Follett LICENSING TERMS User Manual

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User’s Guide

version 6.00

Faircom Corporation

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2 04/04

by Follett Software Company 1391 Corporate Drive McHenry, Illinois 60050 (800) 323-3397 or (815) 344-8700

Email: info@fsc.follett.com (Customer Service) techsupport@fsc.follett.com (Technical Support)

This software application and the information contained in this manual are subject to change without notice.

Circulation Plus, Catalog Plus, WebCollection Plus, Union Catalog Plus, Alliance Plus, Find-a-Book, Find-It-All, One Search, Knowledge Links, and TitlePeek are trademarks of Follett Software Company.

TextLink is a registered trademark of Follett Educational Services and Follett Software Company.

TITLEWAVE Copyright 2000 Follett Library Resources.

All other trademarks are the property of their respective third-party owners.

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FOLLETT SOFTWARE COMPANY PRODUCT LICENSING TERMS

***IMPORTANT***

This legal document (the Agreement") is an agreement between you and Follett Software Company governing the use of Follett Software Company's library management products listed on Follett's Web sites, including at www.fsc.follett.com, and any revisions and updates (the Product"). The Product may include software, data, and/or other instructional materials. By installing, accessing, or using all or any portion of the Product, you agree to be bound by the terms of this Agreement. If you do not agree to the terms of this Agreement, do not install, access, or use the Product and promptly return any Product to Follett Software Company.

The Product is owned by Follett Software Company and/or its third party licensors. Please see www.fsc.follett.com/destiny for a complete list of the third party open source contributors to the Product and their license terms. The Product is protected by U.S. and international copyright law, and Follett Software Company and its licensors retain all title to and ownership of the Product, with the exception of the following limited use license:

1. Windows and MacOS-Based Products. If you have obtained a single-user license for a MacOS or Windows-based Product, you may install and use one copy of the Product on one computer not attached to your network at your site for the purpose of managing your site's library collection. If you have obtained a multiple-user license for a MacOS or Windows-based Product, you may install and use one copy of the Product on one system or one network at your site for the purpose of managing your site's library collection.

2. Web-Enabled Products. If you have obtained a single site license for a Web-enabled Product, you may install and use one copy of the Product on a central server located within and under the control of your site for the purpose of managing your site's library collection. If you have acquired a district license to use the Product, you may install a copy of the Product on a central server or servers located within and under the control of your district for the purpose of managing the library collections of the sites within your district and for whom you have paid a license fee.

3. Subscription ID and Password. Follett will provide you with a subscriber identification number and user password enabling you to access and allow access to any Follett-hosted subscription Product you have licensed, which may be accessed through your library management system or Follett's Internet sites, depending on the license you have paid for. You are responsible for maintaining the security of your password and agree not to post it on any Web site accessible to the public. You agree to assume responsibility for the results of any misuse of your password and to report any misuse of the password immediately to Follett.

4. Prohibited Use. You may not copy the Product or any accompanying written materials without Follett's permission, except as necessary to use the Product in its intended manner. You may not use the Product or allow any third party to use the Product for any commercial purpose or in any manner not set forth in this Agreement. You may not loan, sublicense, rent, lease, transfer, or assign the Product or any portion thereof to any third party, with the following exception: You may download and post MARC records solely for the purpose of importing them into and managing them from your duly licensed Follett library automation management system. You may not reverse engineer, decompile, disassemble, or in any way modify the Product or any portion thereof without prior written consent of Follett Software Company. Any modifications you make to the Product will remain the property of Follett Software Company and/or its licensor(s).

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5. New Versions. When you install a new version of the Product accompanied by a new license, provided your license fee entitles you to the new version, your use of the new version constitutes your acceptance of the new license and the termination of your license to use any previous version of the Product.

6. Termination for Breach. If you breach any material terms of this Agreement or fail to pay license fees as they become due, Follett Software Company may immediately terminate your license to use the Product, including by disabling any online access, in addition to taking any other legal remedies available to it. Upon termination of your license, you must either return any copies of the Product and any data taken from the Product, including any MARC records, to Follett Software Company or destroy the copies and data and certify in writing that you have done so.

7. Third Party Web Sites. The Product may provide you and your patrons with links to third party Web sites. You acknowledge that Follett Software Company does not endorse or maintain control over and will not be liable for the content, advertising, or other materials contained on such third party sites. Your use and your patrons' use of the content, goods, or services on any third party site will be governed by the terms on that site, if any. You will be responsible for understanding and complying with third party sites' terms of use and instructing your patrons and employees on the same.

8. Third Party Subscription Databases. The Product may enable you and your patrons to search all of your sites' third party subscription databases simultaneously. Because access to many of these databases is strictly regulated under the terms of the license agreements between you and the third party database owners, you agree that it is your obligation to ensure against the unauthorized access of such third party-owned subscription databases. If the Product provides access to password protected content, you agree to password protect such access at your library's server level to ensure that only your patrons can use the Product, and to protect against the unauthorized use of third party-owned content, such as subscription databases.

9. Student Privacy. As part of your subscription, you may be able to allow your patrons to set up their own individual login accounts. If you do so, you agree that you are solely responsible for complying with all applicable state and federal laws regarding student privacy, including the federal Family Education and Privacy Act (FERPA). Follett warrants that it will not use any information you provide from students' accounts for any purpose other than servicing your subscription, and that it will not disclose such information to any third party unless required by law. FOLLETT SOFTWARE COMPANY DOES NOT KNOWINGLY COLLECT ANY PERSONALLY IDENTIFYING INFORMATION ABOUT CHILDREN UNDER THE AGE OF 13 THROUGH THE PRODUCTS. However, Follett cannot make that claim on behalf of third party sites found through the Product. You therefore agree to inform and educate patrons under the age of 13 that they should not provide any personally identifying information on any third party sites without the involvement and verifiable consent of their parents.

10. Limited Warranty. Follett Software Company warrants that for a period of 1 year from its delivery to your site or access, in the case of online subscriptions, the Product will perform in substantial compliance with its specifications and be free of material defects. As your sole and exclusive remedy for this warranty, Follett Software Company will either repair the Product or refund your prorated license fee, provided you report to Follett Software Company in writing the material defect or noncompliance within the 1 year warranty period. This limited warranty does not cover any material defect resulting from any accident, abuse, or misapplication of the Product caused by you, your employees, end users, agents, or contractors, or any modification you, your employees, end users, agents, or contractors make to the

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Product, whether or not such modification is authorized by Follett Software Company.

11. DISCLAIMER OF WARRANTY. FOLLETT SOFTWARE COMPANY DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF TITLE, OR WARRANTY OF NON-INFRINGEMENT. FOLLETT SOFTWARE COMPANY AND ITS LICENSORS ARE NOT RESPONSIBLE FOR AND MAKE NO REPRESENTATIONS OR WARRANTIES WITH REGARD TO THIRD PARTY NETWORK OPERATING SYSTEMS, COMPUTER HARDWARE, SOFTWARE, OR PERIPHERALS THAT YOU USE IN CONJUNCTION WITH THE PRODUCT, OR THAT ANY NETWORK-ACCESSIBLE FEATURES OF THE PRODUCT WILL BE CONTINUALLY ACCESSIBLE OR ACCESSIBLE AT ANY TIME.

THE THIRD PARTY SOURCE CODE USED IN THE PRODUCT AND LISTED, WITH ITS LICENSING TERMS, AT WWW.FSC.FOLLETT.COM/DESTINY IS PROVIDED BY THIRD PARTY LICENSORS AS IS," WHO DISCLAIM ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL ANY SUCH THIRD PARTY LICENSOR OR ITS CONTRIBUTORS OR FOLLETT SOFTWARE COMPANY BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT LIMITED TO LOSS OF USE OR DATA), HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING OUT OF THE USE OF THE PRODUCT, SOFTWARE, OR SOURCE CODE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. IN NO EVENT WILL FOLLETT SOFTWARE COMPANY OR ITS LICENSORS BE LIABLE TO YOU IN ANY AMOUNT EXCEEDING THE TOTAL FEES YOU HAVE PAID TO FOLLETT SOFTWARE COMPANY DURING THE TWELVE MONTHS PRECEDING YOUR CLAIM.

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FOLLETT SOFTWARE COMPANY IS NOT RESPONSIBLE FOR AND MAKES NO REPRESENTATIONS OR WARRANTIES THAT THIRD PARTY PRODUCTS, SERVICES, OR WEB SITES WILL WORK WITH THE PRODUCT, OR THAT ACCESS TO THE PRODUCT OR THIRD PARTY SITES FOUND THROUGH THE PRODUCT WILL BE UNINTERRUPTED OR ERROR-FREE. FOLLETT MAKES NO WARRANTY THAT THE INFORMATION OBTAINED FROM THE PRODUCT IS ACCURATE OR RELIABLE OR THAT ANY GOODS OR SERVICES MADE AVAILABLE THROUGH THE PRODUCT WILL MEET YOUR EXPECTATIONS. YOU AGREE THAT ANY MATERIAL OR DATA DOWNLOADED OR OTHERWISE OBTAINED FROM USE OF THE COLLECTION IS DONE OR ALLOWED AT YOUR SOLE RISK AND THAT YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE THAT RESULTS FROM THE DOWNLOADING OF SUCH MATERIAL OR DATA.

12. Indemnification. To the extent you are permitted under applicable law, you agree to defend, indemnify, and hold harmless Follett Software Company, its parent corporation, subsidiaries, affiliates, and their respective officers, directors, employees, attorneys, and agents from and against any and all third party claims, liability, and expenses, including attorneys' fees and legal costs, that arise out of the use of the Products by you or your patrons in violation of this Agreement. This provision will not apply if you are a public school or public library.

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13. Arbitration. You agree to submit any dispute, controversy, or claim you may have arising out of or relating to this Agreement solely to binding arbitration to be conducted pursuant to the Commercial Rules of the American Arbitration then in effect.

