will be a Patron record search, so it will be stored as such.

6) In the drop-down menu, specify the range, review file, index, or advanced syntax to search. Most searches will search by Range and changes are usually unnecessary.

7. Creating Lists, cont.7) In the table for search criteria, enter the type of record to search.

The record types offered depend on the type of record you chose to store in step 2. In our example we will be running a list of patrons who owe more than $15.00, so the first thing to do is double click the box for ‘Type’ and choose patron. This will only search patron records and ignore all else.

7. Creating Lists, cont.

8) Next you will choose the Data field which consists of fixed or variable fields that you want to limit the search to. In this example you want to search the money owed field, so double click in Field and select Money Owed.

7. Creating Lists, cont.

9) Next you want to select what type of Condition you want to limit this field to. In the example we want the money owed to be greater or equal to $15.00, so the condition of ‘greater than or equal to’ will be chosen.

7. Creating Lists, cont.

10) The last field to input is the Value you want to search. Our example was $15.00. Enter 15.00 into the Value A box.

7. Creating Lists, cont.

11) Hit Search and your query will start. A dialog box asking if you want to start searching appears. Click Yes. Usually a search will be done in less than 1 minute. After your search query finishes you can export the results to a text file that can be opened up and manipulated in Excel. You can choose from any number of fields to export. In our example we will export the Name, Money Owed and Campus Wide ID.

See next slide for screenshot.

7. Creating Lists, cont.

7. Creating Lists, cont.

12) For each field to be exported you will need to choose the appropriate type of record to pull from. For the Name you will double click in the Type field and choose Patron. In the Field portion you will double click and choose Patron Name.

7. Creating Lists, cont.13) To add a line you will choose Append and a new line will be

added. For Money Owed, you will again choose Patron under Type and in the Field choose Money Owed. For the Campus Wide ID, you will again choose Patron and Univ ID.

14) Next you will choose a location on your computer to export the file and name it.

7. Creating Lists, cont. In the example you will notice that there were 1243 results.

That may be too many results to act on and might need to be narrowed. You can either export to Excel or filter there, or you can add more layers to your search. For example you can add a layer that just looks for students. The possibilities are only constrained by the fields that can be searched.

8. Preparing Notices

1) Click on the Notices tab in Millennium which is found on the left.

2) Highlight Hold Pickup Only and click the Prepare button on the top right

8. Preparing Notices, cont.

3) The E-Mail Printer will be highlighted. Click Print.

8. Preparing Notices, cont.

4) A Question dialog box with my email address (kphillips@fullerton.edu) filled in will appear. Click Print again.

5) If there are notices you will see a list of notices to be sent. Click Send Notices.

8. Preparing Notices, cont.

6) Next you will be asked to clear the emails. Click Yes.

7) If there are no notices to send, it will tell you that.8) Close out of Notices.

9. Renewing Books

In general, the loan rule for the transaction determines whether the patron can renew the item, and how long to extend the loan period. There are several ways to renew items. It can either be done from Circulation Desk mode, or from the Renew mode

9. Renewing Books, cont.

Starting from a patron's record in Circulation Desk mode, there are three methods you can use: If the patron brings you the items for renewal, you can scan

those items in the Check Out tab From the Checked Out Items tab you can select the items that

the patron wants to renew and choose the Renew button From the same tab, you can use the Change Due Date button.

9. Renewing Books, cont.

A. Renew items by scanning them from the patron record1) Retrieve the patron record and be sure the Check Out tab is

selected. Scan the item barcode. The system will prompt you to confirm the item should be renewed.

9. Renewing Books, cont.2) Click Yes. If the item is eligible for renewal, the system will

display the new due date. Millennium Circulation uses the relevant loan rule to calculate the due date for the renewal.

9. Renewing Books, cont.

3) If you'd like to change the Due Date for an item that you just scanned, Millennium Circulation allows you to modify the due date for that renewal, using the Change Due Date button. Make sure you do it before processing the transaction by closing out of the patron record. For instructions on how to use the Change Due Date button, see below.

