Author archives

Asktico: Log In

Author: smoody
Posted in: Systems

Log in HERE to edit or create Asktico documents. If you don’t have a log in or need to reset your password, please contact Jim Lake <jdlake@berkeley.edu>.

Created: September 28, 2017
Last revised: September 28, 2017
Review date: None set

Asktico: How to Create and Edit Documents

Author: smoody
Posted in: Systems

To view documents in Asktico, you need only visit the site.  But to create a new document or edit existing documents, you must first get login credentials from the Library IT office (please open a ticket via the Millennium Help Desk Form). Asktico is a WordPress site, so if you wish to see additional documentation, …

Created: August 14, 2017
Last revised: September 19, 2017
Review date: None set

Millennium Circulation Tutorials

Author: smoody
Posted in: Circulation Services Group

Introduction to Millennium Checking In Checking Out Searches Recalling and Placing Items on Search Viewing and Interpreting Patron Records Searching for Journals Clearing the Holdshelf and Printing Paging Lists

Created: November 1, 2016
Last revised: November 22, 2016
Review date: None set

Disposal of withdrawn materials

Author: smoody
Posted in: Withdrawal Procedures

Monographs All withdrawn monographs should be forwarded to the Library Gift Unit. To prevent damage to books in transit, it is preferable, though not required, that books be packed in boxes for shipment through Library Mail. Serials Withdrawn serials may generally be recycled locally, but only upon consultation between processing staff and staff of the …

Created: October 3, 2016
Last revised: November 14, 2016
Review date: None set

Checking for analytics in holdings

Author: smoody
Posted in: Withdrawal Procedures

In the holdings record, analytic information can be recorded in three places. If you see any of the forms below, stop. Please consult with BadCat about this withdrawal. Check the holdings 945: If this field contains “SLF:” + any form of “analytic” (“anal.”, “analyzed”, “anals”, etc.), stop. Please consult with BadCat about this withdrawal. This information also …

Created: October 3, 2016
Last revised: December 15, 2016
Review date: None set

Checking for analytics in items

Author: smoody
Posted in: Withdrawal Procedures

Check the lower left corner of the item record for the material you wish to withdraw. If you see “Also linked to record(s):” and a bib-record number that is different from the bib-record number in the upper left corner of brief bib display, stop. This may be an analytic. Please consult with BadCat about this withdrawal. …

Created: October 3, 2016
Last revised: October 21, 2016
Review date: None set

Checking for analytics

Author: smoody
Posted in: Withdrawal Procedures

Identification of analyzed material is an important part of the withdrawal process, because all records that are linked by analysis must be correctly updated, so that the local catalog accurately reflects the Library’s holdings, and so that external databases like OCLC and Melvyl accurately record the Library’s holdings, as well. Checking for analytics in items Checking …

Created: October 3, 2016
Last revised: October 21, 2016
Review date: None set

Persistence Replacement Request Form

Author: smoody
Posted in: Flags & Forms

Flag Persistent Replacement Request Northern Regional Library Facility Southern Regional Library Facility NOTE: Replacement copy should not be duplicate to available NRLF or SRLF item. Date: Contributing Campus: Brief Title: Volume: OCLC #:

Created: October 3, 2016
Last revised: December 5, 2016
Review date: None set

Flags and Forms

Author: smoody
Posted in: Flags & Forms

Flags Green Starred Flag Send directly to ENVI Promptcat no catalogued record in Millennium Branch E-mail Date  Persistence Replacement Request Form  Monographs: SSL added copy problem  Forms Serials Decision Form for Print Universal Return Monthly Statistics Form

Created: October 3, 2016
Last revised: October 3, 2016
Review date: None set

Serials — Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging

Author: smoody
Posted in: Acquisitions Group, BTech

Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging The following procedures are for new serial titles being received directly in the Subject Specialty Library requiring cataloging. Only the first issue of the new title is needed to send to Serials Cataloging Unit for active or inactive titles. Prior to submitting the title …

Created: August 26, 2016
Last revised: May 8, 2018
Review date: None set

Identity field and OPAC notes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Identity field required for holdings records Format is “WITHDRAWN” and four-letter owning location code e.g. Identity: WITHDRAWN EART OPAC Note for withdrawn accompanying material OPAC Note [Accompanying material] no longer available: e.g. OPAC Note Microfiche no longer available e.g. OPAC Note Mechanical no longer available