14. Right to Audit Compliance. Follett will have the right to conduct or direct an independent accounting firm to conduct, during normal business hours and no more than twice during any calendar year, an audit of your relevant records to verify your compliance with the terms of this Agreement. This provision does not limit Follett's right to monitor its server logs for accesses made by you, or using any access code issued to you, to any online features, or to investigate any conduct Follett believes either may be a breach of the licensing terms or otherwise threatening to the integrity of its products or services.

15. Entire Agreement. This Agreement constitutes the entire agreement of the parties with respect to the use of the Product. The failure by Follett to enforce any of its rights hereunder will not constitute a waiver of such rights. If any portion of this Agreement is found by a court of competent jurisdiction to be invalid, the other provisions will remain in full force and effect.

16. Intellectual Property. Follett Software Company is the owner or licensee of copyright, trademark, and other intellectual property and proprietary rights in the Product. All trademarks appearing in the Product are the property of Follett or their respective third party owners. Follett disclaims any affiliation or endorsement of such third parties' goods or services, and does not intend to imply any such endorsement or affiliation by using such marks. Likewise, such use is not meant to imply any third party's endorsement of Follett's goods or services. Please be aware and inform your patrons that copyright, trademark, and other intellectual property rights may protect content on third party Web sites and databases accessed through the Product. Nothing in this Agreement affects such rights or implies that you, your patrons, or Follett has any rights in this content. Use of third party content may be governed by a separate agreement with the third party owner and you agree not to use the content in any way that violates this Agreement or the intellectual property rights of the third party owner. You also agree to take reasonable measures to make your patrons aware of all provisions in this section.

17. Exporting Products. This Agreement will not be governed by the United Nations Convention on Contracts for the International Sale of Goods, the application of which is expressly excluded. You agree not to ship, transfer, or export the Product or any data obtained from the Product into any country or use the Product or data obtained from the Product in any manner prohibited by the United States Export Administration Act or any other export laws or regulations.

U.S. GOVERNMENT RESTRICTIONS

1. If the Product is acquired by or on behalf of a unit or agency of the United States Government, this provision applies. The Product: (a) was developed at private expense, and no part of it was developed with government funds; (b) contains trade secret information of Follett Software Company for all purposes of the Freedom of Information Act; (c) is commercial computer software" subject to limited utilization as provided in the contract between Follett Software Company and the governmental entity; and (d) in all respects contains proprietary data belonging solely to Follett Software Company.

2. For units of the Department of Defense (DOD), this Product is sold only with Restricted Rights" as that term is defined in the DOD Supplement to the Federal Acquisition Regulations (DFARS") 52.227-7013(c) (1) (ii) and use, duplication, or

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disclosure is subject to restrictions as set forth in subparagraph (c) (1) (ii) of the Rights in Technical Data and Computer Product clause at DFARS 52.227-7013. Manufacturer: Follett Software Company, 1391 Corporate Drive, McHenry, IL 60050-7041.

3. If the Product is acquired under a GSA Schedule, the U.S. Government has agreed: (a) to refrain from changing or removing any insignia or lettering from the Product that is provided or from producing copies of manuals or disks (except one copy for backup purposes); (b) title to and ownership of the Product and any reproduction thereof shall remain with Follett Software Company; (c) use of the Product and documentation shall be limited to the facility for which it is acquired; and (d) if use of the Product is discontinued at the installation specified in the purchase/delivery order and the Government desires to use it at another location, it may do so by giving prior written notice to Follett Software Company, specifying the type of computer and new location site.

4. U.S. Government personnel using the Product, other than under a DOD contract or GSA Schedule, are hereby on notice that use of the Product is subject to restrictions which are the same as, or similar to, those specified above.

Follett Software Company 1391 Corporate Drive McHenry, Illinois 60050-7041 (800)323-3397 Email: info@fsc.follett.com or techsupport@fsc.follett.com www.fsc.follett.com

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Notes

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Contents

Welcome 27

Getting started 28

Viewing the online User's Guide 28 Getting help 29 About our customized training 29

Contacting Follett Software Company 29

Follett's tollfree number 29 Visit our Web site 30 Contacting Technical Support 30 What's folletttalk? 30

Enhancement requests 30

System Setup 31

Chapter 1 System Setup basics 31

About the setup chapters 31 What you'll need 32 Getting around in System Setup 33

Chapter 2 Setting up your site 35

Identifying your library 35

Identifying your country and first month of statistical year 36 Setting up your barcode symbologies 37

Protecting your Follett applications with passwords 40

Transferring the PHD application to a PHD 42

Obtaining a MARC Organization Code 36

Selecting a barcode symbology 38 Can symbologies be mixed? 38 How to select and define barcode symbologies 39

How to change an application password 41

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How to change the PHD settings 43 Maintaining events for Catalog Plus 43 After setting up your site 44

Chapter 3 Preparing to catalog your collection 45

Grouping your collection according to lending period 45

How to add or edit circulation types 47 Identifying call number locations in your MARC records 47 Setting up your call number prefixes 48

How to add or edit call number prefixes 50

Sorting your call numbers 51 Increasing access to your collection with categories 52

How to add or edit categories 53

How to delete categories 54 Defining the tag range for your brief MARC records 54 Setting up miscellaneous Cataloging options 55 After preparing for cataloging 59

Chapter 4 Setting up Acquisitions 61

Adding vendors 61

Contact tab 63

Notes tab 63

Purchases tab 63 Adding funding sources 64

Amount tab 65

Notes tab 66 Setting the default information 66

Chapter 5 Preparing to circulate your collection 69

Grouping your patrons by type 69

How to add or edit a patron type 71 Making it easier to create new patrons 72 Empowering your patrons 74 Circulation policies: who can have what and for how long 76

How to set circulation limits for patron types 77

How to limit loan periods 78 Setting time limits for items on hold 78

Expiring holds 79

Deleting holds 79

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Setting up reserves 79

Entering the time limits 80 Activating automatic fine calculation and refunds 81 Customizing your overdue, bill, and ready hold notices 82

How to change the wording on a notice 83 Setting your library's hours 85 Setting up your library's current calendar 85 Setting up alert sounds (and more) for your circulation desk 88 After preparing for circulation 90

Chapter 6 Building your union 91

Who should read this? 91 Where do we begin? 91 What is data exchange? 92

Participation levels 93

Filtering rules 94

How are the best" records created? 95 Setting up your union 95

Entering union catalog site information 96

Entering union cataloging information 98 Setting up your members 101

Defining your nonDX members 102

Defining your DX members 106

Deleting a member 112 What's next? 112

Considerations for nonDX members and unions 113

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Circulation Desk 115

Chapter 7 Circulation Desk basics 115

What is Circulation Desk? 115 Starting Circulation Desk 115 Circulation Desk security 118

Limiting and restoring access to Circulation Desk 118 Receipt Printer (Transaction Tracker) setup and printing 120 Showing and hiding patron pictures 122 Transactions 101 122

Typing or scanning barcodes 123

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Finding patrons or copies 123

Important messages for patrons 126

Sounds 126

Handling block conditions during a transaction 127 Adding or editing a patron record 129 Viewing and printing patron information 130 Viewing the current status of a copy 134 Sending items to the bindery or on interlibrary loan 135 Troubleshooting 136

Chapter 8 Checking out items 137

How to check out a copy 138

Adding or editing a patron 139

Adding a title during a checkout 139

Handling noncirculating copies 141 Showing due dates 142 Special due dates for checkouts and renewals 143 Troubleshooting 144

Chapter 9 Renewing items 147

Renewing all (or some) of a patron's checkouts 147 How to renew a single copy or stack of copies 149 Troubleshooting 150

Chapter 10 Checking in items 151

How to check in a copy 151

Handling items on hold or reserve 152

Reshelving items 152 Troubleshooting 152

Chapter 11 Dealing with fines and lost copies 155

Crime and punishment: the types of fines 155

Tracking fine payments 156 Recording payment against the fine balance 157 Recording payment for a single fine 158 Creating fines 158 Editing fines 160 Giving refunds 161

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Marking a patron's checkout lost 161

Charging a fine for the lost copy 163 Troubleshooting 164

Chapter 12 Managing holds 165

A brief introduction to holds 165 A brief introduction to reserves 166

Readying reserves 166

Circulating reserves 166 Getting around the Holds/Reserves window 167 Placing a hold or reserve for a patron 168 Managing holds 169

Extending the life of a hold 169

Changing the priority of a hold 170 Interpreting the Daily Holds Processing exception report 171 Troubleshooting 174

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Chapter 13 Circulating items with a PHD 175

Patrons 183

Chapter 14 Patron Maintenance basics 183

Why use a PHD to circulate your collection 175 Before recording transactions with a PHD 176 Recording transactions with a PHD 176 Processing remote circulation transactions 176

Interpreting the Remote Circulation Processing exception report 179 Troubleshooting 182

About Patron Maintenance 183 Using Patron Maintenance 183 Searching for patron records 184

How to search for a patron record 185

What happens if the patron isn't found 186

Chapter 15 Maintaining individual patron records 187

About maintaining individual patron records 187

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How to add or edit a patron record 187

How to add, edit, and delete addresses 188

How to add or edit an important message or a note 189

How to add, replace, or remove a patron picture 189 How to delete individual patron records 190

Chapter 16 Maintaining patron records in batches 191

About global maintenance 191 Globally updating batches of patrons 191 Updating information for a few individual patrons 192 Updating patron records using a PHD 193 Globally deleting patrons 195 Deleting patrons with a PHD 196 Interpreting the exception report 198

Chapter 17 Importing patron information 199

Chapter 18 Exporting patron records 207

Inventory 209

Chapter 19 Inventory basics 209

About importing patron records 199 Formatting information for the librarian's technical personnel 199

Follett's patron import data file formats 199 Importing patron records 202

Interpreting the exception report 203 Importing patron pictures 204

Interpreting the exception report 206

About exporting patron records 207 How to export patron records 208

Overview of an inventory 209

Preparing for inventory 210

How will Inventory affect circulation? 210

After inventory 212 Inventory Checklist 213

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Starting and getting around in Inventory 215

