Category «Circulation Services Group»

Adding Fines in Millennium

Author: Jennifer Osgood
Posted in: Circulation Services Group

Adding Fines to a Patron Account in Millennium Other fine module documentation may be found at Waiving Fines and Viewing Past Fines in Millennium. 1.Open a patron’s record and click the Fines tab. 2. Click the “Add Charge” button. 3. Click the down arrow on the drop down menu to select a predefined type of …

Created: April 13, 2018
Last revised: April 13, 2018
Review date: None set

Viewing Past Fines in Millennium

Author: Jennifer Osgood
Posted in: Circulation Services Group

View Paid and Waived Fines on a Patron Account Other fine module documentation may be found at Waiving Fines  and Add Fines to Patron Account in Millennium. 1. When in the patron’s record, click the Fines tab. 2. Click the “Fines Paid” button. A list of previously collected charges will display with information about the …

Created: April 13, 2018
Last revised: April 13, 2018
Review date: None set

Waiving Fines in Millennium

Author: Jennifer Osgood
Posted in: Circulation Services Group

Waiving fines Other fine module documentation may be found at Add Fines to Patron Account in Millennium and View Paid and Waived Fines on Patron Account. Notes: Generally fines should only be waived in cases of library staff error. Approved cases are: Item found on shelf, not checked in properly Book drop returns not checked …

Created: April 13, 2018
Last revised: April 13, 2018
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

When a Non-owning Unit Receives a Wet Book

Author: Jennifer Osgood
Posted in: Circulation Services Group

1.) If the item is owned by another library, check in the item, selecting the third option: “Place Item in Transit, Do Not Check In.” This will keep the item on the patron’s account and allow for any fines to accrue or other assessed fees to be added later by the owning unit. 2a.) If …

Created: June 9, 2016
Last revised: October 3, 2016
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

Claims Returned procedure

Author: Jenna Jackson
Posted in: Circulation Services Group

This document will outline how to file a Claims Returned, the timeline for searches and how to retrieve search information.  Additionally, it will describe how to update item records after each search. Claims Returns can now be placed at any library; patrons do not need to go to the owning unit to place the claims …

Created: May 19, 2016
Last revised: October 11, 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

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

Wireless TriCoder operation (Portable Barcode Scanner)

Author: Peter Soriano
Posted in: Circulation Services Group

Uses for TriCoder – Entering numerical data (such as shelf measurements) to be entered into Excel later – Scanning book barcodes to be entered as batch uploads into Millennium for Count Use purposes (DO NOT USE FOR CHECK-IN) – Scanning book barcodes to check accuracy of student employee work Scan a percentage of books on …

Created: April 28, 2016
Last revised: December 7, 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

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

UC Press Restricted Use Material held at NRLF

Author: Jenna Jackson
Posted in: Circulation Services Group

Accessing UC Press owned material at NRLF UC Press deposited their material at NRLF as an archival collection, assigning it a “Restricted Use” circulation status (go to http://oskicat.berkeley.edu/screens/help_borrowing.html for more information on NRLF circulation behavior and scroll down to “NRLF circulation statuses”). In most cases, another (circulating) copy is listed in the catalog, and library users …

Created: April 28, 2016
Last revised: January 23, 2020
Review date: None set

Tracing & Recalling Items Sent to Preservation (CONS/Status “IN REPAIR”)

Author: Thomas Perry-Houts
Posted in: BTech, Circulation Services Group

INTRODUCTION In the Millennium database, an “IN REPAIR” status indicates that a volume has been routed from its owning library to the Preservation Department (PRES).  Occasionally, IN REPAIR volumes are recalled from PRES by library patrons, or need to be traced by the owning unit.  Any library patron who wishes to recall an IN REPAIR …

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

Suggested workflow for Building Use Only (BUO) and Restricted Materials at Circulation Desks

Author: James Lake
Posted in: Circulation Services Group

Suggested workflow for Building Use Only (BUO) and Restricted Material at Circulation Desks Suggested workflow for Building Use Only (BUO) and Restricted Material at Circulation Desks When the item arrives from NRLF, check it in and place it on your hold shelf. Then, if the hold is for your unit’s CIRC SUP patron, check the …

Created: April 28, 2016
Last revised: December 7, 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

Search procedures

Author: James Lake
Posted in: Circulation Services Group

Search Procedures Search 1 — Search 2 — Search 3 — RFR (last search) — Flowchart of search process PREPARING MACROS:The following macros must be used to ensure that Internal Notes are entered in the correct format. Search lists are created from these notes. If notes are not entered exactly as shown below, the item will …

Created: April 28, 2016
Last revised: December 6, 2016
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: taking items off reserve

Author: James Lake
Posted in: Circulation Services Group

This procedure describes what to do after the course is over. Note: Processing information for creating the course and adding items to it can be found in: Reserves: putting items on reserve This guide shows how to: Mark items Inactive Delete course records/reserves-taking-items-off-reserve Suppress course records and Item records Deleting Item/Bib Records Created For Reserves Best …

