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Circulation

1. Circulation Training Videos

1.1. Circulation Training Videos

These videos were created for Clymer library by Tina, User Group President (contracted by PaILS) to train new staff who will use the PaILS hosted SPARK version of Evergreen.

These videos were created on the Web Client in version 3.1.

Circulation Training #1: Login | Register Workstation | Overview of Evergreen https://youtu.be/1AbchyjzcVk




Circulation Training #2: Registering Patron https://youtu.be/iv0dXOgjWDk




Circulation Training #3: Overview of Patron Account https://youtu.be/uTVXTmNnWEo


Circulation Training #4: Checking Materials in/out | Renewing materials https://youtu.be/0xhiAudvNoA

Circulation Training #5: Lost items | Claims Returned (Special Circulation) https://youtu.be/OxiLKneRrIg

Circulation Training #6: Patron Bills | Overview | Creating | History https://youtu.be/jIU_ihjmw7U

Circulation Training #7: Placing Holds | Canceling Holds | Editing Holds https://youtu.be/HsMeQ33-dvQ

Circulation Training #8:  Item Status | Mark Damaged | Mark Missing https://youtu.be/wLkIty-b7yw

Circulation Training #9: Adding Messages and Alerts to patron accounts.

https://youtu.be/w1Q7fB6ZVcE

 

2. Holds

2.1. Using the Retarget Holds Checkin Modifiers

Regarding using the "Retarget Local holds" and "Retarget All Status" check in modifiers:


When using checkin modifiers, the holds that are re-targeted are the holds where the pickup lib is the same as the item's Circulation library.

As an example, new items being checked in at LVLS_BAPL that have a circulation library of LVLS_BSS are either going to find a hold at LVLS_BSS or go in transit back to the home library of LVLS_BSS.

When a new item is created it will take up to 24 hours to be placed on the holds copy map table. So the holds for the new items at will not know of the new item until the hold is re-processed by Evergreen. The time the hold is re-processed is based on the prev_check_time field in the hold itself.

Refer to another post on Re-Targeting Holds when new items are added in your Cataloging department.

 


2.2. Clearing the Holds Shelf

There are two ways to clear the holds shelf.
 
 
Use the Show Clearable Holds and Clear These Holds buttons in the Holds Shelf
  1. Go to Circulation > Holds Shelf
  2. Click the Show Clearable Holds button - this will take away active holds, leaving any canceled, expired, etc. holds.  
  3. Use the Print Full List button to print the list, if needed, and pull the canceled or expired holds from the holds shelf.
  4. Click the Clear These Holds button and all the canceled or expired holds will be removed in batch.
This is a very easy way to do it, but make sure you've either printed the list of clearable holds or pulled them from the shelf before clearing because they cannot be retrieved again after they've been cleared.
 
Use Check In with the Circulation Modifier of Clear Holds Shelf
  1. Go to Circulation > Holds Shelf
  2. Click the Show Clearable Holds button
  3. Use the Print Full List button to print the List
  4. Pull the canceled or expired items from the holds shelf
  5. Go to Check In
  6. Click on the Circulation Modifiers drop-down below the Items Checked In area (right side of the screen) and choose Clear Holds Shelf
  7. A pink banner with Clear Holds Shelf will appear above the Items Checked In area
  8. Scan the barcodes of the items pulled from the holds shelf - the items will be removed from the Holds Shelf.
  9. Click on the Circulation Modifiers drop-down again and click on Clear Holds Shelf to deactivate the circulation modifier.  It's sticky, so it will stay on until turned off.
This is the more labor-intensive approach, but it's less likely that items get cleared before being pulled.

3. Setting up a Shelving Location

3.1. Shelving Locations


Shelving Location refers to a physical location within the library. Shelving Locations can be displayed in the catalog, and along with Call Number, are a useful tool to help patrons find items. They also can be used to construct specific circulation policies in SPARK.

Staff with LibAdmin permissions can create new Shelving Locations or edit existing Shelving Locations.

Please consider a plan to create, edit, or delete Shelving Locations on the Test Server before setting it on Production to make sure you will get the desired result. 

Contact SPARK Support if you want assistance with creating or editing Shelving Locations. 