Chapter 20 Taking inventory of your collection 217

Beginning an inventory 217 Entering copies into Inventory 218

Entering copies directly into the Inventory main window 219

Using a PHD to inventory your collection 221

Using a portable computer to inventory your collection 223

Interpreting the Remote Inventory exception report 228 Finalizing an inventory 230

Printing reports of your Missing items 231 Resetting Missing copies 231 Marking items Missing outside an inventory 232 Deleting Missing items 232

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Cataloging 233

Chapter 21 Cataloging basics 233

Cataloging 101 233

Using MARC bibliographic and authority record formats 233

Permanent or temporary? 234 Starting Cataloging 235

Customizing the toolbar 236

Cataloging Security 238 Finding MARC records in your collection 240

Using Limiters on your local database 241

Accelerated Reader search 242

Lexile search 243

Reading Counts search 244

Find-It-All Collection 245 Searching Alliance Plus Online or Alliance Plus CDs 245

Scanning an ISBN 247 Searching your DX union catalog 247 Using your search results 248

TitlePeek 250 Adding, saving, copying, and editing MARC records 251 Deleting a MARC record 252 Printing MARC records 253

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Chapter 22 Using the Easy Editor 255

When to use the Easy Editor 255 Working with bibliographic records 255

Brief MARC Record tab 256

Added Description tab 257

Providing access through subjects 259

Providing additional entries 260

Using the Find Headings feature 261

What's next? 262

Chapter 23 Using the MARC Editor 263

Working with bibliographic records 263

Adding new bibliographic records 264

The MARC Editor: an overview 265

What is a good" bibliographic record? 265 Tags: the backbone of a MARC record 266

Bibliographic fixed-length tags 268

Variable-length tags 273

What's next? 277 Working with authority records 278

Creating crossreferences 278

Getting started 278

Adding new authority records 279

How are authority records different? 280

What's next? 284

Chapter 24 Working with copies 285

Adding and editing copies 285 Deleting a copy 288

Chapter 25 Importing MARC records 289

Importing bibliographic records 289

Importing MARC 21/852 Holdings data 291

Importing MARC 21/852 Holdings Format Data by Barcode 295

Importing MARC 21/852 Holdings Format by Control Number 296

For Winnebago records: Reconstructing your barcodes and more 297 Importing authority records 307 Interpreting the exception report 308

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Chapter 26 Exporting MARC records 311

Getting ready to export 311 Exporting bibliographic records 312 Exporting authority records 318 Splitting a collection 318

Using a PHD 318

Using categories 319 Interpreting the exception report 321

Chapter 27 Maintaining your collection 323

Using reports to analyze your collection 323 Updating bibliographic headings globally 324 Updating copy information globally 326

Adding funding sources or vendors to their tables 327 Updating individual copies 330 Deleting lost or missing copies globally 330 Deleting subject headings by source globally 332

DX-enabled union catalogs and members 333 Deleting tags globally 334 Deleting titles without copies globally 335 Using a scanner to delete copies 337 Using your PHD for mass updates 338

Updating categories, circulation types, or copy status with a PHD 338

Removing categories from copies with a PHD 340

Deleting copies with a PHD 342 Viewing the Weeding log 344 Updating keywords 345 Rebuilding crossreferences 346 Enhancing your records with the Book Cart 346

Adding titles to the Book Cart 346

Reconning titles in the Book Cart 347

Editing titles from the Book Cart 348

Transferring your records to and from MARC Magician 348

Printing the contents of the Book Cart 349

Merging copies onto one title record 351

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Chapter 28 Cataloging tips 353

Audiovisual equipment 353 Vertical file material 353

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Videorecordings 354 Electronic resources 355

Tag 856Electronic Location and Access 355

System notes and considerations 357

Related materials 358

eBooks 360

Websites 366

Computer files 367

For further information 369

Chapter 29 Acquisitions 371

The lifecycle of an order 371 Adding or editing an order 372

Filling out an order 372 Finding an order 375 Editing vendor information 376 Editing funding source information 377 Updating address information 378 Printing your order form 379

Alliance Plus 381

Chapter 30 Alliance Plus basics 381

About Alliance Plus 381 Starting Alliance Plus 381 Choosing Alliance Plus Online or an Alliance Plus CD 382 Using Alliance Plus 383

Chapter 31 Autorecon and Reading Program Recon 385

About the Autorecon process 385

Bibliographic record modifications 386 Preparing for an Autorecon 387 Running an Autorecon 387 About the Reading Program Recon process 390 Preparing for a Reading Program Recon 391 Running a Reading Program Recon 391

Chapter 32 Process Misses 395

About Process Misses 395

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Running Process Misses 396

Search Stations 403

Chapter 33 Setting up your search stations 403

Accessing Setup 403 General Setup tab 404

Choosing the OPAC interface 405

Controlling user access 406

Providing access to other applications 408

Setting up passwords 409

What's next? 409 Text OPAC Setup tab 410

Choosing search options 410

Modifying the record display 412

Selecting limiter options 412

What's next? 414 Visual OPAC Setup tab 415

Choosing display options 415

Selecting Bookbag options 416

Saving your settings 416

Importing the default buttons 416

Default button sets 416

What's next? 418 Adding and editing action buttons 418

Identifying the button 420

Associating an image with the button 421

Choosing the Action of the button 422

Saving buttons 427

Deleting buttons 427

Putting it all together 428 After saving your setup 429

Setting up multiple search stations 429

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Chapter 34 Setting up WebCollection Plus 431

Running WebCollection Plus 431

Shutting down a connection to the FairCom Server 431 Accessing WebCollection Plus 432

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Constructing the URL for the main page 432

Constructing the URL for the Setup Information page 432

Changing the setup password 432

A note about browser settings 433 The Setup Information page 434 Customizing the appearance of the pages 436

Changing the text on the main page 436

Changing the graphics 437 Providing tools and services for your patrons 438

Configuring the toolbar 438

Enabling the Bookbag 439

Setting up hold and interlibrary loan request options 440

Setting up WebCollection Plus for State Standards 443

Setting up WebCollection Plus for Keyword/Power and Browse searches 444

Checking a copy's status from WebCollection Plus for Union 445

Enabling Patron Empowerment 445

Setting up Visual WebCollection Plus 447 Providing more information access for your patrons 448

Accessing TitlePeek 448

Setting up QuickLinks 448

Modifying the record display 449

Viewing Follett eBooks 449

Enabling optional tabs 450 Customizing your pages 450

Information page 450

Web Links page 451 Testing your setup 452 WebCollection Plus for English/French or English/Spanish 454 Troubleshooting 456

Chapter 35 Using your OPAC 457

Choosing the interface 457 Searching your library in the text interface 458

What is a Power search? 459

Accelerated Reader search 461

Lexile search 461

Reading Counts! search 462

Find-It-All Collection searches 463 Using the search results 463

Electronic Location and Accessthe 856 tag in action 466

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eBooks 467

TitlePeek button 469

Printing search results 470 Searching tools 470

Customizing the limiters 470

Repeating a search 472

Patron Empowerment 472

Accessing other applications 474

Using the Bookbag 475 Viewing events 476 Resetting the search station 476

Clearing the current search 476 Searching your library in the visual interface 477

Getting around in Visual OPAC 477

Tracing your steps 479

Using the Type In Search 480

Using the search results 481

Viewing the record 482

Using the Bookbag 484 Clearing the search station 484

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Reports 485

Chapter 36 Reports basics 485

Chapter 37 Cataloging reports 499

About Reports 485

Creating custom reports 486 Starting Reports 487 Generating a report 489

Selecting a report 489

Setting the report options 489

Changing the date used to run reports 494

Printing the report 495

Cataloging reports overview 499 Generating a Bibliography Report 502 Generating a Brief Records Report 503 Generating a Code Table List 504

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Generating a Copies Added Report 506 Generating a Copies by Funding Source or Vendor Report 507 Generating a Copies With Different Call Numbers Report 511 Generating a Copies With Other Call Numbers Report 512 Generating a Copies Without Call Numbers Report 513 Printing Copy Barcode Labels 514 Generating a Copy List by Circulation Type 516 Generating a Headings Without Authorities Report 517 Generating a Lexile Report 520 Generating a Shelf List 521 Generating Spine/Pocket Labels 522 Generating a Title List 525 Generating a Titles Added/Updated Report 529 Generating a Titles by Category Report 530 Generating a Titles With Duplicate Standard Numbers Report 531 Generating a Titles Without Copies Report 533 Generating a Titles Without Standard Numbers Report 534 Generating a Used or Unused Copy Barcodes Report 535

Chapter 38 Circulation reports 537

Circulation reports overview 537 Generating a Category Statistics Report 539 Generating a Checkouts/Fines Transactions Report 540 Generating a Circulation Statistics Report 542 Generating a Collection Age by Call Number Report 545 Generating a Collection Age by Subject Report 547 Generating a Collection Statistics Report 548 Generating a Collection Value Report 550 Generating a Copy List by Status 551 Generating Date Slips 552 Generating Hold Notices 553 Generating a Hold Statistics Report 556 Generating a Hold Transaction List 557 Generating an Inventory List by Call Number 558 Generating an Inventory List by Title 559 Generating Overdue/Bill Notices 561 Generating an Overdue List 566 Printing Patron Barcode Labels 567 Generating a Patron Barcode List 570 Generating Patron Cards 572

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Generating a Patron Name List 575 Generating a Patron Statistics Report 577 Generating a Used or Unused Patron Barcodes Report 579

Chapter 39 System reports 581

Generating your system circulation statistics 582 Generating a System Information Report 582

More information for union catalogs and members 584

Chapter 40 Extracting data 585

About extracting data 585 How to extract data 585 Using extracted data 586

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Utilities 591

Chapter 41 Database maintenance utilities 591

About Utilities 591

When should I run a utility? 591

What if a utility is interrupted? 592

Backing up your library database 592 Starting Utilities 592 About the Maintenance utilities 593