Created: August 23, 2016
Last revised: December 15, 2016
Review date: None set

Withdrawn location codes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Use the correct withdrawn location code for the corresponding OCLC holdings symbol as this is how external databases like NextGenMelvyl and OCLC receive holdings information from the UCB catalog Location OCLC Holdings Symbol Withdrawal Location Code MAIN CUY zw Any branch library CUY zw Institute of Governmental Studies CBG zwg Institute of Transportation Studies CBT …

Created: August 23, 2016
Last revised: December 8, 2016
Review date: None set

Reasons for withdrawal

Author: smoody
Posted in: Systems, Withdrawal Procedures

Use one of the forms below from the withdrawal slip. These options are the only text available for these notes. Any further information can be given in an additional note. Use an Internal Note for item records, a Check Note for holdings records: Reason Definition damaged The item is no longer in usable condition and …

Created: August 23, 2016
Last revised: December 5, 2016
Review date: None set

Withdrawal Procedures: Withdrawal notes

Author: smoody
Posted in: Systems, Withdrawal Procedures

Add a note with information about withdrawal to the Item Record or the Holdings Record, as appropriate, with this format: [date][space space]wd[space][reason for withdrawal][space][Millennium initials] Notes on notes In order to create lists and report statistics for records that have been withdrawn, it’s imperative that you use the precise syntax below. For example, if you …

Created: August 23, 2016
Last revised: December 8, 2016
Review date: None set

Withdrawing material accompanying single-volume monographs shelved separately (Many Subject Specialty Libraries)

Author: smoody
Posted in: Systems, Withdrawal Procedures

Choose the correct procedure below depending on if a holdings record is present or not. Single-volume monographs with no holdings record In the Item Record for the primary material Add an OPAC Note (p) that notes the accompanying material is no longer available (see Note Formats) Since accompanying material shelved separately has its own item record …

Created: August 23, 2016
Last revised: January 20, 2017
Review date: None set

Withdrawing material accompanying and shelved with single-volume monographs (MAIN)

Author: smoody
Posted in: Systems, Withdrawal Procedures

Accompanying material shelved with primary material does not usually have its own Item Record. Instead, the accompanying material is noted on the Item Record for the primary material. In the Item Record for the primary material Add an OPAC Note (p) that notes the accompanying material is no longer available (see Note Formats) Add an …

Created: August 22, 2016
Last revised: December 8, 2016
Review date: None set

Physical processing of withdrawals

Author: smoody
Posted in: Systems, Withdrawal Procedures

Withdrawn volumes must be demagnetized and clearly marked as withdrawn. Demagnetize each volume Stamp “University of California – Withdrawn” over the property label or stamp located on the inside of the front cover. Use of a stamp no larger than 2” x ¾” is preferable. Stamps are available from Dirk Kennedy (dkennedy@library.berkeley.edu) in Acquisitions. If …

Created: August 22, 2016
Last revised: January 25, 2017
Review date: None set

Withdrawal of a set (complete)

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing all volumes of a set (serial or MVM) for a given location. There may or may not be other sets for your location (e.g, set 2) or at other libraries. In Holdings Record for the location If this is a serial, has the record been properly closed? If not, do so now see …

Created: August 22, 2016
Last revised: January 23, 2017
Review date: None set

Withdrawal of a set (partial)

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing one volume of a set (serial or MVM). After you’re done, at least one other held item for your location will remain attached to the bib record. In Item Record for volume to be withdrawn Check to see if the item is an analytic (see Checking for analytics) Change Status to ‘w’ WITHDRAWN …

Created: August 22, 2016
Last revised: January 20, 2017
Review date: None set

Withdrawal of a single volume monograph

Author: smoody
Posted in: Systems, Withdrawal Procedures

You’re withdrawing a single-volume monograph (published in one volume); it may be the last copy in OskiCat or other copies may remain. In Item Record for item to be withdrawn: Change Status to ‘w’ WITHDRAWN Change Item Code 2 to ‘n’ SUPPRESS Change location to “zw” WITHDRAWN Insert an Internal Note (x) with the information …

Created: August 22, 2016
Last revised: April 12, 2018
Review date: None set

Withdrawal Procedures

Author: smoody
Posted in: Systems, Withdrawal Procedures

Important update 1/25/12: This procedure is to be used by staff for manual withdrawal of ITEMS only if the items are NOT missing or billed.  Items missing or billed are withdrawn quarterly by Systems.  This procedure is to be used to partially or completely withdraw HOLDINGS manually, as requested by Systems in conjunction with both the …