To Create New Shelving Location:

Administration-->Local Administration-->Shelving Locations Editor

Verify that the Focus Location is set to your own Library.  Review your existing Shelving Locations. 
Make note that some may have an Owning Library of your system/cooperative and some may be owned by your location. 
Before creating new Shelving Locations, know how you will use them and consider consistency in practices. 
Some locations run circulation reports on Shelving Locations.  Circulation Policies can be set by Shelving Locations too.

Complete each of the fields and select options:

  • Name: Type the name of the new Shelving Location you want to use.  Be consistent and avoid jargon. 
  • Holdable: If items in this location can be requested for holds, select yes. (works in conjunction with other hold policies.)  (most set to Yes.)
  • OPAC Visible: Choose whether you would like this location to be visible/searchable in the catalog. (most set to Yes.)
  • Circulate: Choose if items in this location can circulate.  (works in conjunction with other circulation policies.) (most set to Yes.)
  • Hold Verify: Set to "Yes" if, when a copy checks in, you want to always ask for staff confirmation before capturing a hold. (most set to No.)
  • Owning Library: Consider if this is a shelving location that your system/cooperative uses or if it is one just for your location.  Get agreement from system contacts before creating a systemwide location.  Typically, you will select your own location.
  • Checkin Alert: Choose whether you would like a routing alert to appear when a copy in this location is checked in. This is intended for special locations, such as Display, that may require special handling, or that temporarily contain items that are not normally in that location. (most set to No.)   Details: By default, this alert will not sound when used to record an in house use. To also display these alerts when a copy in your location is scanned for in-house use, go to Administration > Local Administration > Library Settings Editor and set Display copy location check in alert for in-house-use to True.)
  • URL: When a URL is entered in this field, the associated copy location will display as a link in the Public Catalog summary display. This link can be useful for retrieving maps or other directions to the copy location to aid users in finding material. (most leave blank.)
  • Label prefix and Label suffix: If you would like a prefix or suffix to be added to the call numbers of every volume in this location, enter it here.  (many leave this blank)

To Edit or Delete Shelving Locations:

  • Use the Edit button to edit fields as listed in instructions above.
  • Use the Delete button to delete a Shelving Location.  Shelving locations cannot be deleted if they contain copies.  If the deletion fails, run a report that Lists Items by that location, and delete those items.  Try again.


Notes:

  • Evergreen preserves copy locations in the database; no statistical information is lost when a copy/shelving location is deleted.
  • Evergreen uses the terms "copy location" and "shelving location" interchangeably in earlier versions of the software. 

Here's a link to a little video showing some Shelving Locations being edited in 3.1:  https://ttprivatenew.s3.amazonaws.com/pulse/lugene-sparkpa/attachments/10537429/TinyTake07-05-2019-12-28-33.mp4

4. Default View in Record Summary

4.1. Default View

It is possible to change the default view in the Record Summary.

In this example, the default view is set at View Holds. To change it to the OPAC View, select the OPAC View tab and click on "Set Default View" at the far right.

5. Item Won't Check In

5.1. Item won't check in

Sometimes an item won't check in when you scan the barcode.  There are a lot of troubleshooting steps to try.  If you have a situation like this, document what you looked at on the item.


Below are some reasons why that we have experienced in our community:

1.  This may happen if there is an open transit.  Find an open transit by following these instructions:

  • Search-->Search for Items by Barcode-->Scan barcode into Scan Item, hit submit. 
  • Go to the Holds/Transits tab.  If there is a transit record-->Use the Actions drop down in the Item Status screen to Cancel Transit or learn more about the transit.   If you Cancel Transit, you should be able to check the item in.

2.  Just plain no reason at all.

3.  The barcode scanner isn't working.  The barcode is bad.

6. Using Buckets to Track Collections

6.1. Buckets for Temporary Collections

 

Potential workflow for tracking items moving to another library for a certain period of time-

1.       Create a bucket with the items and change the circulating library

2.      Name the bucket with the date for when it has to come back

3.       Then when it's time to have the items returned, open the bucket and change the items back to the owning library

4.      Share with the staff so they can pull the items

5.      Items that are still out will be  be routed back when they are returned.

7. Grace Periods

7.1. Grace Periods

Grace Periods allow a patron extra time to an item without a fine before Fines begin to accrue.

Grace periods are included in the recurring fine rule that is set up for your location's Circulation Policies.

Once the grace period has passed, fines will tally to include the include the grace day(s).