Check Database Integrity 594

Rebuild Keywords 595

Rebuild MARC Headings 596

Rebuild File Indexes 597 About the Advanced utilities 598

Rebuild Database 599

Reload File 600

Remove Patron History 601

Empty Database 602

Enable/Disable Data Exchange 602 Viewing your registered products 603 Interpreting the Utilities exception report 603

Chapter 42 Backing up your database 605

Develop a backup strategy 605

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How do I back up my database? 605

Media rotation 606

Backup tips 606 Using Follett Software's Backup and Restore 607

Backing up your database 608

Restoring your database 609 Using another vendor's backup software 610

Singleuser sites 610

Multiuser sites 611

Restoring from backup 612

Appendices 613

Appendix A Glossary 613

Appendix B Bibliographic and authority tags 627

Bibliographic tags 627 Tags in the Easy Editor 632 Reading and interest levels and the 521 tag 634 Reading programs and the 526 tag 635 Searchable tags 637 Tags displayed in online public access catalogs 638 Authority tags 639

Appendix C Bibliographic and authority templates 643

Selecting a template 643

Editing the leader, 007, and 008 tags 645

Editing an existing tag in a template 645

Inserting a tag into a template 646

Appendix D Barcode symbologies 647

What does a barcode contain? 647 Barcode terminology 648 What are your barcode options? 649 Defining the barcode symbology 650 Assigning barcodes 652

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Appendix E Using a PHD+, PHD+ II, or PHD Laser+ 653

PHD+, PHD+ II, and PHD Laser+: the Telxon models 653

Supported barcodes 654 Connecting a PHD to your computer 655 Downloading the application 655 Using a Telxon PHD 656

The Telxon PHD main menu 657

Keys used most often 658

How to change key functions 658

PHD features 659

PHD task commands 659

Mastering barcode scanning 660

PHD scanning sounds 661 Recording remote circulations 661

Starting circulation mode and setting the date 662

Checking out and renewing items 662

Checking in items 663 Collecting inventory, copy, or patron data 663 Erasing data from a PHD 664 Troubleshooting 664 Rebooting your Telxon PHD 667 Maintenance information 668

Storing your PHD 668

Cleaning your PHD 668

Charging and recharging batteries 668

Backup power 669

Disposing of old batteries 670

2504/04

Appendix F Using a PHD Dolphin+ 671

Getting started 671

Loading the PHD application for the first time 671 PHD Dolphin+ basics 672

Navigating the PHD Dolphin+ 672

Entering alpha and special characters 672

Supported barcodes 673

Scan and battery capacity 673 Collecting circulation information 674

Checking in items 674

Checking out and renewing items 675 Collecting inventory scans 676

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26 04/04

Collecting patron barcodes 676 Collecting copy barcodes 677 Examining barcode scans 678

Reviewing or deleting individual scans 678

Viewing scan counts 678 Erasing scans 679 Troubleshooting 679 PHD Dolphin+ Quick Reference Guide 682

Important Keys 682

PHD Dolphin+ Main Menu 683

Procedures 683

Appendix G The Bar Tender 693

Setting up The Bar Tender 693

Specifying the label stock layout 693

Editing the barcode label contents 693 Printing sequential barcode labels 695 Saving sequential barcode setup 695 Printing patron barcode labels 695 Barcodes in The Bar Tender 696

Appendix H Configuring scanners 699

Uses 699 Selecting a scanner 699 ScanTeam 3400 CCD 700

Getting ready 700

Programming codes for ScanTeam 3400 CCD scanner 701 ScanTeam 5400 Laser 701

Getting ready 701

Programming codes for ScanTeam 5400 Laser scanner 702

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Welcome

Welcome to Follett Software Company's suite of library automation solutions. This guide includes information about many of our integrated products, even though you may not have purchased all of them.

Circulation Plus is a complete library collection and patron management system. It circulates your collection and tracks circulation and patron statistics, fines, holds, reserves, and your library schedule. Once you set up your policies, you can use Circulation Plus to add patron, MARC, and copy records to your database; circulate materials; print reports; and take an inventory. Circulation Plus includes the basic shared modules (System Setup, Reports, Cataloging, Utilities, and Backup and Restore) and the circulation modules (Circulation Desk, Inventory, and Patron Maintenance).

Catalog Plus offers flexible searching capabilities to help you and your patrons easily locate the materials you want. Once you've set up your site and built your database, you can search your entire collection. Catalog Plus includes the basic shared modules (System Setup, Reports, Cataloging, Utilities, and Backup and Restore) plus an OPAC (Online Public Access Catalog) for your patrons. An OPAC for your crossplatform search stations is also available.

Union Catalog Plus allows you to create a districtwide database from all the MARC records of the member sites. Follett Data Exchange Server instantly updates the union and the member databases with cataloging changes made at any of the sites. These changes are shared, or not, according to the participation preferences of each member. The search results in the OPAC show all copies of a title and their locations.

Alliance Plus lets you add or enhance library bibliographic records with information from an online database with over 5 million titles and a suite of CDROMs. This User's Guide includes information for integrating Alliance Plus into your collection maintenance tasks. Alliance Plus is also available for unions.

WebCollection Plus and the Z39.50 Server expand access to your collection. WebCollection Plus gives your patrons access to your collection over the Internet. Z39.50 Server makes your library database accessible to Z39.50 clients worldwide. Follett Software Company also offers BookWhere? 2000, a Z39.50 client that lets users search multiple Z39.50 databases at the same time. WebCollection Plus and Z39.50 Server are also available for unions.

Find-It-All Collection provides one-stop searching of multiple online resources with Find-It-All One Search, and access to over 160,000 safe, high-quality K-12 Web sites aligned to state and national standards with Find-It-All Knowledge Links. Students can access Find-It-All Collection from Follett's OPAC, WebCollection Plus, or their Internet browser. Find-It-All Collection gives your students access to the best information in the least amount of time.

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A PHD (Portable Handheld Device) is a portable scanner that collects, stores, and transmits data. A PHD lets you expedite your circulation, cataloging, inventory, and reporting activities. Circulation Plus and Catalog Plus currently support four PHD models: PHD+, PHD+ II, PHD Laser+, and the PHD Dolphin+.

If you are interested in learning more about any of the Follett Software products and services mentioned here or elsewhere in this guide, please refer to Contacting Follett Software Company" on page 29.

Getting started

We know you're eager to get started. This User's Guide is designed to help you get the information you need when you need it. The first section covers the setup tasks you need to complete. The remainder of the guide provides information on a modulebymodule basis. Be sure to take a look at the end of the guide for the Glossary and information on MARC tags, the PHDs, and The Bar Tender.

Many of Follett Software Company's applications have been developed for both the Windows and Macintosh operating systems. This guide provides instructions for using the applications on either platform. All differences between platforms are noted in the text.

This guide assumes you have a basic understanding of your operating system. If you need help with OSspecific tasks, such as changing your screen resolution, associating a program with a particular file type, assigning sounds to events, or creating shortcuts/aliases, please see your operating system's help.

Throughout this guide, when instructing you to select several menu commands in sequence, this guide uses a vertical line to indicate a division between menus and submenus (for example: Edit | Global Update | Headings).

You'll notice blocks of information in this guide that are preceded by a boldface word. The boldfaced word indicates the information's importance:

Note:

Important:

Viewing the online User's Guide

By default, this guide is installed in an electronic format wherever you installed Circulation Plus, Catalog Plus, or Union Catalog Plus. This lets you access the guide wherever and whenever you need it. With the online guide, you can quickly search for a specific word or phrase and print pages of the guide.

Note: To use the online User's Guide, you'll need Adobe

or higher. The current version of Adobe Acrobat Reader can be installed from the Adobe Acrobat Web site.



Acrobat Reader v5.x

Page 29

04/04 Welcome 29

To open the online guide, from the computer desktop, open the Follett Applications folder and doubleclick the User's Guide icon. You can also access the Follett Applications menu from the Windows Start | Programs menu or from the Mac OS Apple menu.

Getting help

In addition to the information contained in this guide, all the Follett applications come with extensive help topics. These help topics are designed to provide you with quick access to important information about the module you're using.

To get help with a specific window or dialog, simply click the Help button. You can also select Help from the menu bar at the top of the module's window. From the Help menu, you can access the help topic for the current window, a description of the menus displayed in the current module, product information, and counts for the current number of patrons, titles, and copies in the system.

About our customized training

Follett Software Company offers several options for interactive training with a

Follett representative. Visit our Web site at www.fsc.follett.com or call

1-800-323-3397 for details.

Contacting Follett Software Company

For information about our products, or if you need assistance, please contact us using any of the following methods:

Follett's tollfree number

Use the following number and enter the extension or number key to contact the departments listed below:

(800) 323-3397

7:00 A.M. to 7:00 P. M . central time

Customer Service

(order placement and status, returns, training and workshop information)

To order product literature Press 2

Upcoming events Press 3

FSC's mailing address, additional numbers Press *

Accounts Receivable Ext. 7201 or 7415

Customer Service Fax 1-800-807-3623

Press 1

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04/04

Visit our Web site

Follett Software Company's home page is located at http://www.fsc.follett.com.

From our home page, you'll discover:

What's new at Follett Software Company

How to integrate information literacy solutions with technology

How to solve some of the technology challenges your district is facing

Information on automating Englishspeaking libraries worldwide

How to make your library more efficient and your resources more accessible

Contacting Technical Support

If you need technical support for one of our products and have a support agreement for that product, you may call, fax, or email your questions to us free of charge. Be sure to include your customer number and as much detail as possible (e.g., the contents of critical error messages, what you were doing when an error occurred, etc.).

Phone:(800) 722-74247:00 A.M. to 6:00 P.M. central time

Fax:(815) 578-5196

Email:techsupport@fsc.follett.com

Support Web pagehttp://www.fsc.follett.com/support/

Important: If your support agreement has expired and you need service, call

Customer Service at (800) 323-3397.

What's folletttalk?