9. Renewing Books, cont.

B. Renew items using the Renew button 1) Retrieve the patron record and switch to the Checked Out

Items tab.

9. Renewing Books, cont.2) Select the items to renew by checking the appropriate boxes in

the All column.

3) Choose the Renew button. Millennium Circulation attempts to renew each of the items

that you have selected using the loan rule for the transaction.

9. Renewing Books, cont.If you'd like to change the Due Date for an item that you just renewed, Millennium Circulation allows you to modify the due date for that renewal, using the Change Due Date button. It is important to do so before closing out of the patron record, while the Status column still indicates that the items have just been renewed.

10. Collecting Money

To collect money for a patron's outstanding charges:1) Pull up patron record by scanning Titan ID or entering CWID.2) Click on the Fines tab:

10. Collecting Money, cont. Millennium Circulation lists the total amount owed from all charges for the patron in the Total field. For each charge, Millennium Circulation lists the Status, Title, Location (item location or the location where the charge was generated), and Amount.

10. Collecting Money, cont. 3) In the table of the patron's outstanding charges, select the charge(s)

for which you want to collect money. As you select and deselect charges, Millennium Circulation adjusts the Amount Selected field.

4) After selecting one or more charges, you can either:

• Collect Money, or

• Waive Fines (only select staff have this ability)

10. Collecting Money, cont.

5) Click the Collect Money button. Millennium Circulation displays the Collect Money dialog box, which shows the total amount of the selected charges (i.e., the value of the Amount Selected field).

10. Collecting Money, cont.

6) Verify that the patron's payment matches the amount displayed in the Amount to Collect text box. If it’s a partial payment, just enter the amount paid at Titan Card.

7) Click OK.

10. Collecting Money, cont. If a patron claims to have returned an item, but the item has not been checked in, you can claim the item returned through Millennium Circulation. When you claim an item returned, the system does the following:

Places a claimed returned note in both the item and patron records

(Optional) Removes the check-out link between the patron and the item; this is equivalent to checking in the item without assessing a fine. If desired, the operator can generate a manual charge and apply it to the patron.

(Optional) Flags the item as missing (STATUS = 'm') and cancels any outstanding hold on the item

11. Claims ReturnedTo claim one or more items as returned by a patron:

1) Pull up patron record using Titan ID.2) View the Checked-Out Items tab:

Click on the Checked-Out items tab.

11. Claims Returned, cont.3) Select the item(s) to claim returned from the table of items

checked out to the patron. If you select more than one item, all selected items will have the same claim returned date and will be checked in or left checked out together. Click the Claim Returned button. Millennium Circulation displays a dialog for choosing the claims returned date.

11. Claims Returned, cont.

4) Select a date or, if the patron does not know when they returned the item, choose the Blank Date button at the bottom of the dialog. The claims returned notes will indicate an "Unknown Date," for example:

Mon Jun 07 1999: Claimed returned .i1170805 on Unknown Date

After you have selected a date, Millennium Circulation offers the following options:

11. Claims Returned, cont.5) The next dialog box asks in what way you would like the item

changed. The choices are. The highlighted 3rd choice is what you will select.

If you choose the Checkin items... change status to MISSING option, Millennium Circulation changes the item's STATUS to 'm' and checks the item record back into the library system. If there are outstanding holds on the item, Millennium Circulation prompts you to cancel these holds.

If you choose the Checkin items... change status to CLAIMS RTRND option, Millennium Circulation changes the item's STATUS to 'z' and checks the item record back into the library system. If there is an outstanding fine or bill for the checkout, Millennium Circulation waives the charge. Charges associated with previous transactions are not automatically waived.