Example: If an item circulates under a policy with a two day grace period, and the item is returned two days of the due date, there will be no fine. If it's returned on day three, the full fine (2 days of late fees) will be applied.

8. Offline Circulation: No Internet or System Down?

8.1. Instructions for Offline Circulation

"Oh no, I can't get to SPARK, it's really slow and the screen isn't loading."    "That last transaction took waaaaayyyy to long and still hasn't completed."   What should I do? 

(Follow instructions to Call Carrie or send a support request marked URGENT to make sure that it has been reported to Equinox.) 


If you want to use SPARK/Evergreen to scan barcodes of patrons and items so you can upload the transactions later, use Offline Circulation

Circulation-->Offline Circulation (bottom of the menu)


Suggestion: Download the document below and keep a print copy of the instructions near circulation workstations.  You need to be prepared and take steps to set this up in advance of an outage.

or

Watch a 45 minute video : Offline Circulation Video  and try out the features on your own instance of Evergreen to set it up.  (Please enter contact info to access the video.)  This video stars Lugene, PaILS Director of Technology and Support. It is recommended for new LibAdmins, or CircSupervisors if you are new to using Offline Circulation and want to understand what you need to do to use it effectively during instances without connectivity.


Tips:

  • You need to be prepared and take steps to set this up in advance of an outage.
  • It's good to designate a workstation in your location to use for this purpose; sometimes you can re-direct traffic to a smaller number of workstations when you are experiencing downtime or extreme slowness.
  • Have staff accountability with person and time assigned to keep blocked patrons up to date.
  • Know which logins in your location have the ability to use this and know how to upload transactions and manage exceptions after use.


Related Notes:

  • PaILS aims to keep slowness and downtime to a minimum--we know the software is used by your patrons and staff all the time, and it is a hardship when it is down for recording transactions or completing tasks.
  • These instructions are good for Circulation, but when the internet is down or your connectivity to the server is slow, there are not instructions for Cataloging in offline mode.

 

8.2. Alternative to Offline Circulation

Some locations don't spend time bothering with the offline circulation features of Evergreen.

Some locations find it easier to scan barcodes into text editing software and then enter manually later, rather than have the experience of having to resolve multiple exceptions. 

Using Offline Circulation is a choice for your location.

9. Lost Items

9.1. Marking Items Lost

There are two ways to mark items "lost".

  1. Evergreen can be set to automatically mark an overdue item "lost" based on an amount of time set at either a SPARKwide setting or a library setting in the Library Settings Editor.
  2. Staff can also mark an item lost before the automatic interval occurs if a patron reports that they have lost an item by changing the status.
  3. There is also a status for Lost and Paid if a patron reports they have lost an item and pays for it.

Download older instructions from Equinox that cover both instances.  (Images in this attachment are from the XUL staff client.)

If you would like to review or change your libraries automatic Mark Lost setting, contact SPARK support.


10. Mis-scans

10.1. When an Item mis-scans at checkin and goes "In Transit"

Sometimes when checking an item in, the scanner will misread the barcode and it will checkin as a different item.   This is why it can be important to watch the screen after each transaction.

In this case, Evergreen may want to send the item back to its home library thus creating a transit.  This may happen when the scanner reads only part of the barcode, and the barcode it retrieved matches a short barcode at another library in SPARK. (Some SPARK libraries still have short barcodes in their catalogs. Others use short barcodes as placeholder for acquisitions.)

If this happens, contact SPARK support as soon a possible. Support can cancel the transit on the mis-scanned barcode. When contacting Support, provide the mis-scanned barcode and any other relevant information. It's important to inform support quickly so the transit can be cleared before the item circulates again.

After contacting support, and being told the transit is successfully cancelled, you will need to scan your item again to finish the transaction at your library.


11. Resetting a Password

11.1. Resetting a patron password in the OPAC (Patron initiated)

The Patron can reset their own password through the OPAC.

In the library's My Account login page of the OPAC template, the patron can click on the Forgot your password? link located beside the login button.


They will receive a prompt to fill in the Barcode and User name. They will also need to fill in the email address associated with the account.



A message should appear indicating that the request has been processed and an email will be sent to the patron with further instructions.

That email will include a link to the password reset page.

The patron should follow the instructions in the email they receive to reset the password.   (It's a good practice to test this feature from the patron perspective to make sure it meets patron needs.)

11.2. Resetting a patron password (Staff initiated)

Passwords cannot be retrieved by staff. 

