Ausleihe

Ausleihe und Rückgabe können auf unterschiedlichen Wegen aufgerufen werden. Auf der Hauptseite der Dienstoberfläche gibt es direkte Links zu Ausleihe, Rückgabe und für das Setzen das Transportstatus. Über die Reiter Ausleihe und Rückgabe in der Suchleiste vieler Seiten können Sie die Funktion direkt ausführen und werden auf die entsprechende Seite weitergeleitet. Alle ausleihrelevanten Funktionen finden Sie auf der Startseite des Ausleihmoduls.

Before circulating your collection you will want to set your Global system preferences, Basic parameters and Patrons and circulation rules.

In der Ausleihe können Sie mit den folgenden Tastenkombinationen zwischen den Reitern am oberen Bildschirmrand springen:

• mit Alt+Q zur Katalogsuche springen

• jump to the checkout with Alt+U

  • this will not work for Mac users

• Rückgabe mit Alt+R

  Hinweis

  Mac users use the OPTION button in place of ALT

Check out (issuing)

To begin the checkout process you must enter the patron barcode or part of their name. The checkout option appears in three main places:

• Check out option in the search bar at the top of the staff interface’s main page

  

• Check out option in the search bar at the top of the main circulation page

  

Those two options are essentially a patron search. If you only have one result, Koha will automatically go to the patron’s file, in the ‚Check out‘ tab.

|checkoutpatrondetail|

If your search gives you more than one result, it will ask you to choose which patron to check out to.

|patronsearchtable|

Bemerkung

You can customize the columns of this table in the ‚Table settings‘ section of the Administration module, under the patrons tab (table id: memberresultst).

Clicking on a patron search result will bring you to the patron’s file, on the ‚Details‘ tab. Click the ‚Check out‘ tab to access the check out screen.

If you have enabled batch checkouts, click the batch check out tab on the patron record

Checking items out

Um ein Exemplar an einen Benutzer auszuleihen, suchen Sie zunächst nach diesem Benutzer mit Hilfe der vielen oben angegebenen Optionen.

If ‚Always show checkouts immediately‘ is checked, you will see the list of current checkouts below the check out box.

Bemerkung

The previousIssuesDefaultSortOrder system preference controls in which order these previous checkouts appear (earliest to latest, or latest to earliest).

Bemerkung

You can customize the columns of this table in the ‚Table settings‘ section of the Administration module, under the circulation tab (table id: issues-table).

At the top of the check out screen is a field to type or scan the item’s barcode into.

Bemerkung

Many modern barcode scanners will send a ‚return‘ to the browser, making it so that the ‚Check out‘ button is automatically clicked.

• If the barcode is not found you will be prompted to use fast cataloging to add the item. Learn more about fast cataloging later in this manual.

• If the itemBarcodeFallbackSearch system preference is set to ‚Enable‘, you can enter a keyword search in this box instead of just a barcode (this will make it possible to check out using title and/or call number).

• If the AutoSwitchPatron system preference is set to ‚Enable‘, scanning a patron barcode here will take you to that patron’s file.

To see more checkout options click the ‚Checkout settings‘ link to expand the checkout area.

• Specify due date: this option can be used to override the default due date for the item, as defined in the circulation and fines rules.

  Bemerkung

  This option will only appear if the SpecifyDueDate system preference is set to allow staff to override the due date.

  • The red ‚X‘ is used to clear the date. If the ‚specify due date‘ field is empty, the default due date, as defined in the circulation and fines rules is used.

  • Remember for this session: check this box to use the same date for all checkouts. This will not only keep the specified due date for this patron but for all patrons, until you log out of the staff interface.

• Automatic renewal: this option will allow this item to automatically be renewed

  • To use automatic renewals,

    • the automatic_renewals cron job must be running

    • the circulation and fines rules regarding automatic renewals must be defined

  • Just like regular renewals, the checkouts will not be automatically renewed if there is a hold on the item.

• Don’t decrease checkout length based on holds: this option overrides the decreaseLoanHighHolds system preference.

  Bemerkung

  This option will only appear if the decreaseLoanHighHolds system preference is enabled.

• On-site checkout: this option indicates that this checkout is an on-site checkout.

  Bemerkung

  This option will only appear if the checkout of items on site to patrons is allowed. These are usually items that are not for loan that you would like to check out for in-library use.

At the bottom of the page there is a summary of the patron’s current checked out items along with the due date (and time if the item is an hourly loan). Items checked out today will appear at the top, previously checked out items will be underneath.

Bemerkung

The todaysIssuesDefaultSortOrder system preference controls in which order these new checkouts appear (earliest to latest, or latest to earliest).

Bemerkung

Items that are hourly loan items will include the time with the due date.

If an item is checked out for on-site use, that information will be highlighted in red in the checkout summary.

The ‚Export‘ button at the top of the table allows you to export the patron’s current checkouts in either Microsoft Excel or CSV format, or even copy or print their checkouts.

Wenn eine Notiz im Benutzerkonto eingetragen wurde, wird diese rechts neben dem Feld für die Ausleihe angezeigt.

If the patron has a hold waiting at the library, that too will appear to the right of the check out box making it easy for the circulation staff to see that there is another item to give to the patron.

The details of the checkouts will appear on the record detail page in the staff interface as well.

Printing receipts

Wenn Sie alle Titel für den Benutzer verbucht haben, haben Sie zwei Möglichkeiten eine Ausleihquittung zu drucken.

If you have the CircAutoPrintQuickSlip preference set to ‚open a print quick slip window‘ you can simply hit enter on your keyboard or scan a blank piece of paper with your barcode scanner. The idea being that you’re „checking out“ a blank barcode which triggers Koha to print the ‚Quick slip.‘

If you have the DisplayClearScreenButton system preference set to ‚Show print quick slip and clear buttons‘ or ‚Show print slip and clear buttons‘, there will be a small printer button in the top right of the checkout box, which can be used to print the slip or quick slip.

Sie können auch am oberen Seitenrand über die Schaltfläche ‚Druck‘ die Funktionen ‚Quittung drucken‘ oder ‚Kurzquittung drucken‘ verwenden.

Wenn Sie ‚Quittung drucken‘ wählen, werden alle Medien ausgedruckt, die der Benutzer ausgeliehen hat, einschließlich jener mit früherem Datum. ‚Kurzquittung‘ druckt nur die Medien aus, die heute ausgeliehen wurden.

‚Print summary‘ will generate a full page summary for the patron’s circulation information and ‚Print overdues‘ will print out a slip that lists all items that are overdue.

‚Print checkin slip‘ will print out a slip that lists items that were checked in today.

What prints on the slips can be customized by altering the slip templates under the Notices and slips tool.

Clear patron information

When you’re done checking an item out if you have the DisplayClearScreenButton preference set to ‚Show‘ you can clear the current patron by clicking the X in the top right of the patron’s info to remove the current patron from the screen and start over.

If you have the CircAutoPrintQuickSlip preference set to ‚clear the screen‘ then you simply need to hit enter or scan a blank barcode and the screen will be cleared of the current patron.

Batch checkouts

If you would like to perform a batch check out you can do so by turning on the BatchCheckouts system preference and assigning the proper patron categories via the BatchCheckoutsValidCategories system preference. This will allow you to use an RFID pad that reads multiple barcodes or perform a batch check out for training internal use.

From this screen you can scan several barcodes or load a file of barcodes.

If you have the SpecifyDueDate system preference enabled you will have the option to set a due date for the checkouts.

If the items cannot be checked out, a warning will be provided on the following screen, with the option to uncheck the items that are not to be checked out.

If you are using a statistical patron type then you’ll see that local use was recorded for each item you scanned.

Check out messages

Wenn Sie ein mehrteiliges Exemplar ausbuchen und diese Information im Unterfeld 3 des Exemplarsatzes (MARC 21) gespeichert haben, erscheint eine Nachricht, die zur Prüfung der entsprechenden Anzahl der Teile auffordert.

Es gibt Situationen in denen Koha die Ausleihe an einen Benutzer verhindert. In solchen Fällen wird eine Warnung angezeigt, die den Bibliotheksmitarbeiter darüber informiert, warum der Benutzer nicht ausleihen kann.

• Patron owes too much in fines

  

  • You can set the amount at which patron checkouts are blocked with the noissuescharge system preference

• Patron has a restriction on their account

  

  • This can be set by the librarian editing a patron record and adding a restriction or by the Overdue/Notice Status Triggers

  • Wenn Mitarbeiter die entsprechenden Rechte haben, können sie die Einschränkung temporär übergehen.