Created: August 22, 2016
Last revised: December 21, 2016
Review date: None set

Example Scenarios

Author: smoody
Posted in: Storage Editing Requirements, Systems

Start with a list of records: Use a list of records as the starting point in the process.  List may be produced using criteria relating to item use history and/or presence of copies elsewhere, etc. with additional manual culling/additions as desired. Dup checking can happen at this point or later in the process. Items in …

Created: August 22, 2016
Last revised: December 15, 2016
Review date: None set

Active titles – Depositing PORTION of remaining currently held volumes – Current periodicals

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits – some volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first …

Created: August 22, 2016
Last revised: November 4, 2016
Review date: None set

Active titles – Depositing PORTION of remaining currently held volumes – Comes bound/treated as comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits – some volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first …

Created: August 19, 2016
Last revised: November 3, 2016
Review date: None set

Active titles – Depositing ALL remaining currently held volumes – Current periodicals

Author: smoody
Posted in: Storage Editing Requirements, Systems

Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close the record according to the procedure “Closing Serial Holdings Records” on AskTico, then …

Created: August 19, 2016
Last revised: November 3, 2016
Review date: None set

Active titles – Depositing ALL remaining currently held volumes – Comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits– some volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must …

Created: August 17, 2016
Last revised: October 26, 2016
Review date: None set

Inactive titles – Depositing PORTION of remaining volumes

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits– some volumes have been deposited previously by the owning location Inactive titles– title is not currently received Note: If the title is inactive—i.e., no further issues are expected to be received—but there is still a check-in card on the holdings record, owning location staff first must close the record according to …

Created: August 16, 2016
Last revised: November 16, 2016
Review date: None set

Inactive titles – Depositing ALL remaining volumes

Author: smoody
Posted in: Storage Editing Requirements, Systems

Adding to Existing Deposits– some volumes have been deposited previously by the owning location Inactive titles– title is not currently received Note: If the title is inactive—i.e., no further issues are expected to be received—but there is still a check-in card on the holdings record, owning location staff first must close the record according to …

Created: August 16, 2016
Last revised: November 16, 2016
Review date: None set

Active titles – Depositing PORTION of currently held volumes – Current periodicals

Author: smoody
Posted in: Storage Editing Requirements, Systems

Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close the record according to the procedure “Closing Serial Holdings Records,” then proceed with the …

Created: August 16, 2016
Last revised: November 4, 2016
Review date: None set

Active titles – Depositing PORTION of currently held volumes – Comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close …

Created: August 16, 2016
Last revised: November 4, 2016
Review date: None set

Active titles – Depositing ALL currently held volumes – Current periodicals

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close …

Created: August 16, 2016
Last revised: October 26, 2016
Review date: None set

Active titles – Depositing ALL currently held volumes – Comes bound

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location Active titles – title is currently received Note: If there is a check-in card on the holdings record for the title but no further issues are expected to be received, this is not an active title; owning location staff first must close …

Created: August 16, 2016
Last revised: October 26, 2016
Review date: None set

New Deposits –Inactive titles –Depositing PORTION of set

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location Inactive titles – title is not currently received Note: If the title is inactive—i.e., no further issues are expected to be received—but there is still a check-in card on the holdings record, owning location staff first must close the record according to …

Created: August 16, 2016
Last revised: December 21, 2016
Review date: None set

New Deposits –Inactive titles –Depositing ALL holdings

Author: smoody
Posted in: Storage Editing Requirements, Systems

New Deposits – no volumes have been deposited previously by the owning location Inactive titles– title is not currently received Note: If the title is inactive—i.e., no further issues are expected to be received—but there is still a check-in card on the holdings record, owning location staff first must close the record according to the …

Created: August 16, 2016
Last revised: December 2, 2016
Review date: None set

Sets (Serials and Multi-Volume Monographs)

Author: smoody
Posted in: Storage Editing Requirements, Systems

Before beginning, verify that any unsuppressed holdings record(s) for your camps location only list the volumes on campus. If campus holdings list volumes already at NRLF, please resolve this by following the holdings split sets procedure before completing the Storage Edit steps below. Once a set has been selected for deposit, you need to know …