*****If you choose the Leave items checked out... change status to CLAIMS RTRND option, Millennium Circulation changes the item's STATUS to 'z' and leaves the item record checked out to the patron. The system will continue to send overdue notices, generate a bill, etc.*****

11. Claims Returned, cont.

After selecting the third option, the following dialog box will appear:

11. Claims Returned, cont.

6) Additionally, when you choose any of the above three options, Millennium Circulation:

Adds claims returned notes to both the patron and item records. In our example:

11. Claims Returned, cont.

Collections and Services Locations1. Basement (North)2. 1st Floor (North)3. 2nd Floor (North)4. 3rd Floor (North)5. 4th Floor (North)6. Basement (South)7. 1St Floor (South)8. 2nd Floor (South)9. 3rd Floor (South)10. 4th Floor (South)11. 5th Floor (South)12. 6th Floor (South)

1. Basement (North)

Services -- NoneCollections

Microfilm and Microfiche (Reader Stations Available) Book Stacks Call Number Range: D – F

2. 1st Floor (North)

Services Circulation Services

• Circulation Services check materials out and in, renew loans, manage patron registration, administer course reserves, handle recalls and holds, assist patrons in locating materials, and provide general information about the Library and its services. Daily lost-and-found items in the Library may also be claimed at the Circulation Desk.

Titan Card Desk• The TitanCard is the official identification card issued by the

University to students, faculty, staff, or other authorized individuals for the sole purpose of identification and access to campus facilities, services, and activities. The card identifies your primary affiliation with the campus and not temporary or seasonal affiliations. Statuses are generated by the campus student system (PeopleSoft) and/or by Human Resources.

2. 1st Floor (North) Reference & Research Services

• The main Reference and Research Services Desk is on the First Floor of the North Library Building. There is also a second Reference and Research Services Desk on the fourth floor of the North Library Building.

• Reference Librarians are available during many of the library's hours to help patrons with their questions and research, to recommend appropriate print and electronic resources, to provide instruction on possible search strategies and techniques, and to assist student with locating the full-text of articles and books. See the Reference Desk hours below to find out when the Reference and Research Services Desk is open. During this time, Librarians are available on a drop-in basis and willing to take all questions and assist with all research topics.

2. 1st Floor (North) ILC Support Services (Student Genius Corner)

• SGC provides students with in person technical assistance with campus related technologies on personal laptops, smart phones, & tablets• Laptop wireless connection and printing• Smartphone connection to online student services• Student long term laptop checkout• Computer lab reservation for student events• Smart classroom replication• General support services

Writing Center• The Writing Center offers 30-minute, one-on-one peer tutoring sessions

and workshops, aimed at providing assistance for all written assignments and student writing concerns. Writing Center services are available to students from all disciplines, and registration and appointment schedules are available at http://fullerton.mywconline.com. Walk-in appointments are also available on a first come, first served basis, to students who have registered online.

2. 1st Floor (North) Writing Center

• The Writing Center offers 30-minute, one-on-one peer tutoring sessions and workshops, aimed at providing assistance for all written assignments and student writing concerns. Writing Center services are available to students from all disciplines, and registration and appointment schedules are available at http://fullerton.mywconline.com. Walk-in appointments are also available on a first come, first served basis, to students who have registered online.

Adaptive Technology Center - ATC (DSS)• The mission of the Disability Support Services is to increase access

and retention for students with permanent and temporary disabilities by ensuring equitable treatment in all aspects of campus life.

2. 1st Floor (North) Equipped Group Study Rooms (Smart Group Study Rooms)

• Rooms may be checked out by currently enrolled CSUF students, with no holds, and are intended for student class/study-related purposes only. Rooms must be checked out to groups of two or more.

Graduate Study Center• The Graduate Student Study Center is a designated space within the library

set aside specifically for current grad students. It offers grad students a quiet place to study, as well as a secure place to leave checked-out library materials instead of having to carry them between home and campus.

Office of the Academic Senate• The Academic Senate is the official representative legislative body of the

university and speaks on behalf of the university community on matters within its purview. The purpose of the Senate is to recommend policy on curriculum, academic standards, criteria and standards for the selection, retention and tenure of faculty members and other matters that affect faculty and students.