    

• Patron needs to confirm their address

  

  • This can be set by the librarian editing a patron record and adding a flag

• Patrons has lost their library card

  

  • This can be set by the librarian editing a patron record and adding a flag

Check out warnings

Manchmal werden bei der Ausleihe Warnhinweise in einem gelben Kasten über dem Ausleihfeld angezeigt. Diese Warnhinweise müssen bestätigt werden, bevor Sie den Ausleihvorgang fortsetzen können.

• Benutzer hat offene Gebühren

  

• Exemplar ist für jemand anderen vorgemerkt

  

• Exemplar sollte für einen anderen Benutzer im Abholregal stehen

  

• Exemplar ist bereits an diesen Benutzer ausgeliehen

  

• Exemplar ist an einen anderen Benutzer ausgeliehen

  

  • This warning will allow you to place a hold on the item for the patron you’re trying to check it out to.

• Exemplar nicht ausleihbar

  

• Patron has too many things checked out and AllowTooManyOverride is set to ‚Allow‘

  

• Patron has too many things checked out and AllowTooManyOverride is set to „Don’t allow“

  

• Item cannot be renewed

  

  • This can be overridden with the AllowRenewalLimitOverride system preference

• Barcode nicht gefunden

  

  • Learn more about fast cataloging later in this manual.

• Item being checked out is marked as ‚lost‘

  • Depending on the value in your IssueLostItem preference, you may just see a warning

    

    or a confirmation box

    

• Das Exemplar ist für das Alter des Benutzers nicht empfohlen

  

• Item being checked out meets the decreaseLoanHighHolds system preference criteria

  

• Item has accompanying material (field 952$3, ‚Materials specified‘, is filled)

  

  • If CircConfirmItemParts is set to ‚Require‘, the staff member will have to confirm the checkout

    

Renewing

Checked out items can be renewed (checked out for another period of time) based on your circulation rules and renewal preferences.

If you allow it, patrons can renew their own items via the OPAC, but sometimes you’ll need to help them by renewing their items via the staff client.

To renew items checked out to a patron, you can do one of two things.

The first is to visit their details page or checkout page and review their checkout summary at the bottom.

In the Renew column you will see how many times each item has been renewed and a checkbox to renew the item for the patron. Check the box of the items you would like to renew and click the ‚Renew or return checked items‘ button, or to renew all items checked out to the patron simply click the ‚Renew all‘ button.

Sometimes renewals will be blocked based on your circulation rules, to override this block you must have your AllowRenewalLimitOverride preference set to ‚Allow‘. If you allow renewal limit overrides, you will see a checkbox at the bottom left of the circulation summary. Check that box and then choose the items you would like to renew.

Checking that box will add checkboxes in the renew column above where before the item was not renewable.

You can also mark a renewal as ‚unseen‘, to differentiate between renewals where staff has actually seen the item, versus renewals where they didn’t see it (over the phone, for example). To do this, you must first enable the UnseenRenewals system preference. Once enabled, a checkbox will appear at the bottom left of the circulation summary. Check that box to mark the renewals as ‚unseen‘. Then click either ‚Renew or check in selected items‘ or ‚Renew all‘.

The second option is to visit the ‚Renew‘ page found under the Circulation menu.

And scan the barcodes of the items you would like to renew.

If the item is renewed you will receive a confirmation message.

If the barcode is not found you will be presented with an error.

If the item is not actually checked out you will also receive an error.

Check in (returning)

Die Rückgabe von Exemplaren kann an verschiedenen Orten durchgeführt werden

• Der Reiter Rückgabe in der Suchmaske oberhalb der Startseite der Dienstoberfläche

  

• Die Rückgabeoption in der Suchmaske auf der Startseite der Ausleihe

  

• Der Rückgabe-Link in der Ausleihübersicht eines Benutzers

  

• Die Rückgabeseite, die über die Startseite des Ausleihmoduls erreichbar ist

  

• Koha also offers an automatic checkin feature, which can be set in item types.

Checking items in

Um ein Exemplar zurückzugeben scannen Sie den Barcode des Exemplars in das angebotene Feld ein. Unterhalb des Feldes erscheint eine Zusammenfassung aller zurückgebuchten Exemplare.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: checkedintable).

Wenn Sie Bücher zurückbuchen, die über die Bücherbox zurück gegeben wurden, können Sie die Option ‚Bücherboxrückgabe‘ anhaken, bevor Sie die Exemplare einscannen. Das Rückgabedatum ist in diesem Fall das letzte Datum an dem die Bibliothek vor dem aktuellen Datum geöffnet war.

• This requires that you have your closings added to the calendar tool

Es ist möglich alle Mahngebühren zu erlassen, wenn Sie vor der Rückgabe die Option ‚Mahngebühren erlassen‘ auswählen.

If you have the SpecifyReturnDate preference set to ‚Allow‘ you will be able to arbitrarily set the return date from below the check in box.

Check in messages

Es gibt verschiedene Meldungen, die bei Rückgabe angezeigt werden können:

• If you are checking an item in at a library other than the home branch, a message will appear asking you to transfer the book to the home library

  

  • Nachdem das Exemplar zurückgebucht wurde, ändert sich der Status des Exemplars im Katalog zu ‚Unterwegs‘

    

  • To mark an item as back at the home branch, check the item in at the home branch

    

    • Es erscheint ein Hinweis, dass das Exemplar nicht ausgeliehen ist, aber durch das Rückbuchen verändert sich der Status im Katalog auf verfügbar. Dieser Schritt ist notwendig, damit das Exemplar den Transportstatus verlässt und als in der Bibliothek eingegangen vermerkt wird.

• Wenn Sie ein Exemplar in einer anderen als der Heimatbibliothek zurückbuchen, wird eine Transportaufforderung zurück in die Heimatbibliothek angezeigt

  

  • If CircConfirmItemParts is set to ‚Require‘, the staff member will have to confirm the checkin

    

• If you’re checking an item in that has a hold on it, you will be prompted to confirm the hold

  

  • Bestätigen Sie die Vormerkung, um das Exemplar als abholbereit zu kennzeichnen.

    

  • Clicking the ‚Print slip and confirm‘ button will mark the item as waiting for pickup at the library and present the library with a receipt to print and place on the book with the patron’s information

  • Wenn Sie die Vormerkung ignorieren bleibt die Vormerkung bestehen, aber das Exemplar behält den Status verfügbar (die Vormerkung wird nicht storniert)

• If you’re checking in an item that has a hold on it at another branch you will be prompted to confirm and transfer the item

  

  • Clicking the ‚Confirm hold and transfer‘ button will mark the item as in transit to the library where the hold was placed

    

  • Clicking the ‚Print slip, transfer and confirm‘ button will mark the item as in transit to the library where the hold was placed and present the library with a receipt to print and place on the book with the patron’s information

  • Wenn Sie die Vormerkung ignorieren bleibt die Vormerkung bestehen, aber das Exemplar behält den Status verfügbar (die Vormerkung wird nicht storniert)

• If you have the system showing you fines at the time of checkin (FineNotifyAtCheckin) you will see a message telling you about the fine and providing you a link to the payment page for that patron

  

Circulation messages

Ausleihbenachrichtigungen sind kurze Nachrichten die Bibliothekare für Ihre Benutzer oder Kollegen im Benutzerkonto hinterlegen können.

Setting up messages

Circulation messages are set up as authorized values. To add or edit circulation messages you want to work with the BOR_NOTES value.

The ‚Description‘ field can hold a canned message that you would like to appear on the patron’s record.

Wichtig

The ‚Description‘ field is limited to 80 characters, but the patron message field can hold more than that. Enter 80 characters in the ‚Description‘ field and then type the rest on the patron record.

Adding a message

When on the patron’s check out tab you will see a link to ‚Add a new message‘ to the right of the check out box and a button at the top to ‚Add message‘.

When you click either of these options you will be asked to choose if the message is for the librarians or the patron and the message you would like to leave.

Hinweis

A message for the patron will also show to the library staff.

Viewing messages

Circulation messages meant for the staff and/or the patron will appear on the patron’s checkout screen to the right of the checkout box. Messages in bold and red are meant for the library staff only, whereas messages in regular italics font are meant for the patron and the librarian.

Circulation messages meant for the patron will also appear when they log into the OPAC.

Circulating bundles

This feature adds the ability to create bundles of items that can be checked out as a single entity. A bundle could for example be a box of related items from your library or a collection of musical scores which need to be circulated together.

You create a collection level bibliographic record and add items to it in the usual way. Those items can then be converted to a bundle by adding existing item records to them using their barcodes. The items will remain attached to their original records and be marked as ‘not for loan’.

Configuration

First you need to make some configuration choices.

Item types - you may want to create a separate item type to identify your bundles.

