Library Resources Help Files

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Here are two options for magazine checkouts. The first option tracks checkout to the specific user and the second option does not track a user to the magazine checkout. Both options allow for monthly statistics of item type PERIODICAL.

OPTION 1: To track student/staff who have checked out magazines

1. First you need to make up circulation cards with magazine name and barcode. Figure 1 Suggest making half a dozen each for high use titles like Sports Illustrated and weekly magazines and only two or three each for monthly magazines.

2. Link the barcodes to the MARC record for that magazine title in Workflows as a volume or copy for your school. Once you have linked all your magazine titles you are ready to check out magazines.

3. Use a two-part card box, one side for IN, one side for OUT (Alpha dividers are handy on the IN side). Keep all cards on the IN side until checked out and then move to OUT.

4. When a magazine is checked out, pull a card for that magazine title and write the date of the magazine and the User's name on the card.

5. CheckOut wizard,
a. Scan user ID
b. Scan the magazine card barcode.

6. Put card in the OUT box.

7. When magazine is returned, find the card with the correct magazine date in the OUT box.

8. Scan the barcode to check in the magazine.                                              

9. Draw a line through the user name and date.

10. File card back in IN box to be used again.

fig 1

OPTION 2: To obtain a count for circulation purposes only

Ephemeral wizard: Located on the ASD delivered tool bar - if you do not see the Ephermeral wizard review bulletin 1 and 2.

Ephemeral, Merriam-Webster Dictionary, “lasting one day only”.

What does this Ephemeral wizard do?
When you scan a barcode the item is checked out and then checked right back in immediately. The checkout transactions are recorded for a count report. Although a user was tagged with the item initially there is no user information stored in Workflows database. The action of Ephermeral wizard is as if a ghost checked the item out.

First you will need to have one 14-digit barcode for magazine check out and keep it at your circulation station for scanning.

1. In Call Number and Item Maintenance wizard, search under Title for, Ephemeral magazine. Keyword and it will open directly to the MARC record that has been created for this use only.  Figure 1

2. Add your school, the barcode is the number assigned to magazine check out and placed on the card to be held at the circulation station. The item type must be PERIODICAL.

Note: This MARC record is shadowed, so it can not be seen in WebCat. because it is a statistical option and not a tracking option.

fig 1

Now you are ready to use the Ephemeral wizard for checking out magazines for circulation purposes only.

Step 1. Under the ASDCIRC tab under Common Tasks, open the Ephemeral wizard. Figure 2

fig 2

3. Scan the magazine barcode. It can be used repeatedly because the title is checked out/in immediately. THIS MAGAZINE BARCODE IS ONLY TO BE USED WITH THE EPHEMERAL WIZARD. Figure 4

fig 4

4. In the # copies enter the total number of magazines the patron is requesting to borrow. It does not matter if they are not the same title since this is just for circulation statistics. In the example below the student is taking 5 magazines. Figure 5

Fig. 5

5. Click on the Check Out Item to User button at the bottom of the screen or hit the Enter. Note that when you have done this it verifies the transaction in the List of checkouts. Figure 6

fig 6

6. Regardless of the due date showing in Figure 6. The 5 magazines have been checked out and then immediately checked back in. They will not be on the student record. Monthly statistics will accurately reflect five periodical checkouts.

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