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

Reserves: putting items on reserve

Author: James Lake
Posted in: Circulation Services Group

Note: Processing information for after the course is over can be found in: Reserves: taking items off reserve This guide will show you how to: Search for existing course reserve records Course and instructor naming conventions Create a course record Edit a course record Adding items to a course record Requesting items for reserve Paging items …

Created: April 28, 2016
Last revised: January 27, 2017
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

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

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

Placing Staff Holds on Behalf of a Patron

Author: James Lake
Posted in: Circulation Services Group

Placing Holds on items on behalf of a patron (in the Millennium client). (If a patron doesn’t have a patron record, the hold can be placed for the requesting unit’s departmental patron id, for example CIRC SUP/ENGI.) Holds for Unrestricted or Building Use Only (BUO) items (location codes n***u; n***b): **Placing a hold in the …

Created: April 28, 2016
Last revised: December 5, 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

Paging Procedures

Author: Jennifer Osgood
Posted in: Circulation Services Group

Paging is the process by which a library is notified that an item needs to be pulled from the shelf to satisfy a hold. Sometimes the item is needed by a patron, and sometimes there is an internal need, such as for course reserve, an exhibit, or a re-cataloging project. There are two types of …

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

Overriding Holds

Author: Peter Soriano
Posted in: Circulation Services Group

An override of a hold is required when a patron attempts to check out an item and a previous hold already exists. This can happen if an item has been paged for a patron, paged for Reserves, or if the item was previously on search for another patron.  All SLE’s now have the authorization to …

Created: April 27, 2016
Last revised: December 3, 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

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

Library Book Scanning Process For Users With Print Disabilities – Reference and Reserve Materials

Author: Mark Marrow
Posted in: Circulation Services Group

Library Book Scanning Process For Users With Print Disabilities Berkeley Owned Reference/Non-Circulating and Reserve Items Requester will drop off reference/non-circulating or reserve item to be scanned at the Circulation Desk, present Cal1 ID card and state the item is for scanning. Scan the ID to verify scanning eligibility (see note in patron record). If the …

Created: April 27, 2016
Last revised: August 29, 2019
Review date: None set

Library Book Scanning Process For Users With Print Disabilities – Circulating Material, Including Interlibrary Loan (Not Berkeley Owned)

Author: Mark Marrow
Posted in: Circulation Services Group

Circulating Items Requester may recall or page items for scanning via OskiCat. When fulfilling holds or checking in paged items, please check for the hold note “LSP”, meaning Library Scanning Program. This note indicates item is to be send for scanning. If the hold note also includes “plus hold”, place a hold on the item in …

Created: April 27, 2016
Last revised: August 29, 2019
Review date: None set

Instructions for downloading and viewing Daily and Monthly Circulation Reports

Author: David Zuckerman
Posted in: Circulation Services Group

Monthly notices URL: (http://www.lib.berkeley.edu/Staff/millennium_reports.html) For Daily (claims returned and search) reports only Select a report date. This is the date the report was created from running creates lists within Millennium. Reports need to be checked 365 days a year. For both Daily and Monthly reports Select a report type.  There is no need to select …

Created: April 27, 2016
Last revised: September 29, 2016
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

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

Doe/Moffitt Circulation Holdshelf Maintenance

Author: Peter Soriano
Posted in: Circulation Services Group

Purpose:  Verify items on holdshelf weekly Although Millennium does have a “View Holds” function, most reports can be over 200 pages when printed.  Exporting a list from “View Holds” produces a list in a difficult to use format (16 lines per call number).  Main Circulation uses Create Lists to produce a document that is easier …

Created: April 26, 2016
Last revised: December 15, 2016
Review date: None set

Course reserves item types

Author: James Lake
Posted in: Circulation Services Group

RESERVE ITEM TYPES: Item Type Loan Period Allows Renewal? Allows Overnight? 23 N/A (electronic) N/A N/A 87 1 week yes yes 88 1 day yes yes 89 1 day no yes 90 2 hours yes yes 91 2 hours no yes 92 2 hours yes no 93 2 hours no no   Legacy Data Last …

Created: April 26, 2016
Last revised: November 10, 2016
Review date: None set

Billing Broadsheet

Author: Jenna Jackson
Posted in: Circulation Services Group

Billing, Blocks & Payments Billing All UC Berkeley Library materials are subject to billing at any point after the due date.*  When an item is billed, the user will be charged a minimum Replacement Cost of $150 as well as an additional $10 processing charge per item billed. If a billed user returns the borrowed …

Created: April 26, 2016
Last revised: November 7, 2016
Review date: None set

Accepting replacement copies

Author: Sheehan Grant
Posted in: Circulation Services Group

This procedure covers evaluating and accepting a replacement copy of an item from a patron who is replacing an item that s/he has lost. Be sure that the new item is an EXACT copy of the one that is being replaced for the library for which you have authorization to accept a replacement.  Check the …

Created: April 25, 2016
Last revised: October 24, 2016
Review date: None set