Circulation rules - you can optionally create circulation rules for your bundle item type.

There are two system preferences which control the status values used with bundles:

• BundleNotLoanValue.

• BundleLostValue.

Creating bundles

The bundle functionality will only be displayed if you create a catalogue record with the Leader, (000 MARC tag) position 7 set to ‘c’ for Collection.

Bemerkung

It might be useful to have a separate MARC bibliographic framework for bundles with the ‘c’ set as a default value if you will use bundles regularly. You can also add any custom fields to the template that might be unique to bundles such as size or weight.

Your catalogue record will contain information to identify the content of the bundle.

For example, if the bundle is a box of resources for school children on the topic of oceans, the catalogue record might look something like the one shown below.

Add an item record for each physical bundle. It is likely that you will want a specific item type for bundles so that you can identify them easily and create circulation rules for them. In this case the bundle has the item type COLLECTION.

An item record attached to this type of catalogue record can be converted into a bundle via the Manage bundle button on the far right-hand side of the holdings table for each item as shown below.

Adding items to bundles

Click on Manage bundle and then the Add to bundle button to add items to the bundle using the barcode of the item.

You will see a message telling you that the item has been added successfully.

When you have finished scanning in items you can click on Close and view the bundle contents. The bundle contents list can be exported or printed if required.

Warnung

Items added to bundles are still attached to their permanent catalogue record, however, they cannot be checked out individually. When added to a bundle an item’s Not for Loan status is updated and can be viewed in the holdings table of the permanent record along with a link to the bundle. The Not for Loan status can be defined in the BundleNotLoanValue system preference.

If an item is already found to be attached to the bundle, a warning message will be displayed.

If an item cannot be added to the bundle for any other reason a failure message will display.

Removing items from bundles

To remove an individual item from a bundle you can click on the Remove button from the Actions column of the bundle contents list.

To remove multiple items from the bundle you have two options:

Use the ‘Remove from bundle’ button from within the Manage bundle display

Scan in barcodes in the same way as you add items to bundles. You will see a confirmation dialogue to let you know the item has been removed.

If the item couldn’t be removed you will see a Failure message.

The second way to remove multiple items is to scan the barcode of the item into the checkin box and you will be given the option to remove the item from its bundle.

When you have finished working with a bundle you can close the contents list by clicking on the Manage bundle button again.

Circulating bundles

Checkout

You can checkout a bundle in the usual way from Circulation using the barcode of the bundle. If required you can create specific circulation rules for bundles based on their item type.

Remember, once an item is within a bundle it cannot be checked out individually. If you try to do this the following alert will be displayed.

You can see the checkout from the patron’s list of checkouts.

You can also see that the bundle is checked out from the status column of the Holdings table of the catalogue record.from the catalogue record display.

Checkin

Check in bundles in the usual way from Circulation. You will then be prompted to verify the presence of each item that belongs in the bundle.

A list of the items currently attached to the bundle, and expected to be returned, will display at the top of the dialogue. Beneath the list will be a ‘Barcodes’ box where you are expected to scan the barcodes of the returned items one by one.

As you scan items, the matching row in the list will be highlighted to give some visual feedback. You also see a running total of items that have been checked in on the right hand side.

When you have finished scanning the returned items you can click on ‘Confirm checkin and mark missing items as lost’ or you can cancel the checkin.

If all the bundle items were marked as found you will be presented with a message to say the checkin is complete.

You can view and print a contents list.

Missing items

If some items were found to be missing during the verification stage the check in will proceed but you will be alerted to the fact that the bundle content has changed and you will be given the option to view and print an updated contents list.

You can also view a list of the missing items.

Any items that were missing during the verification stage will automatically be marked with an appropriate Lost status and a return claim added to track which checkout lost the contained item. You can add your own Lost statuses as authorized values and can control which lost status is used via the BundleLostValue system preference. For example a ‘Missing from bundle’ status as shown below.

In the Manage bundle contents view, the missing item displays with the date last seen.

Claims returned process

Within the patron record the missing items are listed as claims returned and can be viewed from the Claim(s) tab in the Checkouts table.

Click on the numbered square to view the missing items for the patron.

If an item is found it should be checked in. The checkin dialogue box will include a button to ‘Resolve’ the claim.

You are required to add a resolution reason and can optionally change the lost value of the item.

Inventory (checking bundle contents at any time)

A verification can be triggered at any time by checking the bundle in. If the system detects that the bundle was not checked out at this point, a modified confirmation dialogue is displayed which will include all items expected to be present in the bundle, even those currently marked as lost.

This allows for a quick view of what should be in the bundle and what’s currently marked as missing. You can optionally cancel the checkin or choose to rescan the items to perform the verification, marking items as found or subsequently missing. As this is a checkin that is not associated with a checkout, if new items are found to be missing, we will mark them as lost but cannot associate them with a checkout and returns claim.

Vormerkungen

Koha allows patrons to put things on hold. A ‚Hold‘ is a way to reserve an item. Depending on your circulation and fines rules and hold system preference settings, patrons will be able to place items on hold for pickup at the library at a later date and time.

Placing holds in the staff interface

There are several ways to place holds from the staff interface. The most obvious is using the ‚Place hold‘ button at the top of any bibliographic record.

You can also click the smaller ‚Place hold‘ link found at the top of your catalog search results, or the ‚Holds‘ link found below each result.

To place holds on multiple titles at the same time, check the boxes next to the titles in the search results, and click the ‚Place hold‘ button at the top of the search results.

Sie werden aufgefordert nach der Ausweisnummer oder dem Namen eines Benutzers zu suchen, für den Sie die Vormerkung setzen möchten.

If you’d like to search for the patron first and then the bibliographic record for the hold, you can open the patron record and click on the ‚Search to Hold‘ button at the top of the patron record.

After clicking the button you will be brought to the catalog search page where you can find the title or titles you need to place a hold on. Under each title on the results you’ll see an option to ‚Place hold for (patron name).‘

If you want to place a hold on multiple titles for this patron, check the boxes to the left of the titles, click the arrow to the right of the ‚Place Hold‘ button and choose ‚Place hold for (patron name)‘.

Bemerkung

Once the holds are placed, you can choose to have Koha ‚forget‘ the patron’s name by clicking the arrow to the right of the ‚Place hold‘ button on the search results and choosing the ‚Forget (patron name)‘ option.

Abhängig davon, wieviele Vormerkungen Sie auf einmal setzen möchten, sehen Sie unterschiedliche Formulare. Wenn Sie die Vormerkung ausgehend vom Titelsatz setzen, erhalten Sie eine Liste der Exemplare, auf die Sie auch exemplarbezogene Vormerkungen setzen können.

• Patron: the patron’s name for whom this hold is

• Estimated priority: this takes into account holds that are already placed on this title

• Note: enter any notes that might apply to this hold

• Pickup at: choose the library where the patron will pick up the item

• Request specific item type: if the AllowHoldItemTypeSelection system preference is set to ‚Allow‘ there will be an option to choose to limit the hold to a specific item type

• Hold starts on date: if the AllowHoldDateInFuture system preference is set to ‚Allow‘, and the patron wants the hold to start on a date other than today, enter the date here

• Hold expires on: if the patron has specified that they don’t want the item after a certain date, or if you have limits on hold lengths, you can enter an expiration date for the hold in the ‚Hold expires on date‘

  Bemerkung

  To cancel expired holds automatically you need to have the expired holds cron job set to run on a regular basis.

• Hold next available item: check if the hold should on the next available item, if not, choose an item group in the ‚Hold next available item from an item group‘ section or a specific item in the ‚Place hold on a specific item‘ section below

• Non-priority hold: if you are placing a hold for internal purposes, such as checking for missing pages or needing to add a label, check the ‚Non-priority hold‘ box. This type of hold will not prevent the patron who currently has the item to renew their checkout.

• Hold next available item from an item group: if the EnableItemGroupHolds system preference is set to ‚Enable‘ and the record has item groups, you can choose to place a hold on the next available item of a group, rather than the next available item on the whole record or a specific item.

• Place hold on a specific item: if the hold should be on a specific item rather than the next available item of the record or the group, select the item that should be placed on hold

  Bemerkung

  The default pickup library for item-level holds is determined by the DefaultHoldPickupLocation system preference.

If you’re placing holds on multiple records you will be presented with the next available option for all titles. If no items are available for hold it will say so on the confirmation screen.

If your library uses the patron clubs feature, use the clubs tab to place a hold for a club.

To place a hold for a club, click the clubs tab, search for and select the club name, and click the ‚Place hold‘ button.

Managing holds

Holds can be altered and cancelled from the holds tab found on the left of the bibliographic record.

