1 CIRCULATION OVERVIEW

This chapter includes the following topics:
The Alephino Circulation module enables you to register and monitor the various circulation activities of the library (loans, returns, holds), according to each library's policies.

The system supports different circulation periods, based on the status of an item, the status of a patron and due date formulas. These elements can be defined by the library to suit its circulation policies and can be changed as the need arises.

When an item is loaned, the system checks both the item and the patron. If there are any restrictions on either one, the librarian is notified. When an item is returned, the system checks whether there is an outstanding hold and whether the item was returned late.

1.1 THE CIRCULATION GUI

The Circulation GUI has been designed with an emphasis on usability and ease of access to circulation functions. Item, patron and loan information are interlinked and can be accessed with a minimum of cursor movement. Multiple panes containing relevant information for each function can be displayed simultaneously.

Here is an example of a Circulation GUI screen displaying Patron information:



The various screen elements in the Circulation GUI (as shown above) are explained in the following sections.

1.1.1 Toolbars

Title bar
The title bar shows the name of the program. It also displays status messages relating to the program and to user commands:



Menu Bar
The menu bar is laid out conventionally:



Place the pointer over the menu name (for example, Items) to reveal the related menu commands.

Patron Bar
The Patron bar contains brief information about the selected patron, such as patron name and patron ID:



To display a patron record, enter the patron ID or barcode in the box, and click , or press Enter.

Patron List



Click the icon from the Patron bar to invoke the Patron List window which allows you to find a patron's administrative record.

On the far right of the Patron bar, the "New Patron" icon is located.

New Patron icon



Click the "New Patron" icon to invoke the Global Patron Information window, or the Patron Registration form (depending on setup), which enable you to enter a new patron record.

Item Bar
The Item bar contains brief information about a selected item, such as title, author, and barcode number:



To display an Item record, enter the item barcode or call number in the box, and click , or press Enter.

Call Number List



Click the icon to invoke the Item List by Call Number window.

On the far right of the Item bar, two icons are located, the "Catalog Record and Create Item" icon and the "Full Screen" icon.

Catalog Record and Create Item



Click the Catalog Record and Create Item icon from the Item bar to invoke the "Catalog Record and Create Item" window, which allows you to catalog a new item with minimum information.

Full Screen



Click the Full Screen icon from the Item bar to activate the Full Screen mode. Note that this functionality is only relevant for Show screens in the Search tab. In all other instances, this icon is inactive.

1.1.2 Panes

Navigation Pane
The navigation pane contains the following elements:

Main Tab
The main tab consists of a row of icons that correspond to the major activities in Circulation:



Clicking an icon invokes the interface associated with that icon. For example, clicking the Loan icon invokes an interface for conducting loan-related activities.

Name Icon
Loan
Return
Patron
Item
Search

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1.2 WORKING WITHOUT A MOUSE

You can advance from one pane to another by using the following shortcut keys:

Shortcuts Keys
 Lets you do this
TAB
 move to the next control in the dialog box
Shift+TAB
 move to the previous control in the dialog box
Ctrl+TAB
 move from the first control in the top toolbar to the lower pane
Ctrl+Alt+TAB
 move from the lower pane to the first control in the top toolbar.
Ctrl+1
 move to the left pane
Ctrl+2
 move to the right upper pane
Ctrl+3
 move to the right lower pane.
Ctrl+4
 move to the left lower pane (only in Cataloging available).
Ctrl+5
 move to the first control in the top toolbar
Ctrl+6
 move to the second control in the top toolbar
Ctrl+7
 move to the third control in the top toolbar

Note that a red frame appears around the active pane.

Shortcut Keys Available in the Circulation GUI
The following table shows the default shortcut keys. These shortcut keys can be customized.

Function Shortcut key
Catalog Record and Create Item CTRL+F8
Create Hold Request CTRL+R
Delete Hold Request by Barcode CTRL+D
Delete Patron CTRL+F11
Duplicate Patron CTRL+F10
End Session F4
New Patron CTRL+F7
Print Letter - Hold Request Filled CTRL+L
Print Letter - Hold Request Not Filled CTRL+W
Switch to Item F8
Switch to Loan F5
Switch to Patron F7
Switch to Return F6
Switch to Search F9


The following shortcut keys are hard coded and cannot be customized:

Action Shortcut key
All Lists - Print List F11
Date Edit and Time Edit - Reset Dates F12
Help F1

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1.3 RELATIONSHIP TO WEB OPAC

The Circulation and Web OPAC modules are interconnected. Circulation information relevant to each item (if on loan, expected return date, number of hold requests) can be viewed in the Web OPAC. Each patron can use the Web OPAC to see a list of all his loans and hold requests; to renew loans; to check his cash transactions and to place hold requests.

The patron and the library staff can communicate through message fields. The patron reads and writes messages in the Web OPAC, and the library staff reads and writes messages in the GUI.

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Go to next section (Patrons)