Created: August 16, 2016
Last revised: December 6, 2016
Review date: None set

Single Volume Monographs

Author: smoody
Posted in: Storage Editing Requirements, Systems

Storage editing requirements: Single Volume Monographs Owning location tasks: Item records: NOTE: If you prefer to wand a file of barcodes and have Systems update every item in the file, submit an OskiCat helpdesk request. set Status to STORAGE PREP (‘s’) The item update date will often indicate the date the status was set and can …

Created: August 16, 2016
Last revised: December 6, 2016
Review date: None set

Storage Editing Requirements

Author: smoody
Posted in: Storage Editing Requirements, Systems

Storage editing requirements Depositing at NRLF: Millennium Record Editing/Management Guide This guide contains instructions for editing and managing item and holdings records for single volume monographs and sets (serials and MVMs) being deposited at NRLF.  Please note that the procedures for selecting and physically preparing materials for deposit have not changed with the migration to …

Created: August 12, 2016
Last revised: June 11, 2017
Review date: None set

Patron Codes

Author: smoody
Posted in: Systems

Pcode1, pcode2, pcode3 as of 9/19/17  PCODE1  –  NOT DEFINED 0 UC BERKELEY 1 UC DAVIS 2 HASTINGS 3 UC IRVINE 4 UC LOS ANGELES 5 UC RIVERSIDE 6 UC MERCED 7 UC SAN DIEGO 8 UC S.FRANCISCO 9 UC S. BARBARA a UC SANTA CRUZ b HAAS-COLUMBIA c UCOP d GTU e UCX f …

Created: June 1, 2016
Last revised: September 19, 2017
Review date: None set

Lost in transit item tracking

Author: smoody
Posted in: Circulation Services Group

Historical Overview Tracking down items that have a status IN TRANSIT (t) for longer than expected is important for both collection management and good public service. Prior to the implementation of Universal Returns, patrons had been blocked and sometimes billed if items set in transit from a non-owning unit had not been checked in at …

Created: May 26, 2016
Last revised: November 30, 2016
Review date: None set

Bcode3 use

Author: smoody
Posted in: Systems

Bcode3 is a Millennium-specific field not part of the official marc record that can be used to suppress a bib record from public display.  These values are defined for Bcode3: Value: “-” Meaning: Not suppressed Use: This is the expected value for most records and makes the Bib record viewed by the public Value: “d” …

Created: May 14, 2016
Last revised: November 7, 2016
Review date: None set

Asktico: How to contribute documentation

Author: smoody
Posted in: Systems

If you’re adding new documents to AskTico, please follow these instructions: AskTico contains Library-wide and unit-specific procedures and documentation related to Millennium. To contribute, you must first have an account and be logged in.  To get an account, contact Jim Lake (jlake@library.berkeley.edu).  He can also provide training in the use of the WordPress system used by …

Created: May 13, 2016
Last revised: January 10, 2017
Review date: None set

Universal Return Statistics Sheets

Author: smoody
Posted in: Circulation Services Group

Daily Statistics Place a hash mark for each non-owned item received by the unit in the appropriate category. An item can be marked in more than one category (e.g. “Not checked-in/placed in-transit” and “Received damaged”). Please transfer data to the monthly form and submit that form to Mark Marrow (mmarrow@library.berkeley.edu) Receiving Library: __________________________ Date: _____________________ …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Item Records: When and How To Use Them

Author: smoody
Posted in: BTech

Item records in Millennium provide the basis for a wide range of operations in technical and public services, such as checking items in/out, placing holds, billing, labeling, binding, call number searching, tracking of in-process materials, and compiling statistics. Every unsuppressed bibliographic record must have at least one item or holdings record attached in order for search …

Created: April 28, 2016
Last revised: November 21, 2016
Review date: None set

Withdrawing: holds/checkouts

Author: smoody
Posted in: Circulation Services Group

Please cancel holds and/or check items in before proceeding with the withdrawal procedures.  1- Cancelling holds: In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved. Comes in two flavors – click on the one you need: Things with Bib-level holds Things with Item-level holds NOTE: how to transfer …

Created: April 28, 2016
Last revised: December 8, 2016
Review date: None set

Viewing Count Use Circulation Reports

Author: smoody
Posted in: Circulation Services Group

To view a count of how many items have been used within the library using Millennium’s Count Use mode, use Web Management Reports Open Web Management Reports (if you need a username/password submit an OskiCat Help Desk ticket) Choose Circ Activity from the menu Choose Inhouse and then the dates you are interested in from the menu (“User spec” …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Using Millennium’s Count Use Mode