From the list of holds you can change the order of the holds, the pickup location, suspend, or cancel the hold.

Bemerkung

If the HoldsSplitQueue system preference is set, you will see the holds list split across different tables by either pickup library, item type or both.

Bemerkung

If the AllowHoldDateInFuture system preference is set to „Don’t allow“, you will not have the option to edit the date the hold was placed (the column labelled Date).

Bemerkung

Depending on how the HidePatronName system preference is set, the list may show card numbers instead of names in the patron column like in the image above.

Changing the order of the holds

To rearrange holds, make a selection from the ‚Priority‘ drop-down or click the arrows to the right of the priority pull down.

Warnung

Clicking the double down arrow to the right of the hold will stick the hold at the bottom of the list even if more requests are made.

For example, if your library has home-bound patrons that are allowed to keep items out for months at a time, it would not be fair to other patrons if a home-bound patron were able to check out a brand new book and keep it for months. For this reason, the home-bound patron’s hold request would stay at the bottom of the queue until everyone else who wanted to read that book has already done so.

In the list of existing holds, lowest priority holds are indicated by the double down arrow with a line underneath.

Clicking the double arrow again will put the hold back in regular priority, in last place.

Suspending holds

If a patron asks to have their hold suspended and the SuspendHoldsIntranet system preference is set to ‚Allow‘, you can do so by clicking the ‚Suspend‘ button at the far right.

If the patron gives you a date for the holds to resume, you can enter that in the date box and click the ‚Update hold(s)‘ button to save your changes.

Bemerkung

If the AutoResumeSuspendedHolds system preference is set to „Don’t allow“ there will not be the option to put an end date on the hold suspension.

Bemerkung

The auto_unsuspend_holds.pl cron job is required to automatically resume suspended holds.

You can also unsuspend holds manually by clicking the ‚Unsusped‘ button.

If the SuspendHoldsOpac system preference is set to ‚Allow‘, patrons will be able to suspend and unsuspend their own holds from their online account.

Deleting holds

To delete or cancel a hold, click the red trash can to the right of the hold line.

To delete/cancel a bunch of holds you can choose ‚del‘ from the drop-down menu on the left of each line and then click ‚Update hold(s)‘ at the bottom of the list.

Receiving holds

When items that are on hold are checked in or out the system will remind the circulation staff that the item is on hold and offer them options for managing the hold.

When you check in an item that has a hold on it the system will ask you to either confirm and transfer the item

or just confirm the hold

If the item needs to be transferred, clicking ‚Confirm and transfer‘ or ‚Print slip, transfer, and confirm‘ will mark the item as in transit to the proper library.

If the item is already at the pickup library, clicking the ‚Confirm‘ or the ‚Print slip and confirm‘ button will mark the item as ready for pickup by the patron.

Clicking ‚Ignore‘ will retain the hold, but allow the item to be checked out to another patron or change the status of the item (if it was returned damaged, for example).

The ‚Print slip and confirm‘ or ‚Print slip, transfer, and confirm‘ options will open a printable page that you can attach to the item with the necessary hold or transfer information.

Bemerkung

The slip that is printed is the HOLD_SLIP notice. It can be modified with the Notices and slips tool.

When the hold is confirmed, if the patron is notified, the ‚hold filled‘ notice will be sent to them.

Bemerkung

The notice that is sent is the HOLD notice. It can be modified with the Notices and slips tool.

Bemerkung

If the HoldsAutoFill system preference is enabled, the circulation staff will not have to confirm the hold, but they will have the option to print the hold or transfer slip.

If the HoldsAutoFillPrintSlip system preference is enabled, the print window to print the hold or transfer slip will open automatically.

Once confirmed, the hold will show as ‚waiting‘ on the patron record and on the checkout screen under the ‚Holds‘ tab.

Im Exemplardatensatz wird die Vormerkung angezeigt

In some cases, a patron may come in to pick up a hold on behalf of someone else. In this case, make sure that the hold is cancelled when you check the item out to someone else. Alternatively, a check out might be attempted in error for an item that is already waiting for someone else. In this case you will be presented with a warning message.

• Cancel hold: in combination with ‚Yes, check out‘, this option will cancel the current hold and check the item out to the new patron.

• Revert waiting status: in combination with ‚Yes, check out‘, this option will revert the waiting status of the hold (the patron who placed the hold will be back in first position in the queue) and check the item out to the new patron.

• Yes, check out: this option will check the item out to the current patron.

• Don’t check out and print slip: this option will open the print window to print the hold slip, the check out will be cancelled and the hold will remain.

• No, don’t check out: this option will cancel the check out, the hold will remain.

If you try to check in an item that is already waiting to be picked up, a pop up indicating that a hold was found and the item is already waiting will appear.

• Confirm hold: this option will keep the existing hold.

• Print slip and confirm: this option will open the print window to print the hold slip and keep the existing hold.

• Cancel hold: this option will remove the hold.

  • If you cancel the hold and further holds exist for the item you will be presented with a new option to confirm the hold for the next patron.

Curbside pickups

Koha has an integrated curbside pickup module that can be used to schedule hold pickups by patrons.

• Get there: Circulation > Curbside pickups

See the curbside pickup configuration section to learn how to set up curbside pickup.

Bemerkung

Staff needs the manage_curbside_pickups permission (under circulate) in order to schedule and manage pickups.

Scheduling a pickup

• Get there: Circulation > Curbside pickups > Schedule pickup

To schedule a pickup,

• Click the ‚Schedule pickup‘ tab

  

• Search for the patron for whom to schedule a pickup, with either their name or their card number

  Warnung

  If ‚Enable for waiting holds only‘ is set in the curbside pickup configuration for your library, and the patron has no waiting holds, there will be an error message.

  

• Enter a date for the pickup

  Bemerkung

  Only dates with available time slots will be displayed.

• The possible pickup times will be displayed, depending on the day of the week

  

  Bemerkung

  The number in parentheses under each time slot is the number of patrons who are currently scheduled for a pickup at that time. If the maximum number of appointments has been reached, based on the ‚Maximum patrons per interval‘ setting in the curbside pickup configuration, the time slot will be displayed in red and you will not be able to select it.

• If needed, you can add a note concerning this pickup

• Klicken Sie auf ‚Bestätigen‘

Alternatively, you can schedule a pickup from the patron’s account.

• Click ‚Schedule pickup‘ at the top of the patron’s detail page

  

Preparing for curbside pickups

• Get there: Circulation > Curbside pickups > To be staged

The ‚To be staged‘ tab contains all the curbside pickups still waiting to be prepared.

Bemerkung

If the patron has overdues or restrictions, it will be shown here, under their name.

Once the items are prepared and ready to be picked up, click ‚Mark as staged & ready‘. This will transfer the scheduled pickup appointment in the ‚Staged & ready‘ tab.

Bemerkung

There is no need to checkout the item or items to the patron at this point. When delivering curbside pickups, the module will automatically check the items out.

Delivering curbside pickups

• Get there: Circulation > Curbside pickups > Patron is outside

From the OPAC, the patron can alert that they are outside. Staff can also indicate that the patron has arrived by clicking on the ‚Patron has arrived‘ button from the ‚Staged & ready‘ tab.

At the designated time, meet the patron to give them their items. Then, click ‚Mark as delivered‘. This will check out the item or items to the patron and transfer the curbside pickup appointment to the ‚Delivered today‘ tab.

Cancelling curbside pickups

• Get there: Circulation > Curbside pickups > To be staged

If, for any reason, you need to cancel a curbside pickup appointment, click the ‚Cancel‘ button from the ‚To be staged‘ tab.

If the appointment has already progressed beyond the ‚To be staged‘ status, click ‚Mark as To be staged‘ to bring it back there in order to cancel it.

Recalls

The recalls feature allows users to recall items that are currently checked out. Once the recall is confirmed, the borrower who currently has the item checked out will be notified that their due date has been adjusted and they need to return their item. Once recalled items are returned, the recall requester will be notified that their item is awaiting pickup at their specified pickup location.

See the requesting recalls section to learn how to place a recall in the OPAC.

Setting up recalls in Koha

To use this feature:

• Enable the UseRecalls system preference

• Set the RecallsMaxPickUpDelay system preference

• Optionally, enable the RecallsLog system preference

• Modify the following sections in the relevant circulation rules

  • Recalls allowed (count)

  • Recalls per record (count)

  • On shelf recalls allowed

  • Recall due date interval (day)

  • Recall overdue fine amount

  • Recall pickup period

• Make sure all the staff member who will be managing recalls have the superlibrarian or manage_recalls permission

• Schedule the recalls cronjobs

• Review the recalls notices and slips to make sure they have all the information needed

Managing recalls

The recalls feature is relatively automated. Staff do not have a lot of manipulations to do to manage recalls.

