Staff Interface

No. Situation Name Situation Description Objective/Desired Outcome No. Notes
1 Mark an item claims returned Mark an item as claimed returned. Show how claims returned status affects charge transaction. A. Is the item removed from the list of items checked out to that patron? B. Does a link remain between the item and patron record? C. Is a search automatically put on the item? What else does a claims returned status invoke? 1  
2   __ A. Demonstrate options for annotating patron's record with item information and claims returned status.   2  
3   __B. Demonstrate status of claims returned items in staff display and in OPAC. The item's status changed from checked out to [ ?? ] . What are status display options? 3  
4 Fines Demonstrate procedure when item is overdue (but not yet billed for replacement). What effect does the claims returned status have on fines? What effect does it have on the creation of a bill for replacement?   4  
5 Claims returned billed for replacement Demonstrate scenario: A long-overdue item has been billed for replacement. Now the patron comes in and claims the item was returned. Staff member marks item claims returned. Is staff presented option to adjust bill for replacement (e.g., waive, cancel, annotate, suspend, credit)? 5  
6 Overdue claims returned item turns up Check-in an item with a claims returned status that was overdue. Warming message displayed. A. The item reverts to normal on shelf status; B. The note in the patron's record either disappears or changes to show that the item is no longer outstanding; C. How are fines handled? 6  
7 Blocks Demonstrate how a block for claims returned is set. Can we set an automatic block on a patron's record based on the number of times they've claimed to return items? 7  
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents In Orbis?
1 Place search Demonstrate what happens when a staff member initiates a search for a book on behalf of a patron. A. The item record indicates that the book is being searched; B. A hold is placed for the requesting patron; C. Holding library is notified. 1     no
2 Patron placed search Demonstrate what happens when a patron initiates a search.   2     no
3 No patron link Demonstrate what happens when a staff member initiates a search (no patron involved). Ability to initiate a search without placing a hold request. 3   Important N/A
4 Tracking searches Demonstrate how the system ages search requests. Demonstrate annotating searches with notes (e.g., staff initials, places searched, etc.)   4     no
5 Searching lists Demonstrate searching lists. Demonstrate search list that includes different locations w/in library and a mix of LC and Old Yale call numbers. Include specific vols from multi-volume sets. Correct sort by location, classification type, call number. Inclusion of enum/chron for volumes. 5     no
6 Inventory Demonstrate an inventory report. How does the report flag or alert for shelving errors? How are checked-out items indicated? How are missing items indicated? How are other item notes or flags indicated? 6   Important no
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents In Orbis?
1 Placing holds, recalls, page requests (retrieve book from stacks), etc. Demonstrate placing holds, recalls, page requests and any other transactions that 'capture' material in response to a patron's request for that material. What options are available for each transaction (pick-up location, delayed activation, not-needed-after dates, staff action dates). Describe the difference between the various transactions. If all types exist on an item, is there a default priority for fulfilling the requests? Are the transactions item-specific or do they apply to first available copy? If they apply to the first available copy, is that w/in a specific library or system wide?   1     yes
2 Removing holds, recalls, page requests (retrieve book from stacks), etc. Demonstrate removing holds, recalls, page requests and any other transactions that 'capture' material in response to a patron's request for that material.   2 yes
3 Cancel recall Demonstrate how a staff member could cancel a recall. Demonstrate how patrons can cancel their own recalls. Describe effect on duedate. Describe how patron is notified that material is no longer needed. System automatically restores the original due date and notifies the patron possessing the item. 3     no
4 Setting priority Demonstrate setting priority hold, page, recall, etc. requests. Describe and demonstrate to what extent the request queue can be manipulated by staff.   4      
5 Placing requests for staff Demonstrate holds, pages, recall, etc. requests for staff, i.e., do staff have the ability to interrupt the request queue in order to capture the material for internal use before fulfilling patron requests?   5   Important no