Library Instruction Rooms (103, 130)

2. 1st Floor (North)

Collections Reference Stacks Reference Desk Materials Course Reserves, ILL, and Circulation Holds

• Course Reserves• DVDs• Interlibrary Loan Items and Paged Books

3. 2nd Floor (North)Services

Digital Print Services (DPS)• DPS has been a part of the Cal State Fullerton campus for more than 30 years. It

first opened with conventional film, ink, and plate printing presses. Turn around was days and sometimes weeks depending on the job. DPS is now all digital for job submission and most jobs are completed and delivered within 24 hours.

University Learning Center (Tutoring Center)• The University Learning Center (ULC) provides all Cal State Fullerton students

with academic support that is consistent with their learning styles in an inviting and contemporary environment. We believe that all learners need support that extends beyond the classroom to reinforce and amplify daily lessons. Research shows that students who engage in tutoring, attend study groups, and participate in skill building workshops achieve higher grades than those who do not.

• The carefully selected and trained ULC staff work with all students from diverse backgrounds in most undergraduate general education courses including those in science and math; humanities and social sciences; as well as other subjects. We offer one-to-one and online writing tutoring, Supplemental Instruction sessions and many more services to help you reach your academic goals.

2. 1st Floor (North) Smart Group Study Rooms

Collections Periodicals Newspapers

Using the Library’s Website• To quickly find something related to Cal State Fullerton, you

can run a site specific search on Google using site:fullerton.edu. For example, if someone wants to know about parking, search Google with the following string: “site:fullerton.edu parking”

• For library-specific questions, you can run the same search using site:library.fullerton.edu, but you should also familiarize yourself with the library’s website...

Homepage

• Key areas to note: 1. Quick Links, 2. Library Hours and Events, 3. Research, 4. Services, 5. Visiting

• The handy Quick Links drop down menu includes options to page a book, renew books, look up course reserves (Reserves Lookup), and place a book on reserve (“Course Reserves Request Form”).

2. Library Hours and Events

• The blue “Library Hours” button on the right hand side of the home page takes you to a calendar page where you can see the following:• A. Library hours for the current month and other months• B. Service desk hours – note that the hours for the circulation desk, interlibrary loan,

reference desks and other departments are not the same.• C. Above the service desk hours there is a tab for Events Schedule…

2. Library Hours and Events (Cont.)

Events held within the library are listed here with a time and location. Note that the calendar does not list all of the dates.

This is handy if someone asks “What room is my 12pm English class in?” In this case, it’s in PLN-130.

3. Research

The research tab contains several important links, including the library catalog. Searching the catalog can be the most efficient way to look up books (and DVDs) owned by the library because users can recall and page books directly from the catalog records…

3. Research - Library Catalog

Using the library catalog, you can help students and faculty locate books by keyword, title, author (last name, first name), subject, or ISBN. Note the “Advanced Search” feature which allows you to run a more complicated search (i.e. Title and Author). You may also limit your search to Audio Visual material (for DVDs) or Juvenile Works, among other things.

3. Research - Library Catalog (Cont.)

Once you run a search, you’ll get a list of results that match. In addition to the title, you’ll also see the location, call number, and status. An item should be available to check out if the status reads “Check Shelves” as it does in this example. However, make sure to note the location: the second I, Robot in this example is on the 4th FL SOUTH and must be paged.

3. Research - Library Catalog (Cont.)

Once you reach an item’s record page, you can click the Book paging button (B) to request it if it’s on the south side. If the books is already checked out, you can click the recall button (A) to request that the current patron return it sooner.

4. Services

The services tab includes links to interlibrary loan, paging, library answers, item search requests and other library services. and other services. It also has a link for Borrowing Materials, which answers several common questions about borrowing books from the library. Review this section which describes how to pay fines, how many books different types of patrons can check out, and how long they can borrow them for.

4. Services - Borrowing

Take a moment to review the content of this section of the site which are also summarized in the FAQ section of this manual.

5. Visiting

Among other things, the Visiting section of the library’s website includes maps, contact information, directions, and information for checking out study rooms, checking out laptops, as well as procedures and pricing for printing.