Recall statuses

The possible statuses for recalls are the following:

• Requested

  • A new recall request has been made and the item must be returned by the patron who currently has it

  • Requested recalls appear in

    • the recalls queue

    • the recalls to pull list, if an available item can fulfill the recall

    • the ‚Recalls‘ tab of the bibliographic record

    • the ‚Recalls‘ tab of the patron’s file (and its equivalent in the OPAC)

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• Waiting

  • A recalled item is awaiting pickup at the requester’s chosen branch

  • Waiting recalls appear in

    • the recalls awaiting pickup list

    • the recalls queue

    • the ‚Recalls‘ tab of the patron’s file (and its equivalent in the OPAC)

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• In transit

  • An item has been assigned to a recall and is in transit to the requester’s chosen pickup branch

  • In transit recalls appear in

    • the recalls queue

    • the ‚Recalls‘ tab of the patron’s file (and its equivalent in the OPAC)

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• Overdue

  • A recalled item is overdue to be returned by the patron who currently has it

  • Overdue recalls appear in

    • the overdue recalls list

    • the recalls queue

    • the ‚Recalls‘ tab of the patron’s file (and its equivalent in the OPAC)

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• Fulfilled

  • A recalled item has been checked out to the recall requester, and the recall is complete

  • Fulfilled recalls appear in

    • the old recalls list

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• Expired

  • The recall was not completed before a defined expiration date or the recall requester failed to pick up their waiting recall within the pickup period defined in RecallsMaxPickUpDelay

  • Expired recalls appear in

    • the old recalls list

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

• Cancelled

  • The recall request was cancelled.

  • Cancelled recalls appear in

    • the old recalls list

    • the ‚Recalls history‘ tab of a patron’s file (and its equivalent in the OPAC)

Receiving recalled items

Upon checkin in an item that has been recalled, a pop up will appear asking the staff member to confirm or ignore the recall.

• Confirm recall: this option will put the recall in ‚Waiting‘ status and, if the patron has an email address in their file, will notify them that their recalled item is now ready for pickup.

  Bemerkung

  The notice sent is PICKUP_RECALLED_ITEM. You can modify it’s content in the notices and slips tool

• Print slip and confirm: this option will print a slip you can attach to the item (similar to a hold slip) in addition to everything the ‚confirm recall‘ does (change the status and send the notice).

  Bemerkung

  The slip is RECALL_REQUESTER_DET. You can modify it’s content in the notices and slips tool

• Ignore: this option will check in the item, but the recall will not be set as awaiting pickup and the patron will not be notified.

If the patron asked to pick up their recalled item at a different library, a transfer will be triggered.

• Confirm recall and transfer: this option will put the recall ‚In transit‘.

• Print slip, transfer, and confirm: this option will print a slip you can attach to the item (similar to a hold slip) in addition to setting the recall as ‚In transit‘.

• Ignore: this option will check in the item, but the recall will not be set as ‚In transit‘

Bemerkung

The patron will not be notified that their recall is ready for them with any of the above options.

Cancelling recalls

Bemerkung

Only requested or overdue recalls can be cancelled.

It is not possible to cancel a recall that is currently awaiting pickup

Staff can cancel recalls from various screen in the staff interface.

• Cancel from the recalls queue either individually by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

  

  Or by selecting several recalls and clicking the ‚Cancel selected recalls‘ button at the bottom of the screen.

  If the recalled item is currently in transit, the cancel option will also trigger a transfer back to the item’s home library.

  

• Cancel from the recalls to pull by clicking the ‚Cancel recall‘ button on the right

  

  If the recalled item is currently in transit, the cancel option will also trigger a transfer back to the item’s home library.

  

• Cancel from the overdue recalls list either individually by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

  

  Or by selecting several recalls and clicking the ‚Cancel selected recalls‘ button at the bottom of the screen.

• Cancel from the ‚Recalls‘ tab of a bibliographic record by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

  

  Or by selecting several recalls and clicking the ‚Cancel selected recalls‘ button at the bottom of the screen.

• Cancel from the ‚Recalls‘ tab of a patron’s details page by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

  

• Cancel from the ‚Recalls history‘ tab of a patron’s file by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

  

Changing waiting recalls‘ status

If a recall is currently awaiting pickup and for some reason the staff needs to change this status (for example, the requesting patron called and they won’t be picking up the recall), it is possible to revert the waiting status.

• Revert the status from the recalls queue by clicking the ‚Actions‘ button and selecting the ‚Revert waiting‘ option.

  

• Revert the status from the Recalls awaiting pickup list by clicking the ‚Revert waiting status‘ button on the right.

  

Marking recalls as overdue

If a recall is not checked in by the new due date, it should be marked as overdue by the overdue_recalls cronjob. However, it is possible to mark recalls as overdue manually.

From the recalls queue, click the ‚Actions‘ button and selecting the ‚Mark as overdue‘ option.

Overdue recalls appear in the Overdue recalls list.

Expiring recalls

If a recall as been awaiting pickup for longer than the allowed period defined in RecallsMaxPickUpDelay, it should be expired automatically by the expire_recalls cronjob. However, it is possible to expire recalls manually.

From the recalls awaiting pickup list, click the ‚Expire recall‘ button on the right.

Recalls reports

Once recalls are set up, new sections will appear in the circulation module.

• Get there: Circulation > Recalls

Recalls queue

The recalls queue shows all the current active recalls with their statuses.

From the recalls queue, staff can cancel active recalls either individually by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

Or by selecting several recalls and clicking the ‚Cancel selected recalls‘ button at the bottom of the screen.

For recalls that are in transit, it is possible to cancel them and this will trigger a transfer back to their home library.

For recalls that are currently awaiting pickup, it is possible to revert the waiting status by clicking the ‚Actions‘ button and selecting the ‚Revert waiting‘ option.

For recalls that are overdue, it is possible to mark them as such from the recalls queue by clicking the ‚Actions‘ button and selecting the ‚Mark as overdue‘ option.

Recalls to pull

The recalls to pull list shows all the records that have been recalled but that have available items that could fulfill the request.

Staff can pick up these items from the shelves and check them in to fulfill the requests.

From the recalls to pull list, staff can cancel recalls if needed, by clicking the ‚Cancel recall‘ button on the right.

If the item is currently in transit, cancelling the recall will also trigger a transfer back the the item’s home library.

Overdue recalls

This list shows the items that have been recalled but have not been returned by the new due date.

Recalls can be marked as overdue automatically through the overdue_recalls cronjob or manually.

From this list, staff can cancel active recalls either individually by clicking the ‚Actions‘ button and selecting the ‚Cancel‘ option.

Or by selecting several recalls and clicking the ‚Cancel selected recalls‘ button at the bottom of the screen.

Recalls awaiting pickup

The recalls awaiting pickup list shows all the recalls that are currently waiting for the patron to come and get them.

This list is divided in two tabs:

• Recalls waiting: shows all the recalls currently awaiting pickup.

• Recalls waiting over x days: shows the recalls that have been waiting for more than the number of days specified in the RecallsMaxPickUpDelay system preference.

From this list, staff can revert waiting recalls by clicking on the ‚Revert waiting status‘ button on the right.

Staff can also manually expire recalls by clicking on the ‚Expire recall‘ button on the far right.

Old recalls

The old recalls list shows all the inactive recalls (completed, cancelled and expired).

Transporte

If you work in a multi-branch system you can transfer items from one library to another by using the Transfer tool.

• Get there: Circulation > Transfer

To transfer an item

• Click ‚Transfer‘ on the Circulation page

  

  • Wählen Sie aus dem Pull-Down-Menü die Bibliothek aus, zu der Sie das Buch transferieren wollen

  • Scannen oder tippen Sie den Barcode des Exemplars, dass Sie überführen möchten

• Klicken Sie auf ‚Bestätigen‘

  

• Das Exemplar ist nun im Transportstatus

  

• When the item arrives at the other branch the librarian must check the item in to acknowledge that it is no longer in transit

• The item will not be permanently moved to the new library

  

  • The item shows the same ‚Home library‘ but has updated the ‚Current location‘ to note where it resides at this time

Set library

By default you will enter the staff client as if you are at your home library. This library will appear in the top right of the staff client.

Das ist die Bibliothek, in der die Ausleihvorgänge stattfinden werden. Wenn Sie sich in einer anderen Bibliothek (oder einem Bücherbus) befinden, sollten Sie die Bibliothek ändern, bevor Sie mit der Ausleihe beginnen. Sie tun dies, indem Sie in der oberen rechten Ecke des Bildschirms auf ‚Bibliothek auswählen‘ klicken.