6 On on-order materials Demonstrate placing requests (holds, recalls, pages, etc.) on material that is on-order. Demonstrate whether request affects cataloging status in any way (e.g., changes status to RUSH cataloging).   6   Important  
7 Staff view Display each type of request transaction. We expect to see: A. Who currently has the book checked out; B. When the book was originally due; C. The new shortened due date (if applicable); D. Whether a notice has been generated to the patron who has the material. E. Who wants the material, pick-up location, not-needed-after date, staff action date. 7     no
8 Multiple patrons/single title hold Place holds for multiple patrons on a single title. Show how your system displays all holds. System allows a staff member to view all patrons with holds on this item, on one screen. Can this list of patrons be accessed through a report? 8     no
9 Multiple patrons/single title page Place a page for multiple patrons on a single title. Does system allow multiple pages for one item. 9     yes
10 Blocked patron Place a hold for a patron with a significant block that essentially revokes patron's privileges. System prevents hold from being placed. Can this restriction be overridden? What kinds of blocks would prevent a patron from placing a hold? 10     yes
11 System blocks patron Demonstrate how specific patron categories are prevented from placing holds or recalls against specific materials (e.g., no holds allowed against course reserve materials)? Demonstrate staff override of block.   11     yes
12 Already checked out Demonstrate placing a hold, recall or page request for an item that is currently charged to the patron for whom the hold, recall, page is being placed. Warning message that patron already has materials with option to override. 12     N/A
13 Already checked out t o proxy Demonstrate placing a hold, recall or page request for an item that is currently charged to a proxy record for the patron for whom the hold, recall, page is being placed. Warning message that proxy patron already has materials with option to override. 13      
14 Multiple holds/same patron Demonstrate placing multiple hold, recall or page requests for the same patron against the same title.   14    
15 Item recalled How is patron informed that material they have charged out is recalled for another patron? Print and/or email notification to the patron indicating that the item had been recalled and notifying them of the new due date for that item. Display in patron self-inquiry. 15     yes
16 Notification Demonstrate and explain the ways in which patrons are notified of available material (e.g., upon login to patron initiated function in OPAC, through email, when ID is accessed by staff in charge function, etc.)   16    
17 Limiting holds/recalls Demonstrate hold, recall and page limits. If system can limit the number of requests a patron can have, demonstrate warning messages to staff and warning messages to readers (during self-initiated requests). Are limits library specified or system wide?   17    
18 Shorten loan period Demonstrate how a loan period is shortened due to a recall. How is the new loan period calculated? (Note: We give patrons a min. 2 week loan - after 14 days material may be recalled.) Automatic shortening of the loan period ensuring a library defined minimum loan period. 18     yes
19 Recall fine rates Describe fine options for overdue recall material. Higher fine rate invoked after recall duedate. 19     yes
20 Keep due date Demonstrate what happens in the following situation: An item has been on loan for 58 days of a 2 month loan. A recall is placed. What is the new recall duedate? Does the due date remain the same as the original date or is the recall duedate 14 days after the recall was placed? 20    
21 Recall duedates and fines Demonstrate what happens to fines in the following situation: An item has been on loan for 58 days of a 2 month loan. A recall is placed and a recall duedate calculated. The material is not returned until 3 days after the recall duedate. Recall fine starts at recall duedate. 21      
22 Automatic action date Does the system give staff the ability to set an action date after which unfulfilled pages, recalls, etc. generate a specific action (e.g. send messages to staff). Demonstrate.   22   Important no
23 Requests for Library Shelving Materials Demonstrate (or describe) options for patron initiated request for materials from the remote Library Shelving Facility (warehouse storage facility). A "GET" button that communicates the request automatically to the LSF. Common data element between the LSF locator software and the library LMS is item barcode number. 23   Desirable no
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents In Orbis?
