JCU Library Experience Procedures ALMA: Fulfilment

Report is run twice week during the main teaching periods.

Running the report to see what needs to be put into High Use

• Open ALMA
• Location should be [Your campus]- Circulation desk
• Go to Analytics > Design Analytics (will open in a new tab)
• Catalog > Shared Folders > James Cook University 61ARL_JCU > Reports
  • Report name is Hold requests Active
  • Select Edit - List will display showing title with active holds

• Select Results

• Download report

• Sort by #of requests
• Add Column called Status - this is where you can record #of copies, and the status of those copies, and if item is placed on High Use. handy for checking back to see why a decision was made.
• Or if you have created this report as a Favorite you can access it through your Favorites folder

Assess for collection change

• Search for item in the search bar at the top of the screen

• Physical titles by MMS ID
• Click on number next to requests  to check status of current requests as the total number includes items already on the hold shelf and those in transit for patrons
• Determine if there are enough available copies to cover demand
• Check if an ebook is available and advise requestors via email
• Change all Cairns and Townsville copies of title to High Use if criteria is met

Transferring the item to the High Use Collection:

• Open ALMA
• Location should be - Circulation desk at which the book is currently located
• Search for item in the search bar at the top of the screen
• Physical items by MMS ID

• Once you have found your item click on Items from the ellipsis or click on physical then Items     

• Next to the item you want to change, Click Edit from the ellipsis
• Scroll down to Permanent Location
  • from drop down list choose [Campus] High Use (HIGH) - the first time you do this you will have to click on the > next to the appropriate Campus and select High Use

• Click Save at the top right
• At Confirmation message
  • Confirm
• Repeat for all copies

Removing item from High Use Collection

Find item as above

• Check you are logged into the circ desk that the book is located at
• Scroll down to Permanent location and change back to General (Gen)
• Save
• Repeat for all copies

• Step 1:
  • Step 1A: Sending a Non-Borrowable item to another campus (when it has a barcode) 
  • Step 1B: Sending a Non-Borrowable item to another campus (when it does not have a barcode) 
• Step 2: Sending the item to the other campus
• Step 3: When the item arrives at receiving campus
• Step 4: When client is finished with the item (Sending back to home campus)
• Step 5: When the item arrives back at home campus (when it has a barcode on the item)
• Step 6: Withdrawing temporary non-borrowable item records when the item arrives back at home campus

Step 1A: Sending a Non-Borrowable item to another campus (when it has a barcode) 

• Open ALMA
• Location should be [Your campus] - Circulation desk
• Search for item in the search bar at the top of the screen

• Once you have found your item click on Items

• Click on the Barcode number to edit item

• Scroll down to Temporary Location Information
  • Item is in temporary location =YES
  • Temporary location = Cairns (or Townsville) = Library Experience (SER) (It should be your home campus)
• Scroll back up to the Notes Tab
  • Add a Fulfillment note = Clients name and/or ticket number
• Save
• Use the Purple Non-Borrowable Slips

STEP 1B: Sending a Non-Borrowable item to another campus (when it does not have a barcode) 

• Open ALMA
• Location should be Your campus- Circulation desk
• Go to Resources → Create Inventory → Add Physical Items
• Select: 
  • Holdings type = New
  • Citation Type = Book

• Because the item itself does not have a barcode sticker, use the barcode on the Non-Borrowable item sheets.
  In Townsville, these sheets are kept in the pamphlet holder with the clear plastic folders in the returns area. 
• Fill in the following details into the Resource Information;
  • “IC –“ and the title of the book
    • for example “IC- Australian History”
  • Make sure that Suppress from Discovery is ticked. 

• Fill in the following details into the Item Information;
  • Location: Library Experience (SER) (It should be your home campus)
  • Place a new Barcode on the green slip sheet 
  • Enter in the barcode on the sheet
  • Leave material type blank
• Save

Sending the item to the other campus

• Go Fulfillment → Checkin/Checkout → Manage Patron Services
• Search for the loans account for the campus you are sending the item to (i.e. Cairns Loans or Townsville Loans) and check out the item. 
• Set the due date for three weeks (if it doesn't automatically issue this as the due date)
• If you haven't added the Fulfilment notes yet see Sending a Non-Borrowable item to another campus (when it has a barcode) for adding the note
• Pack in boxes to Townsville/ Cairns

When the item arrives at receiving campus

• Do not check it in.  
• Advise Patron in the ticket it has arrived.
• Leave the slip in the book. 

When client is finished with the item (Sending back to home campus)

• Go to Fulfillment → checkin/check out → return items
• Pack in boxes to Townsville/Cairns

When the item arrives back at home campus 

• Go to Fulfillment - Scan In Items
• Scan in barcode
• Search the item using the barcode
• Once you have found your item click on Item

• Click on the Barcode number to edit item

• Go to Notes Tab
  • Remove the Fulfillment note only (Clients name and/or ticket number)
  • Save

Withdrawing temporary non-borrowable item records when the item arrives back at home campus

• Once you have checked in the item back to the home campus. There will be a message to say that the item has been sent to the Technical services department for processing
• Go to Scan in items, select Withdrawn from the Work order type list, scan in the barcode  and click OK. This will let the cataloguers know this record can be deleted

Return the item to appropriate area i.e. shelving trolleys for Microfilm, Journals or Theses, Special Collections Tray for Special Collections books or return items to Store (if it is a store item it will need a slip see Printing Store Slips)  

How to change a book to Short Term Loan

1. Search for the item in ALMA.
2. Click on Physical and then Items to bring up the item holdings

1. Click on the Barcode for the item you are changing to Short Term Loan

4. Scroll down to Location Information
5. Change the Temporary Location to Townsville or Cairns: Library Experience (SER)

6.  Save the changes to the item.

To loan out a Short Term Loan

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

4. For Short Term loans, click Override to override the loan
5. The item will then be issued
6. Go to the ellipsis […] and click on Change Due Date

7. 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.

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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.

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

11. Return the book to the Library Experience area.