If the patron doesn't know their password, the solution is to reset it.

Brief Instructions:

  • Open the patron's account through Patron Edit.
  • Fill in the Password field.  There is a box next to the Password Field called "Generate Password" that will pick a random number for you, or follow local practice.
  • Ensure the rest of the patron's info is up to date and let them know if they have an email address in their record so they can use the Forgot password link if they forget or need it reset again. 
  • Save the account.

Note: Encourage patrons to change passwords themselves whenever possible--empower use of your online services. 

12. Patron Groups

12.1. Using Patron or Family Groups in Evergreen

Patron accounts may be grouped to allow staff to more easily retrieve multiple accounts for one family, such as a guardian and dependent child.

What are the benefits of Groups?  I'd like to hear more--it's really just a grid display of all of a group information at one time.  This is a complex feature that won't probably be used in too many locations.


To create a group at registration:

Register one member of the group and select the Save and Clone button. 

(Save and Clone is useful when entering a whole stack of applications with the same name or entering a large family.)



To group patron accounts after registration:

Retrieve all the patron accounts you wish to group so you have access to their barcode numbers.  

Select the Other tab located at the top of the window, below the green bar and choose Group Member Details from the drop down menu.


Select the patron by clicking in the line item or checking the box found at the left side of the grid. 

Select Move Another Patron To This Group, from the Actions menu.


Enter the barcode from the child account that you copied previously.


Confirm this action by selecting Move User.

After confirm this action, you should see both patrons displayed in the Group Member Details grid. If the grid is empty, refresh your screen and both patrons should appear. Repeat as needed to add any additional child accounts.

Here's a link to a walk through video for creating groups from existing accounts-

https://tinytake.s3.amazonaws.com/pulse/lugene-sparkpa/attachments/10376530/TinyTake15-04-2019-02-13-43.mp4

 

13. Registering a Patron / User

13.1. Registering a New Patron

More information in the migration page here: https://sparkpa.helpspot.com/index.php?pg=kb.page&id=274


Registering New Patrons

To register a new patron, select Circulation → Register Patron from the menu bar. The Patron Registration form will display.

You will see Required Fields / Suggested Fields / All Fields view options.



Mandatory fields display in yellow.

When finished entering the necessary information, select Save to save the new patron record or Save & Clone to register a patron with the same address.



Be sure to fill out the Holds Notification with patron's preferred options.


  • Required fields may be configured in the Library Settings Editor (Admin → Local Admin → Library Settings Editor).
  • Statistical categories may be created for information tracked by your library that is not in the default patron record. (Configured in the Statistical Categories Editor (Admin → Local Admin → Statistical Categories Editor).
  • The Main (Profile) Permission Group determines how the Update Expire Date button works. Permission group determines the expiration date.
  • When you enter a Zip Code, typically, City, County, and State information will populate.  If you find Zip Codes that don't auto-populate, let us know what they should be and we can request to update the zips.txt file on the server, push out the change, and restart the search service.

13.2. Editing a Patron Account

Updating /Editing a Patron's Information

Retrieve the patron record as described in the section Searching for Patron Accounts.


Click on Edit from the options that display at the top of the patron record.

Edit information in fields as required.

When finished: Save.

The page will refresh. The edited information will be reflected in the patron summary pane.


Notes:
To quickly renew an expired patron, click the Update Expire Date button.

 

13.3. Patron Groups in SPARK

SPARK has a number of patron groups based on the needs and requests of individual libraries. Your library's Circulation Policies are based on the patron groups that your library uses. Placing a patron in a patron group not used by your library may cause a circulation to fall back on the SPARK default policies.

If you notice that an item did not circulate as expected, it could be because the patron was placed in a patron group your library doesn't use.There is no way to limit the patron groups that appear in the list. Please make sure that the staff who register patrons are aware of the Patron Registration Policies and account expiration periods at your library and are placing your patrons into the correct patron group.

 

Patron Groups in SPARK are currently:

Adult
Adult 3 year
Courtesy
Courtesy 3 year
Extended
ILL
Juvenile/YA
Juvenile/YA 3 year
Semester 180 days
Outreach
Temporary
Internet Only

New Patron types are only added by SPARK Community decision. 

13.4. Patron Self Registration

Some SPARK libraries are using the Evergreen Self Registration feature.

Patron Self-Registration allows patrons to initiate registration for a library account through the OPAC.