1 Movement Show how to move to the financial function from charge-out, checkin, renewal, patron registration and item maintenance. Min. keystrokes to navigate to financial screens from all circ functions. 1   Important N/A
2 Fines displayed Demonstrate how fines are displayed on a patron record at the time of check-in or renewal. Show the movement between this screen and the patron's entire financial record. Demonstrate the transition to check in of the next item by the same patron. Clear summary of total of fines for that check in without having to switch screens. 2     N/A
3 Manual Demonstrate the manual creation of fines. Describe permissions that control this function.   3     yes
4 Fine screen Show the financial history of a transaction (overdue fines, processing fees, bills for replacement) on an item that is one copy of a multi-copy title. How detailed is the information - includes time, day, library? How easy is it to identify which copy of a multi-copy title incurred the fine? Can the display be customized? 4     yes, w/ difficulty
  Pay, waive, credit Demonstrate fine payment, credit and waiving as follows:       yes
5   __ A. All fines owed (excluding other fees such as processing and bills for replacement)   5   Important  
6   __ B. Just this library's fines (excluding other fees such as processing and bills for replacement)   6   Important  
7   __ C. Partial payment against total (excluding other fees such as processing and bills for replacement)   7   Important  
8   __ D. Partial payment against this library's fines (excluding other fees such as processing and bills for replacement)   8   Important  
9   __ E. Individual fines   9   Important  
10   __ F. Demonstrate or describe receipt options Printed, email, other? 10      
11   __ G. Demonstrate A-D above including other fees such as processing and bills for replacement).   11   Important  
12 Type of payment Can a payment type be identified before hand by a patron who wishes to pay a fine? Demonstrate.   12   Important no
13 Payment at check in Can staff identify payment type during check in? Demonstrate.   13     yes
14 More than one type of payment Can a patron use multiple payment types to pay fines? Demonstrate. Ex: patron pays one library's fines using debit account, but pays another's using credit card, all in one transaction. 14     yes
15 Type of payment - debit account Demonstrate the ability to support a debit account services. Demonstrate payment against debit account when debit account does not have enough money.   15   Desirable no
16 Type of Payment - debit card Demonstrate the ability to support a debit card.   16     no
17 Type of payment - credit card Demonstrate the ability to support a credit card. Demonstrate how staff is notified if credit card is not accepted.   17      
Block Demonstrate how a block on borrowing privileges is generated based on financial obligations:       yes
18   __A. amount of overdue charges   18      
19   __B. unreturned books.   19      
20 Billed for replacement Describe, and if possible, demonstrate how material transitions from overdue to billed for replacement. How is the replacement cost calculated? Demonstrate how processing charges are added?   20     yes
21 Bill for replacement procedures Describe usual process employed by libraries pre-billing (e.g., search before billing). Display reports and/or online lists that support these pre-billing procedures. Include items from multiple locations and with both LC and Old Yale call numbers. Appropriate sort (location, classification type,call number) for reports/online lists. 21     yes
22 Bill for replacement modification Demonstrate how the dollar amount charged for replacement can be modified (up and down).   22     no
23 Manual creation of bill for replacement before the material is overdue. Demonstrate the manual creation of a bill for replacement before the material is overdue. How does the manual creation affect fine accrual? How does it affect the automatic creation of a bill for replacement?   23      
24 Retained link Demonstrate how the link to patron information is retained when a book is billed for replacement.   24     yes
25 Archived financial data Display old (archived) financial transactions for a patron, e.g., overdue fines and billed book charges from last semester. For how long can old financial transactions remain on the system and available for staff review?   25   Important yes
26 After billing collection Does your system give staff the ability to automatically generate follow up communication with readers (e.g. collection letter/email) on a library defined schedule for library-specified categories of readers for material that is billed out not and not returned? Demonstrate or describe.   26   Desirable no
27 Notes Demonstrate how special notes are added to individual financial transactions. Demonstrate multiple notes. What is max. length of note?   27     yes
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents In Orbis?