Author: smoody
Posted in: Circulation Services Group

To track items that patrons use within the library without checking out (sweeps), use the Count Use mode, available through the Millennium Circulation Module. Any item record may be tracked using Count Use. In Millennium Circulation enter the Count Use mode Choose if you want to track items using Internal Use (default), Copy Use (if you wish …

Created: April 28, 2016
Last revised: October 3, 2016
Review date: None set

Use MOVE button to control item order

Author: smoody
Posted in: Systems

When you add a new item to an existing record, it will be last on the list of items. If it belongs elsewhere to be in order by volume, date, or copy number, you will need to MOVE it to the correct location. NOTE: DO NOT USE PRESERVE SORT! See caution below. Instructions: If item …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Unlinked analytics at NRLF (workaround)

Author: smoody
Posted in: Systems

Background: Large sets (often microforms) of analytic records that were unbarcoded and thus not linked in Gladis are also not linked to the set record in Millennium unless manual work has been done to link the correct item and delete the additional item. When the set is actually housed at NRLF, there are public service …

Created: April 28, 2016
Last revised: January 3, 2018
Review date: None set

Universal Return – Affiliate Libraries: Delivery Process

Author: smoody
Posted in: Circulation Services Group

Affiliate libraries will check in returned materials via the circulation module of Millennium. Items belonging to other libraries will be checked in and placed “in transit”. Affiliate library staff should print the “in transit” slips, place it in the items and send via Library Mailroom. Mailroom staff will pick up and delivery to the various libraries. …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Universal Return Instructions

Author: smoody
Posted in: Circulation Services Group

This document outlines the changes to Millennium after implementing Universal Returns and how staff should handle returned items owned by other units. Except in very rare cases, all items will be accepted and checked in by any circulation desk. If libraries have item types that will not be checked in universally, such as course reserves …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

System Status Screen

Author: smoody
Posted in: Systems

This page is updated regularly with the last record number for each record type. Knowing the last number that existed on a certain date is a useful way to make Create Lists searches more efficient. Here is an example screen: Last record numbers added to Millennium as of 04/25/11 05:00:01 BIBLIOGRAPHIC      183844609 ORDER              1514737x HOLDINGS           …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Statistical Call Number (SCAT) Table

Author: smoody
Posted in: Systems

Background: This document was created for implementation of a new SCAT table from selector-identified call number ranges as coordinated by Collections Services Council. Each line below represents a range of LC call numbers which comprise one category, for which statistics will be gathered. Each category will have a unique number assigned to it (not included …

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

Staff recalls

Author: smoody
Posted in: Circulation Services Group

Staff may need to recall an item that is checked out in order to do work on the physical piece or the record for the item.  ILSSC has reviewed problems and patron complaints that result when staff have placed holds on items without recalling them (ie, the due date does not change).  To avoid these …

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

Sets with too many items to fit on one bib

Author: smoody
Posted in: Systems

Systems tasks to fix records where there are too many items to fit on one bib. Identify all the bibs currently involved. Some may have the 958 marker but some may not – create lists by  call number, OCLC #, Gladis #, etc. to identify all that are part of a given title. Contact the owning unit to verify …

Created: April 28, 2016
Last revised: September 24, 2020
Review date: None set

Return Receipts

Author: smoody
Posted in: Circulation Services Group

RETURN RECEIPTS Patrons may request a return receipt when returning materials at a circulation desk. A return receipt documents that an item has been checked-in by the library and removed from the patron’s account. Patrons can validate an item has been returned by providing a return receipt at the owning library circulation desk. Units should …

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

Reserves: permanent

Author: smoody
Posted in: Circulation Services Group

To designate items in your unit as being on Permanent Reserve (not course reserve), you have four options: Create a course record called “Permanent Reserve – Engineering” (enter your unit) and change the course setting to reflect an end date of your choice (something far into the future would work). This record does not have …

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Reserves: Creating new bib and item records

Author: smoody
Posted in: Circulation Services Group

If a professor requests to add an item to their course reserve list that does not already have an item and/or bib record in Millennium (e.g. professors’ personal copies, electronic resources without an individual bib, or uncataloged items ordered for reserve) use the following procedure. If multiple copies of the same title are needed on …

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Removing items from the stacks for library business