Nachdem Sie die Änderungen gespeichert haben, wird die neue Bibliothek in der oberen rechten Ecke angezeigt.

Fast add cataloging

Sometimes circulation librarians need to quickly add a record to the system for an item they are about to check out. This is called ‚Fast add‘. To allow circulation librarians access to the Fast add cataloging tool, simply make sure they have the fast_cataloging permissions. There are two ways to add titles via fast add. If you know that you’re about to check out an item that isn’t in you catalog you can go to the Circulation module and click ‚Fast cataloging.‘

The cataloging interface will open up with the short cataloging record:

Nach dem Anlegen des Titelsatzes, können Exemplare angelegt werden. Geben Sie den Barcode, den Medientyp etc. an und speichern Sie, bevor Sie das Exemplar zum ersten mal ausleihen.

Eine Schnellaufnahme kann außerdem ausgehend von der Ausleihe angelegt werden. Wird ein im System nicht vorhandener Barcode eingegeben, zeigt Koha eine entsprechende Meldung mit einem Link zum Erstellen einer Schnellaufnhame. Dadurch kann das Exemplar in einem integrierten Workflow erfasst und gleich ausgeliehen werden.

Klicken Sie auf ‚Schnellaufnahme‘ um in die entsprechende Katalogisierungsmaske zu gelangen.

Nachdem ‚Speichern‘ werden Sie zur Exemplarerfassungsmaske weitergeleitet, in der bereits der Barcode eingetragen ist, mit dem die Ausleihe versucht wurde.

Nachdem das Exemplar mit ‚Exemplar hinzufügen‘ gespeichert wurde, wird das neue Exemplar automatisch an den ursprünglichen Benutzer ausgeliehen.

Circulation reports

Most reports can be found via the Reports module, but some of the more common circulation reports are available right from the Circulation module.

• Get there: Circulation > Circulation reports

Holds queue

This report will show you all holds waiting to be pulled off the shelf at your library.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: holds-table).

To generate this report, you must have the Build holds queue cron job running. This cron job is a script that should be run periodically if your library system allows borrowers to place on-shelf holds. This script decides which library should be responsible for fulfilling a given hold request.

It’s behavior is controlled by the system preferences StaticHoldsQueueWeight, RandomizeHoldsQueueWeight and UseTransportCostMatrix.

If you do not want all of your libraries to participate in the on-shelf holds fulfillment process, you should list the libraries that *do* participate in the process here by inputting all the participating library’s branchcodes, separated by commas ( e.g. „MPL,CPL,SPL,BML“ etc. ).

By default, the holds queue will be generated such that the system will first attempt to hold fulfillment using items already at the pickup library if possible. If there are no items available at the pickup library to fill a hold, build_holds_queue.pl will then use the list of libraries defined in StaticHoldsQueueWeight. If RandomizeHoldsQueueWeight is disabled (which it is by default), the script will assign fulfillment requests in the order the branches are placed in the StaticHoldsQueueWeight system preference.

For example, if your system has three libraries, of varying sizes ( small, medium and large) and you want the burden of holds fulfillment to be on larger libraries before smaller libraries, you would want StaticHoldsQueueWeight to look something like „LRG,MED,SML“.

Wenn Sie die Last der Vormerkungen gleichmäßig auf alle Bibliotheken verteilen wollen, schalten Sie den Systemparameter ‚RandomizeHoldsQueueWeight‘ ein. Auf diese Weise wird jedesmal, wenn die Liste generiert wird, die Reihenfolge der betroffenen Bibliotheken zufällig neu gemischt.

An alternative to static and randomized is using the Tansport cost matrix. It takes precedence in controlling where holds are filled from and allows you to define the ‚cost‘ of transport between any two libraries. To use the Transport cost matrix simply set your UseTransportCostMatrix preference to ‚Use‘.

Zu erledigende Vormerkungen

This report will show you all of the items that have holds on them that are available at the library for pulling. If the items are available at multiple libraries then all libraries with that item available will see the hold to pull until one library triggers the hold.

If enabled, clicking the Mark item as lost button will mark item as lost and notify the requesting patron depending on the value of the CanMarkHoldsToPullAsLost system preference.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: holds-to-pull).

You can choose which LOST value to set the item to with the UpdateItemWhenLostFromHoldList system preference.

You can limit the results you see by using the Refine box on the left side of the page:

Bereitgestellte Vormerkungen

Dieser Bericht zeigt alle Vormerkungen, die auf das Abholen durch die Benutzer warten.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: holdst).

Items that have been on the hold shelf longer than you normally allow (based on the ReservesMaxPickUpDelay preference value) will appear on the ‚Holds over‘ tab, they will not automatically be cancelled unless you have set the cron job to do that for you, but you can cancel all holds using the button at the top of the list.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: holdso).

Vormerkrate

Vormerkungsraten helfen Ihnen bei der Entwicklung Ihrer Sammlung. Dieser Report erlaubt Ihnen zu sehen, wie viele Ihrer Benutzer Vormerkungen auf Medien haben und ob Sie mehr kaufen sollten. Standardmäßig ist dies auf 3 Medien pro erfolgter Vormerkung festgelegt. Der Report teilt Ihnen mit, wie viele zusätzliche Medien gekauft werden müssen, um diese Quote zu erreichen.

Hinweis

• You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: holds-ratios).

Eingehende Transporte

Dieser Report zeigt alle Exemplare an, von denen Koha glaubt, dass sie zu Ihrer Bibliothek unterwegs sind.

Wenn ein Transport in Ihre Bibliothek verspätet ist, wird eine Meldung mit der Verspätung angezeigt.

Wichtig

An item is considered late based on the number of days you have entered in the TransfersMaxDaysWarning system preference.

Article requests

Article requests are somewhat similar to holds, but are not requests for an item to check out. Instead, article requests are requests for a photocopy of a particular section of a book or an article from a serial issue. This is very common in academic libraries where researchers may request a copy of a single article found in a journal.

Setting up article requests

First, enable your system preference for ArticleRequests.

Set to ‚Enable‘ patrons to place article requests.

Next you will need to decide how your patrons will make requests, either record only, item only, or both record and item level.

You can set 3 different system preferences for mandatory fields to be filled in depending on how your records are requested.

• ArticleRequestsMandatoryFields: make the following fields mandatory for records that are record level or item level requestable

• ArticleRequestsMandatoryFieldsItemsOnly make the following fields mandatory for records that are only item level requestable

• ArticleRequestsMandatoryFieldsRecordOnly make the following fields mandatory for records that are only record level requestable

The ArticleRequestsOpacHostRedirection system preference is used if you create analytical records. If enabled, it will redirect the patron from the child record to the host record in the OPAC.

The ArticleRequestsSupportedFormats system preference determines the various formats patrons can request their articles in (either photocopy or scan).

Next you will want to go into your circulation and fines rules matrix and select each rule for which you want to allow requests.

You can allow requests to be made at the record level, item level, yes (which means both) and no (which means no article requests may be placed).

You can also limit the number of open article requests a patron can have at one time by patron category in the Default open article requests limit section of the circulation rules page.

You can set up a fee for each article request in the Default article request fees section of the circulation rules page.

Placing article requests

Now you can place requests on both the staff client and OPAC.

In the staff client, on the record details page, you will see a ‚Request article‘ button at the top and an ‚Article requests‘ tab to the left. The two options lead to the same page.

Just like a hold, you will be prompted to enter the patron’s card number or name.

If there is a fee, a message will appear to inform the staff member.

Fill in the form.

Bemerkung

The mandatory fields are set through the three system preferences ArticleRequestsMandatoryFields, ArticleRequestsMandatoryFieldsItemsOnly, and ArticleRequestsMandatoryFieldsRecordOnly.

• Title: enter the title of the requested article or chapter

• Author: enter the author of the requested article or chapter

• Volume: enter the volume in which this article or chapter is found

• Issue: enter the issue in which this article is found

• Date: enter the date of the issue in which this article is found

• Table of contents: check to indicate the patron wants a copy of the table of contents

• Pages: enter the pages to photocopy or scan

• Chapters: enter the chapters to photocopy or scan

• Patron notes: enter any relevant notes

• Format: choose the format in which the patron wishes to receive this article or chapter

  Bemerkung

  The possible formats are defined in the ArticleRequestsSupportedFormats system preference.

• Pickup library: choose the library at which the patron wishes to pick up their photocopy

If allowed, choose the specific item to request.

Then, click on ‚Place request‘.

From the OPAC, patrons can place requests themselves either from the results list

or by going to the detailed record.

As with a hold, if the patron is not logged in, they will be asked to do so.