1 Movement Show how the system moves to the check in function from charge-out, renewal, patron registration and item maintenance. Min. keystrokes to navigate to checkin from all circ functions. 1     N/A
2 Check-in methods Show all check-in methods, including scanning barcode, keying in barcode number, searching bibl info and other. Mulitiple methods. Audio/visual alert upon successful checkin. 2      
3 Check-in screens What information displays on check-in screens for each check-in transaction? For example, if checking in a book truck of returns, how can staff member tell last material wanded? Is there a checkin counter? Is bibliographic information displayed? 3      
4 Check-in receipts Demonstrate checking in 10 items and preparing check-in receipt for all 10 items for patron. Can receipt be: printed? Emailed? Other delivery methods?   4      
5 Keying in barcode Check in an item by keying in the barcode; key in at least one incorrect digit Audio/visual signal indicating mis-scanned barcode or other problem indicating unsuccessful transaction. 5      
6 Previous check out Demonstrate the display of the previous checkout record(s). Can we keep a record of previous user so as to contact if there are any problems found with the item? How many checkouts can me maintained? What information is retained? 6      
7 Billed item Check in an item that was billed for replacement. A. What message is displayed on the screen? B. Are charges automatically credited upon check-in or can we choose to credit first? C. Is there an option for printed receipts for these items? What information is on the receipt? 7      
8 Backdate Demonstrate ability to backdate the date and/or time of check-in. Is there a limit to how far in the past the checkin date can be set?   8      
9 Not checked out Check in an item that has not been checked out. Does the system keep track of browses (in-building use)? Show the browse counter. 9      
10 Intralibrary Check in an item owned by another library unit. A. What is the audio/visual alert for items owned by another library? B. Is a routing slip printed? Does the system provide a report of items intransit longer than X time? 10      
11 Item conditions/special item status values Check in items with the following conditions on them: Audio/visual alerts for each condition and a routing slip is printed. 11      
12   __ A. On hold for another patron   12      
13   __ B. On recall for another patron   13      
14   __C. Marked missing   14      
15   __ D. Routing request   15      
16   __ E. Billed for replacement   16      
17   __ F. In-transit to another library   17      
18 Setting special conditions Check in an item and immediately mark it with special conditions, e.g., flag as damaged. How easy is it to create an item condition or note from within check-in. 18      
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents
1 Movement Show how the system moves to the renewal function from charge-out, check-in, patron registration and item maintenance. Min. keystrokes to navigate to renewal from all circ functions. 1   Important
  Renew individual, some and all Demonstrate renewals as follows:        
2   __ A. A single renewal   2    
3   __ B. Renewal of items from just one library (when patron has items from several libraries).   3    
4   __ C. Renewal of all items charged to a patron regardless of item's location and status   4    
5   __ D. Attempt tp renew all items with same transactions being blocked due to a cannot renew situation. Appropriate warning message with override option. What conditions prevent a renewal? Are these conditions defined by the library? 5    
6   __ E. Renewal of overdue material.   6    
7   __ F. Renewal of long overdue (and billed) material.   7    
8 Renewal at non-owning library Demonstrate application of renewal loan rules at different libraries. If an item belonging to library A is checked out at library A but renewed at library B, how are loan period rules calculated? (Assume library A and B have different loan periods).   8    
9 Renewal when patron ID changed since original charge Demonstrate the following situation - A patron has an old and a new ID. The patron has charges on both Ids. Renew all materials checked-out to patron. Items on both IDs are easily renewed. 9   Important
10 Manually setting due date and time Show how a staff member can set a specific duedate and or duetime for an item they are renewing.   10    
11 Overdue fines Show how the system will assess and calculate fines on overdue items during renewal. How does this appear on the patron record? What message(s) appears when the item is checked in?   11    
12 Renew item with hold Attempt to renew an item which has any type of hold on it. Does system allow you to renew? Are messages and prompts are clear. Is override option available? 12    
13 Renewal without items in hand, renewal without patron ID in hand Show how renewals are accomplished without the items in hand. Show how renewals are accomplished without patron ID in hand Min. keystrokes. 13    
14 Renewal of items charged to proxy patrons Renew some materials charged to faculty patron. Include materials charged to a linked proxy ID (e.g.., held by a graduate TA). Do both Ids need to be used for renewal, or can all renewals be done through faculty member's ID? 14    
15 Renewal tracking Demonstrate how staff can see that an item charged out was renewed. Demonstrate how staff can determine the number of times an item was renewed. Clear messages. Maximum flexibility setting renewal limits. Ability to override limit. 15    
16 Renewal limits Demonstrate item reaching a renewal limit. How is renewal limit defined?   16    
17 Renewal statistics Describe renewal statistics (daily, weekly, monthly, annually). In standard reports, how are renewal statistics reported. EXAMPLES: by library, by patron, by item location codes, etc. Is each renewal counted?   17    
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating from Criteria Documents In Orbis?