Author: smoody
Posted in: Systems

When you need to remove an item from the stacks… [skip to procedures] Guiding principles  If an item is going to be removed from the stacks for more than a day for any reason other than accessioning at NRLF (see note below), it needs to have the fact that it isn’t available recorded in the …

Created: April 28, 2016
Last revised: January 23, 2017
Review date: None set

Reinstating withdrawn items

Author: smoody
Posted in: BTech, Circulation Services Group

Items that are lost are withdrawn after multiple searches. Sometimes these items are later recovered (either returned or found in the stacks). When the item is found or returned, shelving unit staff should do the following: If there is an unsuppressed holdings record, make sure the Library Has statement is unsuppressed and correct and all items are linked to it.   …

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Refer for replacement: unit designee Billed not paid

Author: smoody
Posted in: BTech

The “Refer for Replacement” procedures begin here. REFER FOR REPLACEMENT: INSTRUCTIONS FOR UNIT DESIGNEES BILLED NOT PAID Selectors will send the unit designees lists only of the billed not paid items they wish to replace.  These instructions apply to the records related to those items. 1.  For a Billed Not Paid item with a selector …

Created: April 28, 2016
Last revised: February 15, 2017
Review date: None set

Refer for replacement: Billed not paid

Author: smoody
Posted in: Collection Services Council

Refer for Replacement Procedures for Missing and Billed Items: Next Steps for “Billed/Not Paid” Lists The “Refer for Replacement” procedures begin here. The next steps for the “Billed/Not Paid” lists continue in this document. Please note that items that are billed and not paid may be returned some time after they are billed – their …

Created: April 28, 2016
Last revised: January 19, 2021
Review date: None set

Print Date Due Slips guide

Author: smoody
Posted in: Circulation Services Group

Printing Date Due Slips: YES  (Page # 100045) Standard Circulation Desk screen Option 1:  Uncheck before checkout (displays everytime you switch back to Circ Desk) Option 2:  Leave checked.  Check out material, click CLOSE, then cancel when printer prompt appears WARNING: If you select option 2 and decide to print the checkouts for a patron, all …

Created: April 28, 2016
Last revised: October 21, 2016
Review date: None set

Patrons who have proxy server access

Author: smoody
Posted in: Systems

The following patron types have proxy server access if their patron record is not expired, do not have overdue recalls and do not have a manual block: UCB faculty (including emeritus faculty) and academic staff with a current academic appointment: ptype = 4 and pcode1 = 0 (zero) UCB staff with executive or management appointments: …

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Patron Type

Author: smoody
Posted in: Systems

ptype values as of 6/1/14 P TYPE 000 Undefined 001 Undergraduate 002 Undergraduate – UCB SLE 003 Graduate Student 004 Faculty/Academic Staff 005 Executive/Management 006 Library Staff 007 Non-Academic Staff 008 Faculty/Academic Spouse 009 Non-Academic Staff Spouse 010 Other UC Spouse 011 Faculty/Academic Staff Children 012 UCB Post-doc 013 UC Visiting Scholar/Post-doc 014 GTU Staff/Visiting …

Created: April 27, 2016
Last revised: September 28, 2016
Review date: None set

Patron barcode search retrieves a list

Author: smoody
Posted in: Circulation Services Group

Sometimes wanding a patron barcode in Circulation Desk retrieves multiple patron records. This document describes a quick, simple, and accurate way to handle this situation. Staff member wands barcode (for example, 999000010) in Millennium Circulation Desk: Two (or more) records are retrieved. The first has barcode 999000010 (an exact match), and the second has barcode …

Created: April 27, 2016
Last revised: October 21, 2016
Review date: None set

On the fly record creation (to send to Cataloging & Metadata Services)

Author: smoody
Posted in: BTech

This procedure covers what to do if an un-cataloged book is received at a subject specialty library and an on the fly record must be created in either the Cataloging or Serials/Acquisitions Module to send to Cataloging & Metadata Services. If you are looking for the procedure to create an on the fly record for the purposes of …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

OCLC sending: what records are sent

Author: smoody
Posted in: Systems

What records are sent to OCLC/Melvyl and which are only in OskiCat? Simple answer: We send any fully cataloged record that we are allowed to send to OCLC A “cataloged” record is defined technically as a “bibliographic record” (a record that describes the basic bibliographic entity/title. Order, holdings, and item records must each be attached to …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

