library circulation department manual with web stuff

Pollak Library
Circulation
Department Manual
By Department Staff

Table of Contents
I. Circulation Desk Procedures
A. Millennium Walkthrough
II. Library Locations and Services

I. Circulation Desk Procedures

1. Introduction
2. Login (icon and username/password)
3. Selecting Printer
4. Checking in/out Functions
5. Placing Holds
6. Creating New Patron Records
7. Creating Lists
8. Preparing Notices
9. Renewing Books
10. Collecting Money
11. Claims Returned
12. Updating Existing Records
13. 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 Functions
1) 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.

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.

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

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

cont.
PCODE3 Field:

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:

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.

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

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.

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.

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) 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.

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.

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.

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.

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.

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.

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.

 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.

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.

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.

A. Renew items by scanning them from the patron record
1) 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.

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.

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.

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

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.

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.

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)

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).

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.

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 Returned
To 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.

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:

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.*****

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

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:

Collections and Services
Locations
1. 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)

1. Basement (North)
Services -- None
Collections
 Microfilm and Microfiche (Reader Stations Available)
 Book Stacks Call Number Range: D – F

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.

 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.

 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.

 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.

 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)

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.

 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.

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