Access patron record Show how to access a patron's record in the charge-out function:        
1   __ A. by scanning a barcode/ID;   1     yes
2   __ B. by keying in information - patron barcode, ID#, and by name. Can this be password protected? Ability to search patrons without leaving the check-out function. System should respond with the option to browse if there is no exact match. 2     yes
3   __ C. Any other ways.   3      
4 Check out Charge several items out to a patron System gives audio/visual signals indicating transaction completed. 4     N/A
5   __ A. What elements are displayed about the item on the charge screen? Does display includes due date, due time, title, owning library and item barcode. 5     yes
6 Due dates Demonstrate or describe options for informing patrons of duedates for checked out materials. Examples: displayed on screen (for stamping books); emailed to patrons; sent as courtesy reminder notices; printed as receipts; other options? Can different options be invoked on demand? Can different options be pre-defined by library?   6      
7 Check-out of non-circulating material Demonstrate checking out several circulating items and then a non-circulating item. System should give a different audio/visual signal indicating that a non-circulating items cannot be checked out. System should give warning message with option to override. 7     yes
8 OPAC display of circulation status Show how the system updates circulation information displayed in the OPAC. Show the following - checked-out item, just returned item, overdue item, long overdue (billed) item.   8     N/A
9 Incomplete information In the check out function, key in an incomplete patron barcode. Key in an incomplete item barcode. System displays the reason for the error. 9     yes
  Barcode prefix Does the item barcode prefix need to be keyed in? Ability to drop prefix.       yes
10 Loan periods Check out two items with different loan periods System provides response indicating change in loan period. 10     no
11 Restrictions Demonstrate how certain material types may be restricted to certain patron categories. EXAMPLE: reserve materials checked out only to undergraduates, not to staff.   11     yes
12 Double charge Charge out an item that is currently checked out to another patron System gives an audio/visual signal to alert you to the situation and then gives you a choice of whether to break the previous charge or not; 12     yes
13 Double charge with fines Charge out an item that is currently checked out to another patron and overdue System gives an audio/visual signal to alert you to the situation and then gives you a choice of whether to break the previous charge or not and to waive the fine or not. 13     yes
14 Double charge to same patron Charge out an item that is currently checked to the same patron System gives an audio/visual signal. 14      
15 Hold Charge out an item which has a pending hold for another patron. Retain the original hold. Give option to override. Give an audio/visual signal to staff. 15     yes
16 Item condition Charge out an item with an item condition (ex.: missing). Can we locally define condition/status codes? Can we locally define actions that follow a charge out and checkin of items that have special conditions? System gives an audio/visual signal to alert staff to the type of condition being removed. Can locally define conditions/status values. Can locally define whether a barcode wand causes condition to be removed and whether alert is given. 16   Essential yes
17 Reduced loan period Charge an item to a patron whose registration will expire in one week. Loan period is reduced to match patron's expiration date and override option is available. 17     yes
18 Unlinked item Charge an item with an unlinked barcode:   18   Essential  
19   __A. Show how the system performs "circulation on the fly" (that is, a temporary item record is created in order to check out items not fully cataloged.)   19     yes
20   __ B. Discharge this item. There should be a prompt to staff when on the fly item is returned. 20     no
21   __ C. Demonstrate deleting the temp. item record.   21     N/A
22   __ D. Demonstrate editing the temp item record.   22     N/A
23   __E. Demonstrate searching and displaying temp. circ records in staff mode.   23     N/A
24   __F. Demonstrate searching and displaying temp. circ records in the OPAC.   24     N/A
25 Linking records For unbarcoded but retrospectively converted materials, demonstrate how staff would locate the corresponding bibliographic record and create a new item record with a barcode during the circulation check-out process. Ability to create new item records and link them to bibliographic records during check-out. 25   Essential yes
26 Circulation History From an item record, display patron information from the last check-in. Demonstrate patron information from the last 2 check-ins. Ability to retain patron information from most recent circulations. How are patrons identified (I.D. number , name)? 26   Important no