The form is the same as the one in the staff interface.

If there is a fee, a message will appear to inform the patron.

If allowed, the patron can choose the specific item to request.

From their account, the patron will be able to follow the progress of their request from ‚new‘

to ‚pending‘, if necessary,

to ‚processing‘.

The patron will also receive an email notification when the status of the request changes.

Once the request is completed the patron will receive an email notification and the article request will no longer appear in their account.

Email notifications can be customized in notices and slips.

Managing article requests

Once the article request has been placed, staff will see new requests at the bottom of the home page on the staff client. (In the same location as tags, comments and modifications).

From there staff will be able to select requests to process.

New requests are in the ‚New‘ tab.

The first step would be for a staff member to process the request, that moves the request to the processing tab and alerts other staff members that the request is in process. In the actions column, click on the dropdown menu and select ‚Process request‘. This will move the request to the processing tab.

If for any reason, a request cannot be processed right away (for example, if the title is currently checked out), the status can be changed to ‚Pending‘. This will send a notice to the patron indicating the request has been received and seen, but has yet to be processed.

Next staff will go to the shelf and make a copy of the requested article.

Once that is complete, staff can print the article request slip (this can be customized in notices and slips under AR_SLIP) and staple or paper clip it to the article. In the actions column, you can select the dropdown and select print slip.

Finally, staff will select the complete article request from the actions dropdown menu which will send a notice to the patron who made the request letting them know the request is ready for pickup.

This removes the article request from the processing tab.

Bemerkung

Actions can also be made in bulk by checking the boxes next to the requests to process or by clicking ‚Select all‘, and choosing the new status from the actions menu on top of the table.

Überfälligkeiten

Diese Seite zeigt Ihnen alle Medien an, die in Ihrer Bibliothek überfällig sind.

Warnung

For libraries with a large patron base, this report may take a significant amount of time to run.

Large libraries can choose to filter the report before it runs by setting the FilterBeforeOverdueReport system preference to ‚Require‘.

Bemerkung

You can customize the columns of this table in the ‚Table settings‘ section of the Administration module (table id: circ-overdues).

Der Bericht kann mit Hilfe der Menü-Optionen links neben dem Bericht gefiltert werden.

Bemerkung

The ‚Show any items currently checked out‘ checkbox basically switches this from a report of overdues to a report of checkouts. It will show all titles checked out regardless of due date.

The report result can be downloaded via the ‚Download file of displayed overdues‘ link or the ‚Export‘ button at the top of the table.

Überfälligkeiten mit Gebühren

Dieser Report zeigt Ihnen alle überfälligen Medien in Ihrer Bibliothek, für die Mahngebühren generiert wurden.

If you would like to limit the report you can use the pull down menu at the top to limit to a specific shelving location at your branch. To see overdues with fines at other branches you will have to change your branch or log in at that branch.

Wichtig

If you do not charge fines and/or don’t have the fines cron job running you will see no data on this report.

Aktuelle Vor-Ort-Ausleihen

If you are using the on site checkouts functionality (OnSiteCheckouts) then you’ll have a report to view all items that are currently checked out on site.

Es werden das Fälligkeitsdatum (überfällig in rot), der derzeitige Benutzer, Exemplarinformationen und die aktuelle Bibliothek angezeigt.

Tracking in-house use

Many libraries track the use of items within the library.

Hinweis

This is different from tracking on-site usage. In-house use is the use of items in the library by patrons without them having to check them out. On-site use is the use of items on site that must first be checked out. To learn more about on site usage please review the OnSiteCheckouts preference.

Tracking the use of items in the library without checking them out can be done in Koha one of two ways. The first is to create one or more Statistical Patrons. When collecting items that have been used within the library, you will want to check them out to your statistical patron:

Instead of marking the item as ‚checked out‘ the system will record that the item was used in house:

Repeat these steps for all items that have been used within the library to keep accurate statistics for item use.

The other way to record local use of items is to set your RecordLocalUseOnReturn preference to ‚Record.‘ Then whenever you check an item in that is not checked out and not on hold a local use will be recorded.

Hinweis

If you have RecordLocalUseOnReturn set to ‚Record‘ you can still use your statistical patrons to record local use as well.

Self checkout

Koha comes with a very basic self checkout module. To enable this module you need to set the WebBasedSelfCheck system preference to ‚Enable.‘ To use this module you have to log in as a staff member with self_check permissions.

Hinweis

Create a staff patron specifically for this action so that you don’t leave a real staff client logged into a computer all day

There is no link to the Self checkout module, but a simple addition to the OPACUserJS system preference can add one.

$(document).ready(function(){
    $("#login .btn").parent().after("<p><a href=\"http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl\" target=\"_blank\">Self-Checkout</a></p>");
});

**Important**

The code above has line breaks added to make it more readable,
please be sure to enter the above as one line in when putting it in
the system preference.

The link will then appear at the bottom of the log in page:

You can also access this module by going to: http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sco/sco-main.pl

When on the self checkout page, depending on the value in your SelfCheckoutByLogin system preference you will be asked to enter your cardnumber

or your username and password

Once you’re logged in to the self check module you will be asked to scan the items you are checking out

As you scan items they will appear below the barcode box

When you are finished scanning items it is important to click the ‚Finish‘ button. This will prompt you to print a receipt and log you out of the self check module.

When attempting to check items out there are some instances where error messages will appear and the patron will be directed to the librarian. This will happen even if you are allowing overrides on circulation functions. Only a librarian can override a circulation block and so patrons must go to the librarian for help in these situations.

Self check-in

In order to use the self check-in module, you must first set the :ref: SelfCheckInModule <selfscheckinmodule-label> system preference to ‚Enable‘.

Then, you will have to create a patron with the self_checkin_module permission.

Hinweis

Create a staff patron specifically for this action so that you don’t leave a real staff client logged into a computer all day. You can give this patron only the aforementioned permission so it cannot be used for anything else.

Once this is done, you can head over to the self check-in page: http://YOUR_KOHA_OPAC_URL/cgi-bin/koha/sci/sci-main.pl

Log in with your staff patron with self check-in permissions

Once the computer or kiosk is set and the self check-in user logged in, patrons will be able to check-in their items themselves.

The patron will either scan the item’s barcode, if the computer is attached to a barcode scanner, or type in their item’s barcode in the box and click ‚Add‘ or press enter.

Hinweis

Most barcode scanners will automatically hit return after scanning.

Once they have scanned or entered all their items‘ barcodes, they can click on the ‚Check-in‘ button to return all the items at once.

Wichtig

If the patron doesn’t click the ‚Check-in‘ button, the items will not be returned and will stay in their account.

Wichtig

The self check-in module will not warn user if the item is late, if they have fines, if the item is on hold for someone else, or if they have messages in their account.

They can then click ‚Finish‘ to return to the main self check-in page.

Hinweis

If the patron doesn’t click ‚Finish‘, the screen will refresh after the timeout period specified in the SelfCheckInTimeout system preference.

Hinweis

Even if the patron doesn’t click ‚Finish‘ the item will still be checked in from their account.

You can customize the look of your self check-in screens by using the SelfCheckInUserCSS system preference or the SelfCheckInUserJS system preference.

You can add content, like instructions on how to use the self check-in system for example, by using the SelfCheckInMainUserBlock system preference.

Statistics about the transactions made through the self check-in module are logged into the action_logs table in the Koha database. You can therefore build a custom report to get the statistics you need.

Offline circulation utilities

Koha allows for you to continue circulation actions while offline by using any one of three utilities.

Offline circulation in Koha

If the AllowOfflineCirculation preference is set to ‚Enable‘ the library staff can continue to perform circulation actions within Koha when the system is offline. You will want to visit http://your-koha-staff-client-url/cgi-bin/koha/circ/offline.pl at least once while online and bookmark that page. That is the page you will go to when you are offline.

Wichtig

The offline interface uses HTML LocalStorage, which depending on the browser and user setting, is limited to 2.5MB or 5MB per domain. This means that larger systems will not be able to synchronize their data and are recommended to use either the Firefox or Windows application for offline circulation.

Konfiguration

Vor der ersten Verwendung im Offline-Modus gehen Sie bitte zu Ausleihe und wählen Sie ‚Integrierte Oberfläche für die Offline-Verbuchung‘.

Nun können sie die Daten an jeder Ausleihstation mit der entsprechenden Schaltfläche im rechten Bereich synchronisieren.

Wichtig

The offline interface uses HTML LocalStorage, which depending on the browser and user setting, is limited to 2.5MB or 5MB per domain. This means that larger systems will not be able to synchronize their data and are recommended to use either the Firefox or Windows application for offline circulation.