As a Follett Software customer, you are entitled to subscribe to folletttalk, an Internet mailing list. This electronic discussion group lets you share your experiences with our software products and services, ask questions, and receive responses from other Follett Software customers. Anything related to Follett Software is welcome on this mailing list.

To join folletttalk, fill out the subscription form on our Web site or send an email message to: imailsrv@fsc.follett.com. In the body (not the subject line) of your

message, include: subscribe follett-talk firstname lastname (e.g. subscribe

folletttalk John Smith).

Enhancement requests

We welcome your ideas and comments. If you have ideas for enhancing our products, guides, or services, please copy the form at the back of this guide, fill it out, and mail it to us; or you can submit your suggestion online at

http://www.fsc.follett.com/contact/suggest_feature.cfm.

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System Setup

Chapter 1 System Setup basics

Once you've completed installation, you're ready to set up the Circulation Plus/Catalog Plus applications. Check the details in the following sections before you start.

Note: If you're setting up Union Catalog Plus, please see Chapter 6, Building

your union."

About the setup chapters

The tasks in the setup chapters are presented in sequential order. You should complete all of the setup tasks in a chapter before proceeding to the next chapter.

If you did not purchase both Circulation Plus and Catalog Plus, the following table explains which setup chapters you are required to complete before using the software:

If you purchased only Circulation Plus, complete the tasks in these chapters:

Chapter 2, Setting up your site" Chapter 2, Setting up your site"

Chapter 3, Preparing to catalog your collection" Chapter 3, Preparing to catalog your collection"

Chapter 4, Setting up Acquisitions Chapter 4, Setting up Acquisitions

Chapter 5, Preparing to circulate your collection" Chapter 33, Setting up your search stations"

In addition to the setup tasks described in the chapters above, you might also want to customize your MARC bibliographic and authority templates. This procedure is described in Appendix C, Bibliographic and authority templates." This function is not available on Mac OS.

If you purchased only Catalog Plus, complete the tasks in these chapters:

Note: The instructions in the setup chapters assume that you've already

barcoded your collection and your patron library cards. If you haven't done this, you'll need to do so before you can circulate your collection using Circulation Desk or before using OPAC. If Follett Software has converted your patron and library material data for you, complete the setup chapters first, and then import your data.

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What you'll need

To aid you in setting up Circulation Plus/Catalog Plus quickly and accurately, we recommend that you gather the following information before you start:

 The official name of your site as you would like it to appear on reports, and

your MARC Organization Code (formerly known as holdings code), if applicable.

 Information about your barcode symbologies. If you purchased your

barcodes from Follett, this information appears on the packing slip that arrived with your barcodes. If you're using another vendor, or aren't sure what kind of barcodes you're using, please read Appendix D, Barcode symbologies," before beginning to set up your software.

 A list of the call number prefixes you use in your library, if any.

 A list of circulation descriptions based on the types of books you have in

your collection. For example: 2week checkout" (fiction, biographies, etc.), 1hour checkout" (encyclopedias, dictionaries, maps), and Overnight checkout" (general reference books).

04/0432 System Setup

 If you want to use the Acquisitions feature, pertinent vendor and funding

source information.

In addition, if you purchased Circulation Plus, you'll want to gather together the following:

 A list of your patron groupings. For example: elementary school, middle

school, high school, parents or volunteers, staff, etc.

 A copy of your library policy handbook, or a list of your circulation policies.

 A copy of your school's or site's calendar that lists all of the closed days and

holidays for the current and upcoming year.

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04/04 Chapter 1 System Setup basics 33

Getting around in System Setup

To begin setting up your software, from the computer desktop, open the Follett Applications folder and doubleclick the System Setup icon. You can also access the Follett Applications menu from the Windows Start | Programs menu or from the Mac OS Apple menu.

Important: When you launch System Setup for the first time, it creates files that

are used by all the other Follett applications. This process may take several minutes.

The Site Setup password dialog appears:

Enter the default password, MAKEITSO, or your own previously defined one,

and click OK. The Site tabs appear with the Identification tab open:

Menu bar

To open a group of setup tabs

To customize your MARC bibliographic and authority templates (not available on Mac OS)

The menu bar in the System Setup module contains the following menus:

 File menuContains the Exit/Quit command used to close System Setup.

 Setup menuContains the options for accessing the various setup tabs. For

example, to access the Site tabs, choose Site from the Setup menu. The setup tasks associated with the items on this menu are described in Chapters 2 through 5.

 Templates menu(Not available on Mac OS) Contains options for modifying

the MARC bibliographic or authority templates. The tasks associated with

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04/0434 System Setup

these options are described in Appendix C, Bibliographic and authority templates."

 Help menuContains options for finding help pertaining to System Setup.

From the About dialog you can see product information for the application, the current number of patrons, titles, and copies in the system, and run the System Circulation Statistics and System Information Reports (see Chapter 39, System reports").

You should begin setting up Circulation Plus/Catalog Plus by entering your site information in the System Setup - Site tabs. Proceed to Chapter 2, Setting up your site," for the instructions.

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Chapter 2 Setting up your site

In this chapter, you'll do the following setup tasks: identify your library; identify your country and the first month in your statistical year; set up your barcode symbologies; protect your Follett applications with passwords; transfer the PHD application to your PHD, if you have one; and maintain events for OPAC.

Identifying your library

System Setup allows you to store the most relevant information about your site, such as your site's name and MARC Organization Code, in a place that's accessible to all Follett applications.

Note: For nonUS sites, complete the tasks in the next section, Identifying your

country and first month of statistical year," before identifying your library.

To obtain a MARC Organization Code, see page 36.

The person to whom library mailings are directed

Voice phone number for the library's contact person (e.g., the head librarian)

This numberassigned to you when you purchased this softwareis required by Follett's online services (e.g., Alliance Plus Online, WebPath Express, and Find-It-All Collection).

Your site's federal or state tax exemption number

1. After launching System Setup, a password dialog for Site Setup appears. The default password for Site Setup is MAKEITSO. Type the password and choose OK. The Site tabs appear with the Identification tab open:

Your site's name (appears on reports and notices)

To cancel changes before saving

Your site's mailing address appears as the return address on Hold, Overdue, and Bill Notices.

Note: Field names vary based on your address format (e.g., State vs. Province).

If you purchased netLibrary eBooks, this number is required to allow checkouts.

2. In the text boxes, enter your official site information. When you're finished, choose Save. The only information that is required here is your site's name and your Follett customer number, unless you are a member of a union.

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04/0436 System Setup

For Union Catalog Plus members: If you are a member of a union catalog, you must also enter a short site name and a MARC Organization Code. The short site name is limited to 10 characters and should be a meaningful abbreviation of the full site name. In Union Catalog Plus, the short site name appears with the copy information in Cataloging, OPAC, and WebCollection Plus for Union. If you do not have a MARC Organization Code, see the instructions below.

Obtaining a MARC Organization Code

To obtain a MARC Organization Code, fill out the online request form at

http://lcweb.loc.gov/marc/organizations/ or contact the Library of Congress

directly (fax or email requests are preferred and can speed up processing):

Library of Congress Network Development and MARC Standards Office 101 Independence Ave, SE Washington, DC 20540-4402 Fax: (202) 707-0115

Canadian organizations should contact the National Library of Canada at

illser@knoll-bnc.ca to obtain a library symbol.

Your MARC Organization Code must be unique among the sites with whom you may share records.

Identifying your country and first month of statistical year

System Setup allows you to choose from three address formats: US, Canadian, and Other Countries. Changing your address format changes the address format of the Identification tab and modifies the template you use to add patrons. To ensure accurate statistical reports, System Setup requires that you define the first month in your statistical year.

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04/04 Chapter 2 Setting up your site 37

1. From the Site tabs, select the Information tab:

Country where your site is located. This determines the address format.

The first month in your site's statistical year. The Follett applications use this month when generating circulation statistics and reports.

To cancel changes before saving

Note: The Follett applications track circulation statistics automatically. If you

are familiar with our earlier products, this means that you no longer need to reset counters.

2. Select your address format and the first month in your statistical year from the list. When you're finished, click Save.

See also: For information about running statistical reports on your

collection's circulations, see the Collection Statistics (page 548), Patron Statistics (page 577), and System Circulation Statistics (page 582) reports.

Setting up your barcode symbologies

Before you can start scanning barcodes for library items or patrons or before you start importing copies, you must inform Circulation Plus/Catalog Plus which symbology you are using, or plan to use. There are three preparative steps:

 Select the barcode symbology you are using for patrons and library items.  Define the barcode symbologies if other than Follett Classic.  Test the barcode symbologies.

You don't need to define Follett Classic as your symbology. Follett Classic is always recognized, and any barcode with seven digits or fewer is recognized as Follett Classic. A barcode symbology with eight or more digits must be defined.

Note: Circulation Plus/Catalog Plus let you automatically assign the next highest

available barcode number to an item or a patron. For more information, see Assigning barcodes" on page 652.

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Selecting a barcode symbology

Circulation Plus and Catalog Plus can recognize the following barcode symbologies:

04/0438 System Setup

 Follett Classic symbologies  Generic Codabar  Codabar Mod 10  Generic Code 39  Code 39 Mod 10

 Code 39 Mod 11  Code 39 Mod 43  Generic Interleaved 2 of 5  Interleaved 2 of 5 A  Generic LabelCode 5

Follett Software applications recognize the industrystandard 14character barcode symbologies and the Follett Classic barcode symbologies.

See also: For more information about using the above barcode symbologies,

refer to Appendix D, Barcode symbologies."

PHD supported barcodes

You can use a PHD to simplify certain circulation, cataloging, inventory, patron maintenance, and reporting activities. Currently Follett Software supports four PHD models. For information about the barcodes supported by the PHD+, PHD+ II, or PHD Laser+, see page 654. If you're using a PHD Dolphin+, see page 673.

Important: To use a PHD, your barcodes must include a Type Identifier

regardless of the symbology you choose. Follett Classic symbologies assume a P" for patron barcodes and a T" for library materials.