  Permanent retention of patron and circulation information. Demonstrate ability to retain patron information and all related circulation transactions for patrons using materials from specified libraries. For example, reatin a permanent record of all transactions that occurred involving rare book materials.       Desirable  
27 Intralibrary loan by patron Demonstrate how a patron can self initiate a request for an item located in a particular library on campus to be delivered to another library on campus for pick up? Ability to initiate intra-library loans. 27     no
28   __ A. Demonstrate how the owning library is notified that one of their items has been requested?   28     N/A
29 Charge activity fields Does date of last use change to reflect the charge date? Does it change with each wand of the barcode (e.g. at checkin). Demonstrate number of charges counter. How are statistics for regular charges vs. charges while on reserve displayed?   29      
30 Charge out statistics Describe charge statistics (daily, weekly, monthly, annually). In standard reports, how are charge statistics reported. EXAMPLES: by library, by patron, by item location codes, etc. Is each renewal counted?   30      
31 Borrowing limits Display an extremely long patron "HAS" list, i.e.., a patron with >750 checked out items System should allow an unlimited number of items or library defined limit to be charged to any borrower ID 31     no
32 Complicated charge situation Demonstrate the most efficient method to accomplish the following charge situation: - patron forgot card and does not remember ID number - 5 books check out normally - 2 books do not have barcodes, but do have bibliographic records (from recon). We prefer to find the bibl records and link item records at charge. - 2 books do not have barcodes and after searching it is determined they also do not have bibl records - 1 book has been requested for another patron and cannot be loaned to this patron. This patron wants to place a hold on the book for it's return 2 weeks after checkout. - 1 book normally does not circulate to this patron, but an exception will be made and it will be checked out for 2 days. - another book normally does not circulate but an exception will be made and it will be check out due on 1 March 01. - a third book that does not normally circulate will be checked-out due at midnight. - finally, charge out a book that normally circulates for in-building use only. How is staff informed of in-bu   32      
Patron self-checkout Demonstrate (or describe in detail) patron self-checkout system. Demonstrate:     Desirable No
33   __A. Patron authentication   33  
34   __B. Successful check-outs   34      
35   __C. Attempt to checkout material that is not loanable   35      
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating From Criteria Doc In Orbis?
1 Search and View patron record Demonstrate all ways in which an existing patron record may be searched by staff, and demonstrate all ways in which information in the record may be displayed; that is, brief information, full record and any customizations. Multiple search methods (ID, name); Browseable indexes; Easy to interpret screens; Minimum number of keystrokes required to navigate through patron screens. Flexible screen design. 1     Yes
2 Normalize patron names in searching Demonstrate searching patron names that include hyhens, apostrophes, accents, irregular capitalization. Names normalized 2   Important Yes
3 Boolean searches Demonstrate keyword Boolean searches on data from a patron record, e.g., last name and phone number? Ability to use keyword searching for patron data 3   Desirable no
4 No patron barcode Demonstrate the response to scanning a patron barcode for which there is no link to a patron record.   4     N/A
5 Create patron records Demonstrate creating a new patron record. Using this record:   5   Essential
6   __A. Show all fields offered for information and indicate those which must have information for the record to be filed. Ease of data-entry. Is each screen/files prompted or must staff navigate through multiple windows? 6     N/A
7 Value lists for fields __B. For fields controlled by value lists, demonstrate display of values. Ability to see all possible value, ability to re-order values, ability to enter value directly w/o invoking drop-down list. 7   Important no
8 Multiple addresses __C. Demonstrate ability to support multiple addresses to include: email; permanent mail address; campus mail address; business mail address. Support of multiple addresses. 8     yes
9 Support multiple ID formats __D. Demonstrate ability to support multiple patron barcode formats including Social Security numbers and alpha numeric I.D.s. Ability to handle Yale ID, Visitor cards, Proxy cards, etc. Examples: VIS0003092, 0435020181, frtlgrm304, FRONTLG011 9   Essential yes
