Basic check out procedure
In order to charge out materials to a patron, first make sure that the Charge screen is open in Voyager Circulation, and that the curser is in the Barcode box. Next, swipe the patron's PennCard. This identifies the patron in the system and helps us to ensure that they have valid borrowing privileges. PennCards must be swiped for all circ transactions, including materials that cannot be charged to patron accounts (e.g. ILL materials,) as well as materials that do not circulate.
Once the card has been swiped:
1. Scan the barcode of each item.
2. Use the appropriate stamp to mark the yellow due date slip in the back of the book or card in the pocket of the video. Please insert a new card or slip if needed.
When choosing a stamp, you must pay attention to the due date that appears on the screen. Keep in mind that different due dates may appear for the same patron since different kinds of materials have varying circulation periods. Please note that while the patron category is helpful for choosing a stamp, the date that appears in the screen is always more important and accurate.
Patron Categories Book Categories
Faculty= Faculty Stamp Borrow Direct= 6 Week
Graduate= Term Stamp EZ-Borrow= 6 Week
Undergraduate= 4 Week Video=7 Days
Alumni= 4 Week ILL = No stamp required, due date is provided by lender
Courtesy= 4 Week
Staff= Term Stamp
Library Staff= Faculty Stamp
The XXX Stamp should be used for items with a non-standard date (e.g. the patron’s account will expire before the standard system date), this stamp can be manually changed to reflect the expiration date on the patrons I.D.
EZ Borrow, Borrow Direct, and Interlibrary Loan
Materials are borrowed through three different methods-- EZ Borrow, Borrow Direct, and Interlibrary Loan.
1. EZ-Borrow and Borrow Direct:
-Have bands of various colors around the book.
-Are charged to the patron's record in Voyager just like Penn materials.
-Are charged for 6 weeks, with one renewal only.
-Are stamped with the 6 weeks stamp.
2.Traditional Interlibrary Loan:
-Do not have a band, but a cream colored slip placed inside the book.
-Are NOT charged through Voyager. To charge an ILL book:
-Use the patron's PennCard to look them up in Voyager, to ensure that they are not blocked.
-Use the ILLiad web based circulation software; if this window is not open, please ask a full-time staff member for assistance
-Charge the item out by scanning the transaction number (TN#); the book is automatically charged to the patron.
-No stamp required.
Patron blocks
There will be times that you swipe a Patron’s I.D. and will see a note pop-up or a stop sign appear on the charge screen. These are indications that the patron is blocked and should be referred to full time staff. Blocks can occur for a number of reasons. These include, but are not limited to:
· Expired account or I.D.
· Excess fines or fees
· Overdue recalls or lost materials
Patron not found
You may swipe an I.D. and see the message “Patron not found” in a pop-up note. Generally, this occurs when a patron has not yet been entered into Voyager, or if they have a new card which has yet to be updated. In any event, refer these patrons to a full-time staff member.
Proxies
Carrels - Located on the 3rd, 4th, and 5th floors, study carrels are provided to students on a first come, first served basis, to allow them a place to work and to store books that they are using for ongoing research.
Books may charged to a patron’s carrel from the regular charge screen by selecting the ghost icon and highlighting the appropriate category.
Books charged to carrels have an indefinite due date, so instead of stamping books with a due date, we place a blue carrel slip in the book and write in the carrel number. The blue carrel slip is then placed over the top of the regular yellow date due slip. The slip should stick out from the top of the book and be clearly visible. Once this process has been completed, the patron simply takes their books up to their carrel.
Only books from the Van Pelt, Storage and Fine Arts Libraries may be charged to carrels. EZ/Borrow, Borrow Direct, and ILL, materials should never be charged to carrels unless there is a note in the patron record indicating specific permission (this only occurs when there is a physical disability).
Faculty Proxy - A faculty member may request that a student or staff member be given the ability to borrow materials on their behalf.
When this happens the other person’s record is connected to the faculty account via a ‘proxy relationship’ that allows that specific person to come in and charge books out for them. This is also done by selecting the ghost icon and selecting the faculty member’s information. These items get stamped using the appropriate stamp as any other material. This service is only available for faculty.
No Barcodes on book
If a book with no barcode is presented to you at the desk, please refer the patron to the full time staff member on the desk, so that a barcode and item record can be attached to the book in question. Do NOT attempt to check out the book by looking it up some other way.
Downtime ---
· In the event that the Voyager Circulation Module goes down, there is a back-up system marked
Excel Downtime New on the desk top home screen, by double clicking this icon you will open the
Program and be able to check out all materials. Please be aware that all materials charged during periods
of down time will only be stamped with the 4 week stamp with the exception of video’s because they
only circulate for seven days. Once the system comes back online all transactions that were done on
the Excel Downtime New spread sheet will be manually entered into voyager, and the patrons will
receive the proper due dates.