Can symbologies be mixed?

Circulation Plus/Catalog Plus allow you to use the same symbology for both your patron and your library item barcodes, or you can use different symbologies. For each type of barcode (patron and library item), you can use a Follett Classic symbology and an additional 8to14 digit symbology.

If you are already using a Follett Classic barcode symbology for your patrons or library items, you can still continue to use these barcodes. Even if you choose another symbology, say, Code 39 Mod 10 for your new patron barcodes, Circulation Plus will always recognize and accept those barcodes that are of a Follett Classic symbology.

If you choose to use a symbology other than Follett Classic, you can only use one additional 8- to 14-digit symbology for each type of barcode (patron or library item). For example, you could use Code 39 Mod 10 for patron barcodes and Code 39 Mod 43 for library items. However, you cannot use both Code 39 Mod 10 and Code 39 Mod 43 symbologies for patron barcodes because these symbologies use a different check digit algorithm.

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04/04 Chapter 2 Setting up your site 39

How to select and define barcode symbologies

1. From the Site tabs in System Setup, select the Barcodes tab:

To cancel changes before saving

Note: If your site only uses Follett Classic symbologies for patrons and

library materials, you're finished. Go on to the next section, How to test a barcode."

2. From the Symbology dropdown lists, select the name of the symbology you are using for your patron and library item barcodes. If you are changing from one symbology to another, a message appears, warning you that some of your barcodes may become invalid, which might require you to rebarcode part of your collection. Choose Yes. Another message appears, explaining in detail the consequences of changing your symbology. Choose Yes.

If you use Follett Classic and a nonFollett Classic symbology, you only need to specify the nonFollett Classic symbology. Circulation Plus/Catalog Plus always recognize and accept the Follett Classic symbologies.

If you ordered your barcodes from Follett Software, all of the information required to fill in the Barcodes tab is listed on the packing slip you received with your barcodes. If you didn't purchase your barcodes from Follett Software, and you're not sure how your barcode symbology is configured, contact your vendor.

If either of the following conditions apply to you, you may also want to refer to Appendix D, Barcode symbologies," for more detailed information about filling out the Barcodes tab:

 You are converting from another software package that uses its own

barcode symbology.

 You have printed, or are thinking about printing, your own barcodes. For

more information, see Appendix G, The Bar Tender."

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04/0440 System Setup

3. Fill in the text boxes as appropriate for your symbology, and then test your barcodes using the instructions in the next section. When you're finished, click Save.

Important: You must fill in all fields that are enabled. If you don't know the

information, contact your barcode vendor.

How to test a barcode

1. In the Barcodes tab, choose Test. The Test Barcode dialog appears:

2. In the Barcode text box, scan the barcode or type it, and then choose Test. When the validation process is finished, a message appears notifying you if the barcode passed or failed. If the test failed, contact your barcode vendor or Follett Software's Technical Support to ensure your symbology is set up properly in the Barcodes tab.

Protecting your Follett applications with passwords

For security purposes, Circulation Plus/Catalog Plus allow you to change the passwords you use to access the Circulation Plus/Catalog Plus applications such as Cataloging and Circulation Desk. This ensures that only those users who know the passwords can access the applications.

The Cataloging and Patron Maintenance tabs in System Setup are protected using the password for the corresponding application. For example, to access the Cataloging tabs in System Setup, you must enter the password for the Cataloging application. The Circulation tabs and the Site tabs have their own passwords, called the Circulation Setup and Site Setup passwords.

In addition to these passwords, you can also specify a password for overriding block conditions that occur during transactions in Circulation Desk. A block condition occurs when a patron violates a circulation policy, such as exceeding the maximum number of checkouts. In order to proceed with the transaction, you must enter the Circulation Desk Override password.

To use the security options in Circulation Desk, you must define a password for Circulation Desk. To use the security options in Cataloging, you need only define one on the Limit Cataloging Access dialog; you do not need to define a Cataloging password.

Note: If you don't want to use passwords, you may delete any or all of them.

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04/04 Chapter 2 Setting up your site 41

How to change an application password

1. From the Site tabs, select the Passwords tab:

To cancel changes before saving

Tip: To remove password protection from your Follett applications, select the

hidden text (*s), and then press DELETE.

2. In the Password column text boxes, type a password composed of up to ten alphanumeric characters. (See the following table for a list of the default passwords.) In the Verification column text boxes, type the same password again, and then choose Save.

Module Password

Alliance Plus Same as the password for Cataloging

Backup and Restore Same as the password for Utilities

Cataloging MODTITLE

Circulation Desk CHECKITOUT

Circulation Desk Override LETITGO

Circulation Setup SOBEIT

Inventory Same as the password for Circulation Desk

Patron Maintenance MODPATRON

Reports PRINTIT

Site Setup MAKEITSO

Utilities FIXDATA

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Transferring the PHD application to a PHD

Follett Software's PHD application allows your PHD to recognize your library's barcode symbologies and to work with Circulation Plus/Catalog Plus. Use the following steps to load the current version of the PHD application onto each PHD your library uses before you use it.

Once the application is loaded, you'll only need to repeat the process if:

 The PHD screen displays the message, Ready to Update?"

 You upgrade to a new version of Circulation Plus/Catalog Plus.

 Your barcode symbologies change.

 You share your PHD with other libraries that use different symbologies.

 You're using a PHD+, PHD+ II, or PHD Laser+, and you've replaced the

PHD's memory or batteries.

1. Make certain your PHD is connected to your computer. To protect your equipment, turn off the PHD and computer before connecting or disconnecting your PHD.

04/0442 System Setup

Select the PHD model you're using.

These instructions change based on the PHD you choose.

2. From the Site tabs in System Setup, select the PHD tab:

If the default port and speed aren't correct, click Edit and make the desired changes. For instructions, see How to change the PHD settings" (page 43).

3. Once you've selected the correct PHD model and adjusted the PHD settings as desired, simply follow the instructions displayed on the screen.

Note: If you're loading the PHD application to a PHD Dolphin+ for the first

time, see the instructions on page 671.

A progress dialog appears while the application is transferred to your PHD. When the process is complete, click Close to return to Site Setup.

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04/04 Chapter 2 Setting up your site 43

How to change the PHD settings

If the default port and speed aren't correct for your PHD, from the PHD tab, choose Edit under PHD Settings. The PHD Settings dialog appears:

Select the port you use to attach your PHD to your computer, and then...

...select the highest speed available for that port. The PHD Dolphin+ only com municates at a speed of 9600 baud.

After selecting the port and speed for your PHD, click Save.

Note: The port and speed settings are saved as the defaults for this workstation

only. You can change a workstation's default settings through any of the PHD features in the Circulation Plus/Circulation Plus applications.

Maintaining events for Catalog Plus

If you want events deleted after they have expired, check this box. Note: This option isn't available if you have not installed Circulation Plus.

Entering event notes for specific days throughout the year is like keeping an event log or notebook of upcoming activities for the library, school, or community. If you have Catalog Plus, your library patrons can view the events you maintain in OPAC (see page 410) and with WebCollection Plus (see page

450). However, even if Catalog Plus is not installed, you can still maintain a list of

events for yourself in System Setup.

1. From the Site tabs in System Setup, select Events.

To delete an event, select the event and click Delete. At the message, click Yes to proceed.

The number of days an expired event remains in the system before being deleted

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04/0444 System Setup

2. To add an event, click New. To edit an event, select the event under Event List, and click Edit. The dialog appears:

To erase the note for this event

3. Add or make changes under Event Information. Type the time and date that the event you are scheduling begins and ends.

Example: If the event is scheduled to begin at noon, type 12 p. If the event

starts at 9:30 in the morning, type 09:30 a.

Type a brief description of the event. Adding a note for each event is optional. If you want to add or edit a note for a scheduled activity, put the cursor in the Event Note text box and type the note. When finished making changes under Event Information and Event Note, click Save. The Events List window reappears, displaying all events in chronological order.

After setting up your site

Whether you purchased Circulation Plus, Catalog Plus, or both, you're now ready to prepare to catalog your collection. Proceed to Chapter 3, Preparing to catalog your collection."

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Chapter 3 Preparing to catalog your collection

The Cataloging setup tasks you'll need to perform include the following: grouping your collection according to lending period; identifying probable call number locations in your MARC records; setting up your call number prefixes; increasing access to your collection with categories you define; defining the tag range for your brief MARC records; and making it easier to add copies to your collection.

Throughout this chapter there are references to MARC 21 (formerly known as USMARC), MARC records, and the MARC 21 standard. If you are not familiar with MARC, please find an appropriate reference guide before beginning, such as the MARC Bibliographic Format Guide, published by the Follett Software Company, or MARC 21 Format for Bibliographic Data, published by the Library of Congress.

See also: For more information about MARC, visit the Library of Congress Web

site at http://lcweb.loc.gov/marc.

Grouping your collection according to lending period

As you already know, when a patron checks out a book, the circulation period (length of time he/she is allowed to keep the book) is based on the patron type (age or classification of the patron) and the circulation type (type of book). For example, libraries may only allow students to check out new books for half of the normal checkout period. To help you maintain the various lending periods based on the type of book, Circulation Plus/Catalog Plus allow you to create and assign circulation types to the copies in your collection.

Example: Let's suppose you want to limit the loan period of a new book to one

week. You would create a circulation type such as 1week checkout," or New books," depending on how you want to group your collection, and then establish a corresponding loan period for this circulation type for each of your patron types in your circulation policies.

You assign a circulation type to a copy when you add a new copy to a title in Cataloging. You can change the circulation type of a copy by editing the copy.

Circulation types are, however, only descriptions of the loan periods for items in your collection. You establish the actual loan periods when you create your circulation policies for your patrons.

See also: For more information about how circulation types relate to loan

periods, see Circulation policies: who can have what and for how long" on page 76.