10   __E. Demonstrate entry of a long name. Example: Szeligowski-VanGraffland, Josephine Elizabeth F. What is max. length of name fields? 10      
11 Word processing editing capabilities __F. Demonstrate use of editing capabilities such as cut-and-paste, copy, etc.   11   Important no
12 Updating patron records Demonstrate full-record updating. Min. number of keystrokes needed to navigate to all parts of a patron's record. 12     no
13 Undo option Demonstrate ability to back out and/or delete all updates.   13   Important Yes
14 Updating bad address __B. In response to "bad address" message in charge, demonstrate updating patron's addresses. Min. of keystrokes from charge screen to address update screen. Ability to see all addresses at once. 14     no
15 Blocks __A. Demonstrate placing and removing patron blocks. What kinds of administrative blocks are available? Demonstrate display of blocks in charge-out function. Min. keystrokes to place and remove blocks. 15     Yes
16 Notes __B. Demonstrate placing and removing notes. Display record with multiple notes from multiple libraries. What is max. length of patron note? Demonstrate display of notes in charge-out function. Ability to have many notes on a patron's record. Easy identification of which library created note. Ability to have very long notes on patron's record. 16     Yes
17 Create patron record using duplicate ID Create a new patron record using the same ID or barcode number entered in the previous record created. System should prevent duplicate record creation. 17   Essential yes
18 Movement between functions Demonstrate the ease of movement between functions; move from the patron record to checkout; to the financial record; to the list of items checked out. Should be able to get to other functions in minimal number of steps 18   Important N/A
19 Borrowing limitations Demonstrate how limitations on borrowing privileges for different patron groups are established. Demonstrate reaching a limit. Demonstrate messages that are displayed once limit is reached. Demonstrate how staff can verify limits for a particular patron category. Ability to set limitations by patron category. When limit is activated a clear indication that the limit is reached with option to override. Online access to limit values. 19   Important yes
20 Expiration dates Demonstrate how expiration dates are established for different patron groups. Demonstrate warning messages that are displayed when an expiration date is past. Ability to set different default expiration periods by patron category. 20     yes
21 Multiple I.D.'s Demonstrate how other individuals may be "attached" to an existing record for proxy borrowing. To which patron would notices be sent? Can staff view at one time all items that a patron has checked out on all I.D.s?   21   Important Yes
22 Delete patron record Delete a patron record and indicate what conditions prohibit deletion. Demonstrate attempting to delete a record with those conditions. Staff should not be able to delete patrons with fines, bills, or items checked out. 22     yes
23 Sort patron items Sort all transactions in a patron's record by due date; by type (hold, recalls, charges, overdues); by call number. Ability to sort a patron's transactions. 23     no
24 List items Display a list of the items checked out to a patron. Print list.   24   Desirable no
25 Fines Display and print a list of fines owed by a patron. What type of information is included? Can receipts for payment be printed? Display staff view of a patron' sfinancial history and of an item's financial transactions.   25     N/A
26 Staff initiated I.D. changes Can staff manually deactivate lost I.D.s?   26   Essential no
27 I.D. changes Change a patron's ID. Demonstrate how transactions (check-outs, recalls, holds, etc) and financial information from the old I.D. record are accessible from the new I.D. record? Transactions from old I.D. record should be accessible from new I.D. record. 27   Important no
28 Address __A. Display patron records with multiple addresses:   28   Important yes
29 Multiple email addresses __B. Display record with multiple email addresses? Ability to have more than one email address and option to use all or some for notices, etc. 29   Important no
30 Address priority __C. Demonstrate how staff can define priority for use of multiple addresses? Can a schedule be established for address priority, for example, campus address is used Sep-Jun, permanent address is used July-Aug? Ability to set primary address. 30   Important  
31 Address protecton __D. Demonstrate how individual addresses be protected from record overlay? Ability to protect addresses from being updated by record loads. 31   Important  
32 Patron self-entry Can patrons create their own provisional records? If so, demonstrate procedures used by staff to complete registration process.   32     No
No. Situation Name Situation Description Objective/Desired Outcome No. Notes Rating From Criteria Doc In Orbis?
