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JCU Library Experience Procedures ALMA: Fulfilment

Changing locations of items

Changing locations of items

Purpose: 

  • To be able to change the location of an item using the Scan In or the item edit menu in the item record

ALMA Roles

  • Fulfilment operator
  • Work order operator

Responsibility 

  • All frontline staff

Use

  • Scan In When you are receiving items from another campus, moving items to other collections including display etc. 
  • Item information: Changing items to High Use, Intercampus

Please make sure you are only changing the location of items that are staying at that campus. Items that need to be returned to the other campus will have notes on it. 

  • Open ALMA
  • Location should be [Your campus]- Circulation desk
  • Go to Fulfillment →  Resource Requests →  Scan in Items

  • Click the Change Item Information tab

 

  • Make sure that the following information is reflected in the screen
    • Make sure that the Place directly on hold shelf is checked YES
    • Change the Change type to Permanent
    • Change the Location to where it is going e.g. General, High Use, and Curriculum. 

(As long as you are signed into the correct campus it will register the change to that location. e.g. If you are signed into Townsville -Circulation desk, and scan a book to change it to general collection, it will change the book to Townsville - General)  

    • Make sure that the Check Requests button is checked.

 

  • Scan in the barcodes of the items and it change the location which will reflect at the bottom of the screen.

  • 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 Physical and Items

  • This will bring up the item screen. Click the ellipsis 

  • From the list select Edit

  • Scroll down to Location information and click on the drop down arrow next to Permanent location

  • Choose the campus and the new collection to select the new permanent location e.g. Townsville: General (GEN) or Cairns: General (GEN)

*Note it will nearly always be Cairns or Townsville you change the location to.*

  •  Click Save at the top right.

Replacing barcodes

Replacing Barcodes

Purpose: 

  • To be able to replace barcodes that won't scan but matches an item on the system.

ALMA Roles:

  • Circulation Desk operator
  • Physical Inventory Operator (part of Clients Services Staff profile)

Responsibility:

  • All frontline staff 
  • Team leader, Library Experience/ Collections and Discovery Officer

If an item appears as "Item not found" please follow the Quick Cataloguing procedure to enter it as a new item, or pass on to Resources/ appropriate team member to investigate further. 

Please only update Barcodes when you are sure it is the correct item. DO NOT add barcodes to Store books if they have negative barcodes. If you are not sure please check with another staff member. 

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

  • Once you have found your item click Edit Item

  • Scan in new barcode

  • Click Save

 

Editing titles that have multiple volumes

Editing titles that have multiple volumes

Purpose: 

  • To be able to loan out more than one volume to a client: If the patron gets the error message – Unable to borrow more than one copy of title 

ALMA Roles

  • Circulation Operator
  • Fulfillment Operator
  • Physical Inventory Operator (part of Clients Services Staff profile)

Responsibility 

  • All Frontline staff

If there isn't being loaned out to a patron: 

  • Using the search bar at top: Search Physical Items and the barcode of one of the items that is being borrowed
  • Click on Edit Item

If the patron is wanting to borrow multiple items out 

  • Go to fulfilment → Checkin/Checkout → Manage Patron Services
  • Scan the patron's card
  • Scan out the first item. 
  • Click on the barcode 
  • Click on the ENUM/ CHRON tab
  • In the Enumeration A field add the volume number of the item e.g. 2

  • Go back to the General tab.

  • Remove the volume number in the Copy ID field leave the copy ID e.g. C.A, C.B.
  • Click Save at the top of the screen
  • Repeat the process for the other volumes the patron is borrowing. 

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