Patrons fill out a web-based form with basic information that will be stored as a "pending patron" in Evergreen. Library staff review pending patrons in the staff-client and use the pre-loaded account information to create a full patron account. Pending patron accounts that are not approved within a configurable amount of time will be automatically deleted.

Patron Self-Registration

  1. In the OPAC, click on the link to Request Library Card
  2. Fill out the self-registration form to request a library card, and click Submit Registration.
  3. Patrons will see a confirmation message: "Registration successful! Please see library staff to complete your registration." This message is configurable. Please consult with SPARK support for changes.
 

Library staff follow through with the registration; most have a daily workflow to check for Pending Patrons.  Some call or email patrons to have them pick up a card.  Some mail cards to patrons.

Managing Pending Patrons

  1. In the staff client select CirculationPending Patrons.
  2. Select the patron you would like to review. In this screen you have the option to Load the pending patron information to create a permanent library account.
  3. To create a permanent library account for the patron, click on the patron's row, click on the Load Patron button at the top of the screen. This will load the patron self-registration information into the main Patron Registration form.
  4. Fill in the necessary patron information for your library, and click Save to create the permanent patron account.

Libraries using Patron Self Registration should make it a practice to check for pending patrons on a regular basis.


Other references:  https://sparkpa.helpspot.com/index.php?pg=kb.page&id=330


13.5. Merge Patrons

If you find a patron who has two accounts at locations who are in a cooperative agreement with you, and you want to join them under the one Home Library, merging accounts is an option. 

You may need to do this if a staff person creates a new account for a patron who already has one.



We need to write up a good documentation page for this feature.  There is a lot to understand about how this feature works.


The See All button in Patron Registration shows you merged accounts and whether they are Active or Primary.


Notes:

It is difficult to delete a patron barcode after it has been merged to another account.  This is a special request of our vendor.

13.6. Notes / Alerts / Blocks

Staff generated messages can appear on Patron Accounts in three ways:

  • Note: This will create a non-blocking, non-alerting note visible to staff. Staff can view the message by clicking the Messages button on the patron record. (Notes created in this fashion will not display via OtherNotes, and cannot be shared with the patron.)
  • Alert: This will create a non-blocking alert which appears when the patron record is first retrieved. The alert will cause the patron name to display in red, rather than black, text. Alerts may be viewed by clicking the Messages button on the patron record or by selecting OtherDisplay Alerts and Messages.  An alert is designed to draw attention to the account, but it won't block any transactions.
  • Block: This will create a blocking alert which appears when the patron record is first retrieved, and which behaves much as the non-blocking alert described previously. The patron will be also blocked from circulation, holds and renewals until the block is cleared by staff.  Notice the description of block say the patron will be blocked for Circulation, Holds, and Renewals. That's what "CHR" refers to. Blocks should be used when you want your desk staff to really take notice of an account. As you saw, blocks need to be cleared for the transaction to continue.

Check out Evergreen documentation too.


Messages is a tab you will see after you open a patron account.  Here you can add or view various messages.  Local practices dictate how your location will use these messages.  :


Local practices dictate how your location will use these messages.  You will select Note / Alert / Block

Note

Alert

Block


(You might think that Penalty Type dropdown box was useful, but it's not.  Don't let it distract you.  It isn't used.

And while I'm making this documentation, I'm not sure that Block is doing an actual block either.)



Another place to look at messages is in the Message Center:





Development Thoughts on this feature:

There are four intended mechanisms used for adding a note to a patron's account:

  • The Alert Message field from the Edit interface
  • Apply Penalty / Message from the Messages interface
  • Add Note from the Other -> Notes interface
  • The Message Template field on Action/Trigger Definitions (to add the message automatically)

Some messages appear in the Message Center interface in the OPAC, some do not.

*There is a current development project that could consolidate these.  Ask about ECDI. 

14. Lost Cards and Inactive Barcodes

14.1. Replacing a Barcode

Replacing a Lost Barcode

Retrieve the patron record and open the Edit tab.


Next to the Barcode field, select the Replace Barcode button.

circulation_patron_records 13

This will clear the barcode field.   Enter a new barcode and Save the record.   The screen will refresh and the new barcode will display in the patron summary pane.

If a patron's barcode is mistakenly replaced, the old barcode may be reinstated. Retrieve the patron record as described in the section Searching Patrons. Open the patron record in edit mode as described in the section Updating Patron Information.