1 Movement between modules Show the movement between circulation and other functions (e.g. OPAC, acquisitions, serials) Minimal number of steps needed to move from one module to another 1   Important Yes
2 Switch between records From within the circulation module, demonstrate toggling between all aspects of a record. Display the bibliographic, holdings, item, charge transaction, recall transaction, financial transactions, course reserve transaction and order record. Minimal number of steps needed to move from one record to the next. Ability to see all aspects of a record from within the circulation module. 2   Important Yes
3 Three-tier record hierarchy Demonstrate the 3-tier record hierarchy for bibliographic, holdings and item records. Display a record with holdings from more than one library. Display all holdings and all items. Display just one library's holdings and just one library's items.   3     Yes
4 Documentation Demonstrate use of HELP functions in circulation. Does the software provide context-sensitive help screens online? 4   Important no
5 Security Show how the system provides flexible security levels for all functions. Logon to circulation with different security levels and demonstrate how the screens/functions change. Different levels for staff. Are options displayed if staff are not authorized to execute the function? 5   Essential Yes
6 Item Conditions/Flags/Status values Show how to set, view, and remove item conditions, flags or status values. What conditions, flags or status values are available? Minimum of keystrokes. Maximum flexibility in defining values. 6   Essential Yes
7 Downtime Demonstrate the backup/downtime system, including all available functions, uploading and reports   7   Important no
8 Loan Rules Explain how loan rules are established. Demonstrate the display of loan rules from within the staff circulation module. Ability to create and maintain complex loan period structures based on item type, item location, circ. location, patron type, including the ability to create loan periods down to the minute? 8   Important no
9 NOTIS Location codes Can NOTIS location codes be retained? Our location codes use the following format: location,secondary location (e.g., brbl,ref). Location and secondary location equal to no more than 4 characters (alpha and/numeric) each. The combination of location+ secondary location is unique and is the primary factor in determining circulation policies for materials. Retain NOTIS codes. 9   Important Yes
10 Reserve Location Codes Can NOTIS location codes for reserve items be retained as is? Retain NOTIS codes. 10     Yes
11 NOTIS Loan codes Can NOTIS loan codes be retained? We use a loan code that is up to 4 characters long (alpha and or numeric) Retain NOTIS codes. 11     Yes
12 Notices Demonstrate (or describe) ability to generate notices fia emial, phone(voice) , fax and print. Indicate level of flexibility; is format determined at the indiv. Patron level, library level or system wide? Maximum flexibility. 12   Important  
13 Communication with patron (not notices) Circulation transactions involve communication with patrons. Examples: Communication of duedates for charge-outs and renewals; communication of financial obligations; communication of financial transactions (e.g., receipts of fines paid), communication of search results. What are the available communication methods? May patrons select one method (e.g., email all communications, transmit to Palm Pilot, print)? May libraries select methods (e.g., library A always displays duedates on screen and stamps books, but library B always sends patrons an email with duedates). Maximum flexibility. 13      
14 Bulk updates Demonstrate bulk circulation-related updates. Examples: For 25 items, assign temporaty locations; assign item condition(status, flag); change primary location. Ease of operation. Min. of keystrokes. 14   Important Yes
15 Customizable alerts Demonstrate (or describe) ability to customize (at the workstation level) visual and audio alers when items are being processed through charge-out, check-in, renewall, etc. Maximum flexbility. 15   Important No

Last Updated on 1/12/01