Dies erlaubt Ihnen eine lokale Kopie Ihrer Benutzer- und Ausleihdaten herunterzuladen. Klicken Sie auf ‚Datensätze herunterladen‘ am Anfang der Seite um die Daten zu synchronisieren.

Nachdem die Daten heruntergeladen wurden, sehen Sie bei jedem Datensatz im rechten Bereich das Datum der letzten Synchronisation.

Dies sollte regelmäßig erfolgen um auf unerwartete Systemausfälle vorbereitet zu sein.

Ausleihe

When your system goes offline visit the Offline Circulation page (http://your-koha-staff-client-url/cgi-bin/koha/circ/offline.pl) in Koha and click ‚Check out‘ or ‚Check in‘ to perform offline actions.

Für die Ausleihe suchen Sie den Benutzer mit Barcode oder Namen in der Ausleihe. Sie erhalten dann die synchronisierten Benutzerinformationen inklusive Gebühren und Ausleihen.

Geben Sie den Barcode des auszuleihenden Exemplars und ein Fälligkeitsdatum ein. Wenn Sie kein Fälligkeitsdatum eingeben, wird Koha nachfragen.

Das ausgeliehene Exemplar erscheint unter den Benutzerinformationen.

Koha offline uploading

Once the system is back online visit the ‚Synchronize‘ page on the Offline circulation module and click ‚Upload transactions‘

After the files are uploaded you can click ‚View pending offline circulation actions‘ on the right.

After clicking ‚View pending offline circulation actions‘ you will be brought to a summary of all of the actions you loaded in to Koha in your *.koc file.

• Wenn alle Offlineverbuchungsdateien der verschiedenen Arbeitsstationen geladen sind, können Sie alle oder nur ausgewählte Dateien Koha zur Verarbeitung übergeben.

• Click on the ‚Process‘ button and Koha will record every stored transaction one by one. For each transaction, the status will change to:

  • „Erfolgreich.“ wenn die Transaktion korrekt ausgeführt wurde.

  • „Benutzer nicht gefunden.“ wenn die Benutzernummer falsch ist

  • „Exemplar nicht gefunden.“ wenn der Exemplar-Barcode falsch ist

  • „Exemplar nicht entliehen.“ wenn ein verfügbares Exemplar zurückgegeben wurde.

Nach der Abarbeitung erscheint eine Zusammenfassung aller Transaktionen.

Firefox plugin

There is an offline circulation tool that you can add to your Firefox browser as an add-on. To do so, just go to https://addons.mozilla.org/en/firefox/addon/koct/ page and click on the „install now“ button. You may have to confirm the installation, just click on „install now“ and then restart Firefox to complete the installation.

Once you have installed the plugin and restarted Firefox, you will see the Koha logo in the download bar at the bottom right of Firefox.

A click on the logo will open the tool in its own window.

The plugin consists of three sections:

• The ‚Check out‘ section is where you check out items

• The ‚Check in‘ section is where you check in items

• The ‘Transactions’ section is where you can track the transactions done while in offline mode

  • The transactions will keep information until you empty it.

    

    If you’d like to clear the transactions, click the ‚Clear‘ box before hitting the ‚OK‘ button.

The first thing you want to do then is to set up the plugin. Proceed to the settings page, linked in the top right of the page or under ‘Configuration page’ in the Transactions section.

Answer the 5 questions presented:

• Server = the URL of the librarian interface

• Username = your staff account login

• Password = your staff account password

• Branch code = the code for the branch where you are located

• Commit Type = If you select ‘Send data to Koha’, your account will need to be approved by an administrator. If you select ‘Apply directly to Koha’, your account will not need to be approved.

  Wichtig

  To save the settings, you will have to close the plugin window and re-open it by clicking again on the Koha logo in the add-on bar.

  Hinweis

  You can create a staff account dedicated to the offline circulation. So that, no matter who is at the circulation desk, they can all use the same login. Along those lines, you can use a group login that you already have in place for circulation as well.

Once you have everything set up you can start checking items in and out.

Checking out:

• Under the ‚Checkout‘ heading

• Scan the patron barcode

• Scan the item barcode

• Click ‚Checkout‘

Checking in:

• Under the ‚Checkin‘ heading

• Scan the item barcode

• Click ‚Checkin‘

Each time, you check out or check in an item, a new transaction is recorded in the local plugin database. This is recorded in the Transactions section bellow.

Hinweis

The status will be „Local.“ as long as you are offline and don’t process the transactions into Koha.

When your Internet connection comes back up you will want to get these transactions in to Koha. Before processing these transactions you should be aware of a few issues.

Because you are not connected to your Koha database when using this plugin holds will need additional processing. If an item you check in while offline has a hold, the hold is kept on the item. Since, you can’t confirm holds found during the processing of every check in, the holds stay on the item and will need to be managed later. If you only checked in a few items you can just keep a record of them all. If you checked in a lot of items you can use the Holds queue once it rebuilds to see what holds made it to the shelf erroneously.

Similarly, if an patron card was expired, the offline circulation tool won’t know about it, so the checkout will be recorded regardless of the patron’s account being blocked normally.

You have two options for adding this data to Koha

• Apply to Koha

  • If you checked in/out on more than one computer at the same time, what you want is to process every transaction consistently. Let’s say for instance that one patron checked a book out on one computer and then checked the same book in on another computer. To be consistent, you need to record the check out first and then the check in. Not the opposite! To do so, you need to group every transaction in one place, sort them all and then, process everything. So, you need to use the „Apply to Koha“ option from every plugin/computer you worked with. This way, the log will go to Koha and be accessible from the Offline Circulation page.

    

  • Get there: Circulation > Pending offline circulation actions

    

  • Wenn alle Offlineverbuchungsdateien der verschiedenen Arbeitsstationen geladen sind, können Sie alle oder nur ausgewählte Dateien Koha zur Verarbeitung übergeben.

  • Click on the Process button and Koha will record every stored transaction one by one. For each transaction, the status will change to:

    • „Erfolgreich.“ wenn die Transaktion korrekt ausgeführt wurde.

    • „Benutzer nicht gefunden.“ wenn die Benutzernummer falsch ist

    • „Exemplar nicht gefunden.“ wenn der Exemplar-Barcode falsch ist

    • „Exemplar nicht entliehen.“ wenn ein verfügbares Exemplar zurückgegeben wurde.

  • Nach der Abarbeitung erscheint eine Zusammenfassung aller Transaktionen.

    

• Direkt anwenden

  • If you performed all of the circulation actions on one computer then everything is sorted already so you can choose to „Apply directly“

  • The status column will be updated to let you know if the transactions were applied

    • „Erfolgreich.“ wenn die Transaktion korrekt ausgeführt wurde.

    • „Benutzer nicht gefunden.“ wenn die Benutzernummer falsch ist

    • „Exemplar nicht gefunden.“ wenn der Exemplar-Barcode falsch ist

    • „Exemplar nicht entliehen.“ wenn ein verfügbares Exemplar zurückgegeben wurde.

Offline circulation tool for Windows

The Offline circulation utility can be downloaded at: https://github.com/bywatersolutions/koha-offline-circulation/releases

To generate a borrowers.db file for loading in to the Windows tool you will need to run the file generator via a cron job.

Upload offline circulation file

The offline circulation tool for Windows will generate a KOC file that you can upload into Koha once your system comes back up.

Klicken Sie auf der Startseite des Ausleihmoduls auf ‚Offline-Verbuchungsdatei hochladen (.koc)‘

Browse your computer for the *.koc file

Klicken Sie auf ‚Datei verarbeiten‘ sobald die Datei vollständig hochgeladen wurde.

Wenn dieser Schritt abgeschlossen ist, kann eine weitere Datei hochgeladen oder es können die geladenen Offline-Ausleihvorgänge verarbeitet werden.

After clicking ‚View pending offline circulation actions‘ you will be brought to a summary of all of the actions you loaded in to Koha in your *.koc file.

• Wenn alle Offlineverbuchungsdateien der verschiedenen Arbeitsstationen geladen sind, können Sie alle oder nur ausgewählte Dateien Koha zur Verarbeitung übergeben.

• Click on the Process button and Koha will record every stored transaction one by one. For each transaction, the status will change to:

  • „Erfolgreich.“ wenn die Transaktion korrekt ausgeführt wurde.

  • „Benutzer nicht gefunden.“ wenn die Benutzernummer falsch ist

  • „Exemplar nicht gefunden.“ wenn der Exemplar-Barcode falsch ist

  • „Exemplar nicht entliehen.“ wenn ein verfügbares Exemplar zurückgegeben wurde.

Nach der Abarbeitung erscheint eine Zusammenfassung aller Transaktionen.