Select the See All button next to the Replace Barcode button. This will display the current and past barcodes associated with this account.

circulation_patron_records 14

Check the box(es) for all barcodes that should be "active" for the patron. An "active" barcode may be used for circulation transactions. A patron may have more than one "active" barcode. Only one barcode may be designated "primary." The "primary" barcode displays in the patron's summary information in the Library Card field.

Once you have modified the patron barcode(s), Save the patron record. If you modified the "primary" barcode, the new primary barcode will display in the patron summary screen.

If staff attempt to checkout on an inactive barcode, an alert message will display: "Patron account retrieved with an INACTIVE card".  The checkout function is disabled.  Inactive barcodes will not allow SIP2 authentication to 3rd party connected resources.

Notes:  

  • Inactive barcodes will not allow SIP2 authentication to 3rd party connected resources.  If a patron was an active user of 3rd party resources that authenticate through Evergreen's SIP2, like ebooks or databases, you may need to contact your 3rd party vendor to have barcodes merged so the patron can retain history, holds, and other information associated with their original barcode.

14.2. Alert Message: Patron account retrieved with inactive card.

When alert "Patron account retrieved with an INACTIVE card" appears staff should check the validity of the card, and check the patron account for an active card.

Patrons have multiple barcodes when these scenarios happen:

  • Patron reports card lost, stolen, missing and library provides a replacement barcode.
  • Accounts are merged due to duplication or x_ or m_ (collisions) that happened during migration.


To see Active accounts:

Access the patron record:

  • Look for the active checkbox
  • Access the Edit tab, Use the See All button to display current and past barcodes.
circulation_patron_records 14

Check the box(es) for all barcodes that should be "active" for the patron.


Active Barcodes:

  • Must be used for circulation transactions.
  • A patron may have more than one "active" barcode.
  • Only one barcode may be designated "primary." The "primary" barcode displays in the patron's summary information in the Library Card field.
  • Reports typically count Primary barcodes so that patrons are only counted once.
  • When chang

15. Using Buckets to Manage Patron Accounts

15.1. User Buckets

User Buckets allow staff to batch delete and make batch modifications to user accounts in Evergreen.

Batch modifications can be made to selected fields in the patron account:

  • Home Library
  • Profile Group
  • Network Access Level
  • Barred flag
  • Active flag
  • Juvenile flag
  • Privilege Expiration Date
  • Statistical Categories

Batch modifications and deletions can be rolled back or reversed, with the exception of batch changes to statistical categories. Batch changes made in User Buckets will not activate any Action/Trigger event definitions that would normally be activated when editing an individual account.

User accounts can be added to User Buckets by scanning individual user barcodes or by uploading a file of user barcodes directly in the User Bucket interface. They can also be added to a User Bucket from the Patron Search screen. Batch changes and batch edit sets are tied to the User Bucket itself, not to the login of the bucket owner.

Create a User Bucket

To add users to a bucket via the Patron Search screen:

  1. Go to Search→Search for Patrons.
  2. Enter your search and select the users you want to add to the user bucket by checking the box next to each user row. You can also hold down the CTRL or SHIFT on your keyboard and select multiple users.
  3. Click Add to Bucket and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
  4. After adding users to a bucket, an update will appear at the bottom-right hand corner of the screen that says "Successfully added # users to bucket [Name]".
media/userbucket1.PNG
media/userbucket2.PNG

To add users to a bucket by scanning user barcodes in the User Bucket interface:

  1. Go to Circulation→User Buckets and select the Pending Users tab at the top of the screen.
  2. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
    2. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field.
  3. Scan in the barcodes of the users that you want to add to the selected bucket into the Scan Card field. Each user account will be added to the Pending Users tab. Hit ENTER on your keyboard after manually typing in a barcode to add it to the list of Pending Users.
  4. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users.
  5. Go to Actions→Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket.
media/userbucket3.PNG

To add users to a bucket by uploading a file of user barcodes:

  1. Go to Circulation→User Buckets and select the Pending Users tab at the top of the screen.
  2. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket.

    1. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket.
    2. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field.
  3. In the Pending Users tab, click Choose File and select the file of barcodes to be uploaded.

    1. The file that is uploaded must be a .txt file that contains a single barcode per row.
  4. The user accounts will automatically appear in the list of Pending Users.
  5. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users.
  6. Go to Actions→Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket.

