JCU Library Experience Procedures ALMA: Fulfilment

1. Log in to ALMA
2. Location should be [Your campus]- Circulation desk
3. Select Fulfillment →  Checkin/Checkout → Return Items → Manage Patron Services
4. Either
   1. Scan client library card/ JCU ID barcode
   2. Search by name surname, firstname. 
5. Wait for dropdown name options to appear and select the correct user note there can be multiple people with the same name
6. Click Go
7. Scan item barcode and click OK. If you need to manually type in a barcode you will need to add the 3 000 000 (no gaps) prefix to the number

7. The item will then be added to the patron's account. Advise them of the due date.

(If there is a pop up note check the information before continuing, if it has wrong location information it will need to be changed, if it says that it doesn't exist then it will need to be added - follow the Quick Cataloguing procedure)

8. Select Done at the top right to complete transaction. This will email a loans receipt. If you do not click Done no email will generate.
9. You can check returns, requests and all loaned items from this page
10. User details (general info, contact details, history etc.) are on the right panel. Access these by clicking on the ID field eg. jc number

11. If a borrower wants to borrow more than one volume of a book on the same record follow this procedure: Editing titles that have multiple volumes

Returning an item:

• Select Fulfillment →  Checkin/Checkout → Return Items
• Tick Place directly on hold shelf
• Scan or type barcode (you may need to press OK)

• If required you can override the return date and time -  go to the top right and select the calendar icon. Choose new date and Apply

Also see: Receiving items from other campus for returning items from other campuses

Items from F, S, X & Y Stores are are able to be requested through One Search and are borrowable subject to their physical condition. Please check with LE team leader if an item looks fragile.

F Store & P Store items are non-borrowable. Folios and Periodicals are not for loan outside the library at any time, but can be viewed in the space or sent to another branch to view in the library.  P-Store slips should have a RED slip with the row number on it, placed in the front of the book.

How to loan out a store item

• If the item:
  • Already has a barcode issue the item as per the loans procedure.
    • Patrons can borrow these items through the Express Lending unit - the system should automatically set a 3 week loan due date
  • Has a negative barcode eg. -53621, replace it in the back of the book with a full barcode if applicable Replacing barcodes 
    • In pencil next to the barcode write which Store the book has come from eg. X Store
• Place the Store Slip from the book into the pamphlet holder under the returns computer (TSV) 
• If the book is being sent to the other campus include a Item from Non-Floating Collection slip (purple) with the book (this ensures that staff do not change the Location when checking in)
• If the item is from P-Store please place a RED slip with the row number on it in the front.
• If the book does not have spine label add a paper slip with the clients name before placing on the hold shelf

Returning Store books

• On return, ensure the item is Scanned in to the correct location and has a Non-Floating Collection slip if it is transiting back to its home campus.
• If it is a P-Store item please ensure that the RED slip is in the book when you place it on the Store Reshelving shelf.

Important Information:

Items in the Reference Collection are non-borrowable and for use within the Library only. 

Exceptions can be made at the discretion of Library staff when requested by a student/staff member. Reference items can be loaned as a Short Term Loan, generally for 4 hours.

• An example of when this could be applied would be if a student needs a dictionary for an exam. Generally the student would need to come to the library to loan the dictionary on the day of the exam.
• The book would be loaned and due date set for 3 hours from the time of loan. Note: If the student has an early exam the following day, they may be able to borrow the book the day before if circumstances permit. We should always err on the side of assisting as best we can.
• These items will need to be loaned out by Library Staff at the desk, and returned to Library staff at the desk for manual check-in

To loan out a Reference item

• Go to Fulfilment →  Checkin/ Checkout →  Manage Patron Services
• Scan the borrower card
• Scan the item barcode, the following message will then appear…

• Click Override
• The item will then be issued
• Go to the ellipsis […] and click on Change Due Date

• Fill in the following details:
  • In the New Due Date section put in the current date (e.g. 16/8/2021)
  • In the At(HH:MM) put what the time would be three hours from the time of loaning the item e.g. if the loan time is 1:30pm you would put in 16:30, as it would be 4:30pm when the item is due back. Time must be entered as 24hr time.

If the due back time is past the library's closing time do not adjust it as the item needs to be returned before closing.

• Click Change Due Date, which will update the due time.
• Tell the patron what time the item is due back and ask them to bring it to the Library Help desk when returning.
• Return book through the Return Items Screen

• Return the book to the shelving trolley to be reshelved in the Reference section.