OCLC overlay field protection

Author: smoody
Posted in: Systems

Fields protected in the OCLC export table are listed below.  Protected means that an incoming record that replaces a given record in Millennium will protect (preserve) the following fields in the existing Millennium record instead of replacing them. This can result in duplication if the same field/data also exists in the OCLC record. Note that in order for …

Created: April 27, 2016
Last revised: December 21, 2020
Review date: None set

OCLC holdings: setting holdings in batch

Author: smoody
Posted in: Systems

Weekly systems sends files to OCLC to set OCLC holdings. New records are added to OCLC via this process in some circumstances (such as catalog records manufactured and loaded locally for projects such as City Arts and Lectures). Records are evaluated via a two step process in order to determine if holdings should be set …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

NRLF Pulling and Processing Guidelines

Author: smoody
Posted in: BTech

Pulling and Processing Items for Shipment to NRLF NRLF pulling and processing functions vary among campus libraries. This document serves to standardize the procedures involved in pulling and processing materials for NRLF storage. 1.   Well in advance of your desired shipment date, schedule times to have empty book trucks delivered and full book trucks picked …

Created: April 27, 2016
Last revised: December 2, 2016
Review date: None set

Mark as lost (so patron can pay)

Author: smoody
Posted in: Circulation Services Group

Introduction: Use this procedure ONLY if you are Privileges Desk staff and: – The patron has indicated they want to pay immediately for an item they know is lost – The patron has NOT YET been billed – The item status must be “-” (appears as DUE xxxx) to use this procedure. Do not use this procedure if …

Created: April 27, 2016
Last revised: October 21, 2016
Review date: None set

Macros: how to create and use

Author: smoody
Posted in: Systems

Macros allow you to save text and commands into function keys and reuse them at will. You can use the twelve function keys alone or with Ctrl, Alt, or Shift, giving you almost 48 macros to work with. (Some combinations aren’t available, so the total is not quite 48.) It’s easy to create text macros …

Created: April 27, 2016
Last revised: November 30, 2016
Review date: None set

Login Stat Groups/Terminal numbers

Author: smoody
Posted in: Systems

This table shows which Statistical Group/Terminal number is assigned to which logins, and which scopes and location served values are used at which locations. This number is what displays in the “Checkin location” in the item fixed fields (sometimes known as Checkin Location codes). Where they work Login/initials begin StatGrp Stat Grp Description Scope – …

Created: April 27, 2016
Last revised: November 30, 2016
Review date: None set

Location WEB – how and why it works

Author: smoody
Posted in: Systems

Introduction The location WEB “wb” exists in our system to provide a means for allowing OskiCat searches to be limited to titles which are “available online”, based on the presence of the location “wb” in the bibliographic record for qualifying titles. The location “wb” in the bibliographic record is maintained based on the presence or absence of …

Created: April 27, 2016
Last revised: November 30, 2016
Review date: None set

Location codes

Author: smoody
Posted in: Systems

BRANCH CODES 001 > ag Archival Negative 002 > ah Art History/Classics 003 > ah92 Art History/Classics Room 308D-Reference 004 > ah95 Art History/Classics Room 308E-Folios 005 > ah96 Art History/Classics Room 308G-Folios 006 > ah9a Art History/Classics Room 308 007 > ah9c Art History/Classics Room 308C-Seminar 008 > ah9d Art History/Classics Room 308D 009 …

Created: April 27, 2016
Last revised: August 31, 2019
Review date: None set

Limited Circulation Item Guide

Author: smoody
Posted in: Circulation Services Group

This procedure pertains to items that circulate for seven days or less. Examples: Reference, serials (in some units), reserves, locked case/rare, NRLF restricted and Building Use Only, Bancroft, Pacific Film Archive, Archival Negatives, library use only, same day loan, non-circulating, restricted, etc. For item guidelines, use the general documents including the overview, fixed field guide, …

Created: April 27, 2016
Last revised: November 29, 2016
Review date: None set

LBL use of OskiCat/Millennium

Author: smoody
Posted in: Systems

Lawrence Berkeley Lab (also known as LBNL: Lawrence Berkeley National Lab) is joining OskiCat as an affilliate-like branch on July 30, 2012, replacing LBNL’s catalog.  This document gives an overview for staff of how LBL staff and patrons will use OskiCat, Melvyl request and Millennium, and how campus patrons will get access to LBL materials. Melvyl Request: LBL patrons using Melvyl will …