Batch Edit All Users

To batch edit all users in a user bucket:

  1. Go to Circulation→User Buckets and select the Bucket View tab.
  2. Click Buckets and select the bucket you want to modify from the list of existing buckets.

    1. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen.
  3. Verify the list of users in the bucket and click Batch edit all users. A dialog box called Update all users will appear where you can select the batch modifications to be made to the user accounts.
  4. Assign a Name for edit set. This name will allow staff to identify the batch edit for future verification or rollbacks.
  5. Set the values that you want to modify. The following fields can be modified in batch:

    • Home Library
    • Profile Group
    • Network Access Level
    • Barred flag
    • Active flag
    • Juvenile flag
    • Privilege Expiration Date
  6. Click Apply Changes. The modification(s) will be applied in batch.
media/userbucket4.PNG
 
 

Batch Modify Statistical Categories

To batch modify statistical categories for all users in a bucket:

  1. Go to Circulation→User Buckets and select the Bucket View tab.
  2. Click Buckets and select the bucket you want to modify from the list of existing buckets.

    1. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen.
  3. Verify the list of users in the bucket and click Batch modify statistical categories. A dialog box called Update statistical categories will appear where you can select the batch modifications to be made to the user accounts. The existing patron statistical categories will be listed and staff can choose:

    1. To leave the stat cat value unchanged in the patron accounts.
    2. To select a new stat cat value for the patron accounts.
    3. Check the box next to Remove to delete the current stat cat value from the patron accounts.
  4. Click Apply Changes. The stat cat modification(s) will be applied in batch.
media/userbucket12.PNG
 
 

Batch Delete Users

To batch delete users in a bucket: . Go to Circulation→User Buckets and select the Bucket View tab. . Click on Buckets and select the bucket you want to modify from the list of existing buckets. .. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen. . Verify the list of users in the bucket and click Delete all users. A dialog box called Delete all users will appear. . Assign a Name for delete set. This name will allow staff to identify the batch deletion for future verification or rollbacks. . Click Apply Changes. All users in the bucket will be marked as deleted.

Batch deleting patrons from a user bucket does not use the Purge User functionality, but instead marks the users as deleted.

media/userbucket7.PNG
 
 
 

View Batch Changes

  1. The batch changes that have been made to User Buckets can be viewed by going to Circulation→User Buckets and selecting the Bucket View tab.
  2. Click Buckets to select an existing bucket.
  3. Click View batch changes. A dialog box will appear that lists the Name, date Completed, and date Rolled back of any batch changes made to the bucket. There is also an option to Delete a batch change. This will remove this batch change from the list of actions that can be rolled back. It will not delete or reverse the batch change.
  4. Click OK to close the dialog box.
media/userbucket8.PNG
 
 

Roll Back Batch Changes

  1. Batch Changes and Batch Deletions can be rolled back or reversed by going to Circulation→User Buckets and selecting the Bucket View tab.
  2. Click Buckets to select an existing bucket.
  3. Click Roll back batch edit. A dialog box will appear that contains a drop down menu that lists all batch edits that can be rolled back. Select the batch edit to roll back and click Roll Back Changes. The batch change will be reversed and the roll back is recorded under View batch changes.

Batch statistical category changes cannot be rolled back.

media/userbucket10.png
media/userbucket9.PNG
 
 

Sharing Buckets

If a User Bucket has been made Staff Shareable, it can be retrieved via bucket ID by another staff account (at the same organization--we are still working out how to share buckets across ORG locations.) The ID for each bucket can be found at the end of the URL for the bucket. For example, in the screenshot below, the bucket ID is 32.

media/userbucket11.PNG

A shared bucket can be retrieved by going to Circulation→User Buckets and selecting the Bucket View tab. Next, click Buckets and select Shared Bucket. A dialog box called Load Shared Bucket by Bucket ID will appear. Enter the ID of the bucket you wish to retrieve and click Load Bucket. The shared bucket will load in the Bucket View tab.

Permissions

Permissions for Batch Edits:

  • To batch edit a user bucket, staff accounts must have the VIEW_USER, UPDATE_USER, and CONTAINER_BATCH_UPDATE permissions for all users in the bucket.
  • To make a batch changes to Profile Group, staff accounts must have the appropriate group application permissions for the profile groups.
  • To make batch changes to the Home Library, staff accounts must have the UPDATE_USER permission at both the old and new Home Library.
  • To make batch changes to the Barred Flag, staff accounts must have the appropriate BAR_PATRON or UNBAR_PATRON permission.