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Circulation Plus/Catalog Plus have three default circulation types:

Suggested use for default circulation types

Circulation type Suggested use

04/0446 System Setup

Regular R

Noncirculating eBook *NC

Temporary TEM

Use the Regular circulation type for library materials that can be checked out for the standard loan period set by your library.

Use the *NC circulation type for electronic library materials, such as eBooks, that are not checked out through Circulation Desk. Copies with this circulation type cannot be circulated or have a hold or fine placed on them. Any block condition generated when trying to do so cannot be overridden. The inventory status is always Marked. NetLibrary eBook copies" have this circulation type.

Use the Temporary circulation type for library materials that are not a part of your permanent collection and that can be checked out only on a temporary basis. This is typically used for magazines and newspapers.

You can only assign the Temporary circulation type when you add a title during a checkout. Temporary titles are automatically deleted when the item is checked in.

See also: For more information about temporary items, see Adding a title during a checkout" on page 139.

You can also use circulation types as a limiter when you generate the following reports: Overdue/Bill Notices and Checkouts/Fines Transaction Reports.

To access your circulation types, select Cataloging from the Setup menu in System Setup. If you have defined a password for Cataloging, a password dialog

appears. The default password for Cataloging is MODTITLE. Type the password

and choose OK. The Cataloging tabs appear with the Circ Types tab open:

The number of copies attributed to each circulation type increments as copies are added in Cataloging and Circulation Desk.

To delete the highlighted circulation type

To define the highlighted circulation type as the default for all new copies

From this tab you can add, edit, or delete circulation types. You cannot, however, delete or edit the Regular (R), Noncirculating eBook (*NC), or Temporary (TEM)

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04/04 Chapter 3 Preparing to catalog your collection 47

circulation types. Circulation Desk automatically assigns the Temporary circulation type to temporary copies created during a checkout. You can also define any one of the Circ Types as the default. Cataloging then automatically assigns the default circulation type when adding or importing new copies to the collection that do not have a circulation type defined in the import file.

Note: You cannot delete a circulation type if it has copies assigned to it. To do

this, you must first change the circulation type of the affected copies. If you have a PHD, you can do this by using Update Copies via PHD. For information about updating copies with a PHD, see Using your PHD for mass updates," page 338.

How to add or edit circulation types

1. To add a circulation type, choose New in the Circ Types tab. To edit a circulation type, select one from the list, and then choose Edit. The desired dialog appears:

Note: Once a circulation type is saved, you cannot edit its code.

2. Type a code and description that easily identifies the circulation type. When you finish adding or editing a circulation type, choose Save.

Identifying call number locations in your MARC records

When you create a copy record, unless you replicate an existing copy, Cataloging automatically retrieves the call number from the 900 tag in the copy's MARC bibliographic record. This saves you time because you don't need to retype the call number each time you create a new copy record.

System Setup allows you to customize Cataloging so that it looks for call numbers in up to three tags and in up to five different subfields for each tag. You will want to add other locations for the call numbers if the vendor of your MARC records puts the call number in a tag other than the 900, or if you are doing your own original cataloging and choose to put call numbers in another tag.

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To set up the default call number locations, follow these steps:

1. From the Cataloging tabs in System Setup, select the Call Numbers tab:

To cancel changes before saving

Default value is 900a. One of the five subfields must be filled in. The subfield must be valid for the tag based on current MARC 21 standards.

04/0448 System Setup

2. In the Tag and Subfields text boxes, type the most probable locations for the call number in your MARC bibliographic records, and then choose Save.

Important: Enter the tag and subfield values in order of probability that a call

number will be located in those locations.

Setting up your call number prefixes

Call number prefixes are meaningful abbreviations typically used to help identify the location of a book in the library according to general content. Examples of common call number prefixes are BIO (Biography), E or EZ (Easy Reading), REF (Reference), and FIC (Fiction).

Circulation Plus/Catalog Plus use call numbers to collect circulation statistics and sort copy lists during searches and in reports (Bibliography Report, Inventory List by Call Number, and Shelf List). By creating specific call number prefixes in System Setup, you control how the library automation system collects statistics and sorts copy lists. For records with call number prefixes not defined in System Setup, Circulation Plus/Catalog Plus place the statistics under the OTH (Other) call number prefix. The system automatically tracks statistics for items using standard Dewey call numbers without prefixes.

You can also use the call number prefixes to sort copies. Using the custom sorting option (see Sorting your call numbers" on page 51), you can adjust your sort order to match the bookshelves or to control reports of copies listed by call numbers. The default sort order is numbers followed by symbols and alphabetic characters.

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04/04 Chapter 3 Preparing to catalog your collection 49

If you want to use your call number prefixes to organize your collection by subject matter, we recommend you run the Copies With Other Call Numbers Report (see page 512) and address any copies in the report (change the prefixes used by the copies or add them to the prefix list maintained in System Setup).

To access your call number prefixes, select the Call Num Prefixes tab from the Cataloging tabs:

List of currently specified call number prefixes

Deletes the selected call number prefix. If you delete a call number prefix, System Setup compares the deleted item to the remaining prefixes. If it finds a prefix consisting exclusively of the first, or first and second characters of the deleted prefix, it moves the circulation statistics to that prefix. Otherwise, System Setup moves the circulation statistics relating to the deleted prefix to the OTH (Other) prefix.

Important: Prefixes included in the Custom sorting list (see page 51) can't be deleted.

System Setup assigns the following default prefix codes automatically:

 OTH(Other) used to track circulation statistics for copies that have a call

number prefix that is not defined in the Call Num Prefixes tab.

 TEM(Temporary) used to track circulation statistics for temporary copies

that are created during checkout.

Note: You can neither edit nor delete the OTH and TEM call number

prefixes. You can only edit the description of a call number prefix you have created.

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How to add or edit call number prefixes

1. To add a call number prefix, choose New. The Add Call Number Prefix dialog appears. To edit the description of an existing call number prefix, select one from the list, and then choose Edit. The Edit Call Number Prefix dialog appears:

Note: Once a call number prefix is saved, you can edit the description, but

you cannot edit the prefix. If a prefix is incorrect, delete the call number prefix and create a new one.

04/0450 System Setup

2. If you are adding a call number prefix, type up to three characters in the Prefix text box. A prefix can consist of any three characters with the exception of Dewey numbers (000-999), periods, and leading or embedded blank spaces. Whether you are creating or editing a call number prefix, type a description in the Description text box, and then choose Save.

Note: As you add each call number prefix, System Setup checks for any

copies using the new prefix and moves any circulation statistics associated with those copies to the new prefix.

Important: In the interest of accurate statistics and reporting, you may want

to define all the nonDewey prefixes used in your collection. If you're a DXenabled union member, your defined call number prefixes can also impact what data is exchanged.

If you define a prefix that consists exclusively of the first or first and second characters of undefined prefixes in your collection, the copies with the undefined prefixes will be grouped with the defined prefix. For example, defined prefix B" would include undefined prefixes BI" and BIO."

See also: If you notice that some copies in your collection are using

variations of your defined call number prefixes (e.g., [Fic] vs. FIC), you can easily change them. See Updating copy information globally" on page 326 for instructions.

If you're using the custom sorting option to organize your call numbers by prefix, any new call number prefixes are added to the Statistics only list. To place the new prefix in the desired sorting order, continue with Sorting your call numbers" below.

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04/04 Chapter 3 Preparing to catalog your collection 51

Sorting your call numbers

1. To change your call number sorting order, from the Call Num Prefixes tab, click Sorting. The Sort Call Numbers dialog appears.

Note: If a partial inventory is in progress, System Setup will not allow you to

change your call number sort order.

The order defined in the Custom sorting group box represents the order used to organize copy lists by call number in searches and reports.

Any call number prefixes displayed in the Statistics only list are limited to collecting circulation statistics. They have no impact on sorting order. Circulation Plus/Catalog Plus incorporate copies using these prefixes into the sort order by comparing them to the prefixes in the Custom sorting list. If it finds a prefix consisting exclusively of the first or first and second characters used by the prefix in the Statistics only list, Circulation Plus/Catalog Plus sort those copies with that prefix. Otherwise, the copies are sorted with the OTH (Other) prefix titles.

2. If you want to use a customized call number sort order, the Enable custom sorting of call numbers check box must be selected. Highlight the desired call number prefix, and then use the Add, Remove, Move Up, and Move Down buttons to modify the sorting order.

Important: You'll need exclusive access to the library database if you want to

save changes to the sort order. This means that no other Follett applications or services may be open on any workstation or search station. Rebuilding the call number headings may take a long time and cannot be interrupted.

3. When you have finished rearranging the call number prefix order, click OK. If you have modified the call number prefix sorting order, a message appears, informing you that System Setup must rebuild the call number index to use the updated sorting order.

4. Click Yes to proceed. The Rebuilding Call Number Headings progress dialog appears while the index is updated. When the process is finished, click Close.

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Increasing access to your collection with categories

Circulation Plus/Catalog Plus let you create categories for your collection. You assign your categories to copies in your collection in Cataloging. Categories are most commonly used for report generation and curriculum support.

As an example of a reportbased category, let's imagine that you wanted to see a list of books you purchased using money from an Olin Foundation grant. You would create a category, Olin Foundation grant," and then assign that category to those copies as you purchased them. You would then generate a Titles by Category Report.

For an example of a curriculumbased category, let's look at a teacher 's reading list. If you create a category for the books on Mr. Smith's biology class reading list, the Titles by Category Report you generate can then be distributed to Mr. Smith's students. Since copy call numbers are listed on the Titles by Category Report, students can go to the shelves to find the books on their reading list.

Another example of a curriculumbased category might be Books about presidents." You can selectively assign this category to books that contain presidential biographies. When students are searching for report topics, your Titles by Category Report will save them time when finding the books they need.

04/0452 System Setup

The following is a list of additional reports, other than the Titles by Category Report, that you can generate according to category or limit by category: Bibliography, Inventory List by Title, and Circulation Statistics.

See also: For more information about the reports listed above, please see

Chapter 37, Cataloging reports," and Chapter 38, Circulation reports."