Created: April 27, 2016
Last revised: November 23, 2016
Review date: None set

Label location list

Author: smoody
Posted in: Systems

Label location A three or four letter code (corresponding to the old Gladis location) that prints on a spine label under the call number to show the book’s shelving location. Label location is the way that it is possible to tell which location used to own something that has been withdrawn, as withdrawal changes the millennium location code to …

Created: April 27, 2016
Last revised: May 8, 2018
Review date: None set

Item type

Author: smoody
Posted in: Systems

Item Types Updated 6/10/2015 Code Label Definition 0 Undefined 1 Monograph (regular loan) Print book; in-analytics; analyzed monographs in series 2 Monograph (short-term loan) Non-reserve materials (e.g., cookbooks) 3 Unused 4 Monograph CD-ROM Disc Single completed work on CD-ROM; textual, numeric, graphic, or program info 5-9 Unused 10 Serial – Periodical (regular loan) Print serial …

Created: April 27, 2016
Last revised: November 22, 2016
Review date: None set

Item Records: Variable Length Fields

Author: smoody
Posted in: BTech

Note: See also item overview information here. Fixed Length fields are discussed here. Variable fields Code Field label a Item Field b Barcode c Call No. i ILL Note j RLCP Note k Baker Note l Label Location m Message n NRLF Note p OPAC Note r Reserves Note v Volume x Internal Note y …

Created: April 27, 2016
Last revised: November 18, 2016
Review date: None set

Item Records: Fixed Length Fields

Author: smoody
Posted in: BTech

Note: some fields in the table below cannot be edited; their values are system-supplied via circulation functions. These un-editable fields are described briefly at the end of this section. Note: DO NOT COPY NRLF item records to create new item records. Copy No. Inventory Date Loanrule Item Code 1 Checkin Location Status Item Code 2 …

Created: April 27, 2016
Last revised: January 13, 2017
Review date: None set

Instruction sheet for Baker RLCP hold items

Author: smoody
Posted in: Circulation Services Group

Procedure Desk attendant is presented with Baker or RLCP work slip that indicates a Hold pickup. Retrieve item from unit’s Hold shelf. Open Circulation Desk in Millennium For Baker items, type in bBAKR and wand the item’s barcode. For RLCP items, type in bRLCP and wand the item’s barcode. Stamp due date and desensitize item. …

Created: April 27, 2016
Last revised: September 29, 2016
Review date: None set

Indexing rules

Author: smoody
Posted in: Systems

INDEXING IN MILLENNIUM Types of Indexes In Millennium, there are two types of indexes, phrase and keyword. The indexes use the same data to create their entries, but the searching behavior differs for each type. Each phrase index has a one-letter “tag”, such as “a” for Author, “d” for Subject, or “t” for Title. The …

Created: April 27, 2016
Last revised: June 30, 2017
Review date: None set

Holds transfer

Author: smoody
Posted in: Circulation Services Group

Instructions for the holds@lists to use when resolving problems with holds in a variety of situations (withdrawal, exact match replacement, etc.) – may be used by other circ staff who have a good understanding of bib and item holds as well. When you are looking at a situation with a hold that needs to be …

Created: April 27, 2016
Last revised: November 15, 2016
Review date: None set

Holds and OskiCat Request

Author: smoody
Posted in: Circulation Services Group

How and when to place holds, and general information about holds and requests Procedure: In brief: If there is a request button in OskiCat, the patron should use that instead of circulation staff placing the hold for the patron in the Millennium client. Staff-placed holds for patrons can cause a number of problems for patrons, including affecting …

Created: April 27, 2016
Last revised: November 15, 2016
Review date: None set

Freeing busy records

Author: smoody
Posted in: Systems

Records are kept “busy” in Millennium when staff have them open in edit mode, or when the system is processing a transaction related to that record such as a payment on an order record. All staff must understand the importance of closing each record immediately after edits are complete to save the edits and avoid …

Created: April 27, 2016
Last revised: November 14, 2016
Review date: None set

Deletion: holdings record

Author: smoody
Posted in: BTech

Marking for deletion: Holdings record/checkin record (.c) How to mark holdings records for deletion in Millennium If there is an unneeded holdings record in Millennium, it should be marked for deletion.  You may, for example, have accidentally created a duplicate holdings record in the course of your cataloging or one may be left over from …

Created: April 26, 2016
Last revised: November 14, 2016
Review date: None set