Skip to Main Content

JCU logoLibrary Guides

JCU Library Experience Procedures ALMA: Fulfilment

New item records: Procedure

Quick Cataloguing: Creating a new Record

Purpose

  • Adding items with an existing JCU barcode that do not have a catalogue record in ALMA so that patrons can borrow them.

ALMA Role

  • Physical Inventory Operator (part of Client Services Staff profile)

Responsibility

  • All frontline staff
  • Librarian (Library Experience)
  • Team Leader, Library Experience/ Collections and Discovery Officer

Note: This process can be done by all frontline services staff. When a patron wishes to borrow a book that is not on the system. 

Adding a new book (no existing catalogue record):

  • Open ALMA
  • Location should be Your campus- Circulation desk
  • Click on the Fulfillment icon
  • Select Manage Patron services
  • Scan patron card - Go
  • Click on Create Item

  • Holdings type = New
  • Citation Type = Book

  • If the physical book itself does not have a barcode sticker, give it one.
  • In Townsville, these stickers are kept in the red folder in the top left drawer of the Library Experience desk.
  • Put the sticker on the back of the last page of the book, at the bottom of the page. Refer to a book that already has a barcode for correct placement. 
  • Fill in the following details into the Resource Information;
    • “QC –“ and the title of the book
      • for example “QC- Australian History”
    • ISBN on the book if available
    • Enter in the call number on the book
  • Fill in the following details into the Item Information;
    • Select Townsville General (GEN) for location
    • Enter in the barcode
    • Leave material type blank

  • Save - this will check the book out to the patron

Adding the fulfillment note

  • Click on the Barcode to bring up the item screen

  • Click on Notes tab 
  • Add "Quick Cataloguing Return" note in the Fulfillment note section.

  • Click Save

Adding the fulfillment note via searching

  • Search for the title e.g. “QC- Australian History”
  • Click on Physical → Items 
  • Click on the Ellipse […] and choose Edit 

  • Click on Notes tab 
  • Add "Quick Cataloguing Return" note in the Fulfillment note section.

  • Click Save

Quick cataloguing returns

When a Quick Cataloguing item is returned. 

NOTE: Items may have fulfilment notes, or be named "QC- Title of book" due to changes in processes. 

When a Quick Cataloguing (QC) item is return it needs to be given to the C&D team.

 

Existing item records: Procedure

Quick Cataloguing: Adding an item to an existing Record

Purpose

  • Adding items with an existing JCU barcode that do not have a catalogue record in ALMA so that patrons can borrow them.

ALMA Role

  • Physical Inventory Operator (part of Client Services Staff profile)

Responsibility

  • All frontline staff
  • Librarian (Library Experience)
  • Team Leader, Library Experience/ Collections and Discovery Officer

Note: These processes are only done by cataloguing staff or Team Leader, Library Experience/Collections and Discovery Officer. Please give books that need re-cataloguing to them for review.

Adding items to existing bib record - not for client

  • Copy MMS id from existing bib record
  • Alma > Resources > Create Inventory > Add Physical Item
  • Choose Holdings Type = Existing
  • Choose
  • Click on the Menu option and

A new window will open - click on the dropdown arrow and select MMS ID and paste in the number (this ensures you are adding the new copy to the correct bib record)

  • Search 

The bib record will show below, hover your mouse over the title details and the box will go yellow - click in the anywhere in the box

  • Add
    • Barcode scan or type in including 3000000...
    • Location Either Cairns or Townsville (GEN, CUR)
    • Material Type Book
  • Save

 

  • Go back and search Physical Titles by barcode
  • Click on Items
  • Click on ellipsis on the row matching the barcode

  • select Edit
  • Add Copy ID eg C.C
  • Click on Notes tab 
  • Add "Quick Cataloguing Return" note in the Fulfillment note section.

  • Click Save

If new spine label required

  • Go to Scan In Items
  • Change Work Order to Mending
  • Scan Barcode

Adding an item to an existing record - for clients:

  • Open ALMA
  • Location should be Your campus- Circulation desk
  • Click on the Fulfillment icon
  • Select Manage Patron services
  • Scan patron card 

  • Click on Create Item
  • Select Existing → Choose

  • Search the catalogue by title, author or ISBN to find the title from the  menu next to title (this is to ensure you select the correct bibliographic record) and select

  • Fill in the following fields under Item Information

    • Click the drop down arrow for Location and it should give you the location of the other items on the same title record
    • Enter barcode
    • Leave material type blank
    • Barcode
    • Save - this will check the book out to the patron
  • Click on the Barcode to bring up the item screen

  • Click on Notes tab 
  • Add "Quick Cataloguing Return" note in the Fulfillment note section.

  • Click Save

We acknowledge the Australian Aboriginal and Torres Strait Islander peoples as the first inhabitants of the nation and acknowledge Traditional Owners of the lands where our staff and students, live, learn and work.Acknowledgement of Country

Creative Commons Licence
This work is licensed under a Creative Commons Attribution-ShareAlike (CC BY-SA) 4.0 International License, unless otherwise noted. Content from this Guide should be attributed to James Cook University Library. This does not apply to images, third party material (seek permission from the original owner) or any logos or insignia belonging to JCU or other bodies, which remain All Rights Reserved.

.