Permissions for Batch Deletion:

  • To batch delete users in a user bucket, staff accounts must have the UPDATE_USER and DELETE_USER permissions for all users in the bucket.

Please consult with SPARK support regarding permissions and permission errors.

16. Circulation Policies

16.1. Policy for Deleting Patrons: Don't Delete Patrons.

SPARK Policy: If you wish to remove a patron due to death, relocation, or local inactivity policies, go into Edit and uncheck the Active box. Do NOT use Delete Patron Account UNLESS the Last Activity for that patron is more than 5 years ago.
 
We have very few policies at the SPARK level, but this is one of them. We receive a lot of questions about the difficulty of deleting patrons in SPARK. In addition to a host of error messages, there is widespread consensus in the Evergreen user community that it should only be done with great caution.
 
Totally obliterating a Patron Account will also delete any information and statistics connected to that account in the database, like Checkouts, Holds, Fines, etc. If the connection between the patron and the database record is broken because the patron is completely removed, the resulting "hole" in the database can produce error messages, data loss (albeit minor), "orphaned transits," and other anomalies.  For Annual Reports or other statistics,  you can run reports on the number of Inactive or Active patrons. At that point it is a matter semantics. As far as you and your reporting agencies are concerned, the patrons are gone.
 
If after 5 years the patron is still gone, then you can use the new patron bucket feature to batch delete. You may still encounter a number of overrides, but it can be done.

This is a topic that our community should discuss.  Removing expired accounts and giving a fresh start to your community can be a wonderful way to build trust in the services you provide.  We should only keep the data that we use that is relevant to now.
 
 
 
 
 

 

 

16.2. Patron moved or passed away, what should we do with their account?

Q:  What should you do if you are informed that a patron has passed away or moved or otherwise wants an account closed?

A:  Look up the patron's account.  Ensure items are returned and there are no fines.  (Follow local policy how to handle it if items are still out or fines are owed.) 

The current options for marking the accounts follow--you could do both or either.  The reports your location runs to count active patrons will be the determining factor:

  • Update the expire date to the date you were informed of death.  Perhaps choose to add a note/alert. (example: deceased, reported 01-01-1900)
  • Uncheck the Active box.  Perhaps add a note/alert.

It is NOT a good practice to purge and delete the account until the account is over 5 years old, as transactions would also be deleted, so you would lose data about popularity of an item or circulation counts.


16.3. Circulation Modifiers in SPARK

SPARK Circ Mod Code SPARK Circ Mod Name SPARK Circ Mod Description
Audiobook audiobook CD, cassette, playaway
Book book book, ebook, large print, paperback, etc.
Book Club Kit Book Club Kit Book Club Kit
DVD dvd DVD (including BluRay and HD-DVD)
DVD-R dvd rated R DVD (including BluRay and HD-DVD) rated R
DVD Nonfiction DVD Nonfiction DVD Nonfiction
Equipment Equipment digital camera, projector, remote control, etc.
GovDoc government document local, state and federal documents
HighDemandBook High Demand Books Books that don't capture holds outside of owning library
HighDemandDVD High Demand DVD and Blurays Videos that don't capture holds outside of owning library.
ILL ILL Materials received to fill ILL requests for library's patrons
Kit kit kit, storybox, portfolio, collection
Media media slides, microforms, music sound recordings (LPs, CDs, cassettes)
Music music scores, sheet music
Realia realia art, toys, puppets, games, puzzles
Ref Noncirculating non-circulating materials
Serial serial magazine, newspaper, newsletter
Software Software videogames, computer programs
Unknown unknown unknown
Video video VHS tapes

 

 

16.4. Circulation and Hold Policies: Dec 2019

Run a report of all current Circulation and Hold Policies to learn more anytime. 

See below for report output for Circulation Policies and Hold Policies downloaded on 12/05/19.

There is also a file of Circ policies from 2017 for historical purposes.

17. Circulation Committee Meetings

17.1. 2019.09.05 Circulation Committee Meeting

Watch the Recording of the Circulation Committtee Meeting

You will need to register with name and email to access the recording.

We could also post meeting notes here if it would be useful.