In addition to reports, you can use categories for collection maintenance tasks. In Cataloging, you can specify a category or a range of categories when exporting MARC records or when adding them to the Book Cart for further processing.

If you have OPAC installed, you can quicken the search process by selecting Category as one of the search options available at a search station. For information about enabling category searches in OPAC, see Choosing search options," page 410.

Except for selfgenerated categories created by Cataloging during MARC 21 import and the Temporary category, there are no default or builtin categories. If you import a MARC 21 record into Cataloging that contains a category code that doesn't already exists in System Setup, Cataloging creates a category with the description <Code> <Added by Import>," where the code would be the category code number from the imported record. After the MARC records are imported, you can change this description to something meaningful to your collection. The Temporary category is automatically assigned to temporary items that are created in Circulation Desk during a checkout.

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04/04 Chapter 3 Preparing to catalog your collection 53

To access your categories, select Categories from the Cataloging tabs:

You can have up to 2,000 categories.

From this window you can add, edit, or delete a category. You cannot, however, delete or edit the Temporary category.

How to add or edit categories

1. To add a new category, choose New in the Categories tab. To edit a category,

The category code can be a number ranging from 2 to 2000.

Once a category is saved, you cannot edit its code.

2. When you finish creating or editing a category, choose Save. The code and

select one from the list, and then choose Edit. The desired dialog appears:

description appear in the Categories tab.

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How to delete categories

1. On the Categories tab, select the desired category, and then choose Delete. A warning message appears, asking if you are sure you want to delete the category. Choose Yes. You will be asked if you want to continue. Choose Yes again. The Deleting Categories progress dialog appears.

When a category is deleted, the category is first removed from all of the copies to which it has been assigned. After the category is removed from all of its copies, the category itself is deleted. If you interrupt the deletion process by choosing Cancel in the progress dialog, System Setup does not go back and reassign that category to the copies from which it has already been removed. You will have to reassign the category to its copies based on your Titles by Category Report.

2. When processing is complete, choose Close in the Deleting Categories progress dialog.

Defining the tag range for your brief MARC records

System Setup allows you to set starting and ending tag numbers to determine if a record is brief or full. A brief record contains no information in the tags within the specified range. A full record does contain information in one or more tags in the specified range.

04/0454 System Setup

If you purchase Alliance Plus, changing the brief record range affects which titles are updated during an Autorecon. For more information about the Autorecon process using Alliance Plus, see Chapter 31, Autorecon and Reading Program Recon."

You can also generate a Brief Records Report that lists brief records in your collection according to title. For more information about the Brief Records Report, see Generating a Brief Records Report" on page 503.

Important: When redefining your brief record tag range, you must have exclusive

access to the database. This means that no other Follett applications may be open at any workstation except for search modules, such as OPAC or WebCollection Plus. Redefining your brief record tag range may also take a long time. Once started, this process cannot be interrupted.

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04/04 Chapter 3 Preparing to catalog your collection 55

To change the tag range for a brief record, follow these steps:

1. From the Cataloging tabs, select the Brief Records tab:

To reset the brief record range to the defaults: 305 through 899

To cancel changes before saving

The current values for the starting and ending tag numbers appear in the two text boxes.

2. In the first text box, type the first tag number for the range of tags to exclude from a brief record. In the second text box, type the last tag number for the range to exclude from brief records.

3. When you're finished, choose Save. An alert box appears, warning you that redefining your brief record tag range may take a long time. Choose Yes. The Brief Record Definition progress dialog appears.

4. When System Setup finishes processing, choose Close in the progress dialog.

Setting up miscellaneous Cataloging options

The options on the last Cataloging tab let you control a number of timesaving and searchenhancing features. You can choose the following:

 Have keywords and crossreferences created automatically.

 Include the series information cataloged in 490 tags in an index.

 Enable WebPath Express (formerly 856Express) entries or your own virtual"

856 tags.

 Delete a MARC record automatically when its last copy is deleted.

 Enable the TitlePeek button in Cataloging and OPAC.

 Sort categories by either title or call number.

 Choose the MARC Editor or the Easy Editor as the default when adding or

editing records.

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04/0456 System Setup

 Choose either authority or bibliographic headings as the default for the Find

Headings list.

 Determine how the applications handle leading articles (for example, A, An,

The) during searches.

 Enter your proxy server information for Alliance Plus Online and TitlePeek.

You can set up all of these options on the Misc tab.

To set up any, or all, of these options, follow these steps:

1. From the Cataloging tabs, select the Misc tab. Select the options that meet your library's needs. For a description and important information for each option, see the following table.

To cancel changes before saving

Option Description

Create Cross References...

Create Keyword Entries...

Index 490 tags Lets you find information in the 490 tag during series searches.

Lets you build crossreferences as you save or import authority records. If you don't choose this option, you can always use the Rebuild

CrossReferences feature in Cataloging (see page 346).

Lets you update your keywords as you save or import bibliographic records. If you don't choose this option, you'll need to update the keyword index

before new records can be found by a keyword search (see page 345).

Note: If you change this option, you must rebuild the Series MARC headings through Utilities before the change will appear (see page 596).

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04/04 Chapter 3 Preparing to catalog your collection 57

Option Description

Show Authority 856 tags...

Delete Title When Last Copy is Deleted

Lets you display virtual" Elec. Access hyperlinks in the OPACs, WebCollection Plus, and Cataloging (OPAC Display only). These virtual hyperlinks are created from information in the 856 tags of related authority records.

If you subscribe to WebPath Express (formerly 856Express), you must select this option to make the WebPath Express hyperlinks appear. For information about adding 856 tags to your own authority records, see Using `virtual' 856 tags" on page 358.

Important: If you have WebCollection Plus, you must stop and restart the WebCollection Plus service after selecting this option.

Note: Whenever you click Save after turning off this option, you have the opportunity to delete any WebPath Express bibliographic records that may be in your database. Follett Software provides these records to WebPath Express subscribers to ensure at least one access point for each WebPath Express subject. They have little value without the virtual hyperlinks and can be easily reimported if needed. If you choose not to delete these records (or cancel during processing) and later change your mind, simply enable this feature, click Save, and then disable it again.

Automatically deletes a MARC record when the last copy attached to it is deleted. This occurs whether the copy is deleted manually or by a Cataloging feature such as Delete Copies via PHD. To globally delete existing titles without copies, see page 335.

Note: In the MARC View window, before the actual deletion occurs, a confirmation message appears. This prevents unintentional deletions while you are cataloging.

For Union Catalog Plus: Selecting this feature at the union has no effect on member databases; selecting it at the member has no effect on the union.

Enable TitlePeek

Sort Category Index...

Default Editor Lets you determine which editor appears when you click the +Title or Edit

Find Headings Lets you determine the default list for the Find Headings feature.

If you subscribe to TitlePeek, selecting this checkbox enables the TitlePeek button in Cataloging, the OPACs, and WebCollection Plus.

For more information about accessing TitlePeek information, see page 250 for Cataloging and page 469 for the OPACs.

Note: If you select Disable access to other applications" on the General Setup tab in OPAC, the TitlePeek button does not appear in the OPACs.

Lets you determine how category search results and the Titles by Category Report are sorted.

Note: If you change this option, System Setup must reindex your categories. This means that no other Follett applications may be open except for search modules such as OPAC or WebCollection Plus. This process may take a long time and cannot be interrupted.

buttons in Cataloging. No matter which editor you choose as the default, both are available from

Cataloging's File menu. For more information about each, see Chapter 23, Using the MARC Editor," and Chapter 22, Using the Easy Editor."

Set it to Bibliographic or Authority.

2. By default, the Follett Software applications recognize the English articles (e.g., a, an, the) and ignore them if they are at the beginning of search terms. If you want to change how your applications handle articles, click the

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Select the language(s) whose articles you wish to recognize.

Note: If you change the language selection, System Setup must rebuild your keywords, which may take a long time.

Select this to ignore all recognized leading articles when searching for a title.

3. After making your changes to your Articles setup, click Save. If you changed

4. If you cannot access Alliance Plus Online or TitlePeek even though you have

04/0458 System Setup

Articles button on the Misc tab. Select the language options that meet your library's needs.

For a list of each language's articles, select Help.

Important: If the Remove leading articles option is selected, you must set the

indicator for any nonfiling leading characters when you catalog titles (see Editing indicators" on page 274). If you don't, you will have difficulty finding titles with leading articles.

your language selection, System Setup will ask if you want to rebuild your keywords. To start the process, click Yes. When the process is complete, close the Update Keywords progress dialog.

a subscription to one or both services, you may need to enter your proxy configuration here. This information redirects the Alliance Plus Online or TitlePeek requests from your Windows workstations to your proxy server.

Please consult your technical coordinator before making this configuration. Make sure, also, that you have write" access to the system folder. For more information about connection requirements, see Chapter 6, Setting up online services," in the Installation Guide.

Click the Proxies button on the Misc tab.

Enter the address of your proxy server and its port number for these services.

Under TitlePeek, enter the IP address of your proxy server and either accept the default TCP port number of 80 or enter your custom port number. If your patrons also need access to TitlePeek, you need to enter this information in OPAC Setup (see page 405) at each Windows search station.

Note: On Macintosh computers, Cataloging and OPAC use the proxy settings

in the Macintosh Internet Control Panel or in the Web browser when accessing TitlePeek. If the workstation or search station has access to the Internet, no additional configuration is necessary for TitlePeek.

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04/04 Chapter 3 Preparing to catalog your collection 59

Under Alliance Plus, enter the IP address of your proxy server again and accept the default TCP port number of 5151. If you have multiple cataloging workstations, at each one, you'll need to open System Setup and enter this information.

Important: If you can currently access Alliance Plus Online and TitlePeek,

you do not need to change this proxy configuration.

Click Save to close the dialog box.

5. To save any changes you made to the Misc tab, click Save. If you made changes that require additional processing (see the previous table for details), System Setup prompts you to complete the processing. Once a process is complete, close the progress dialog.

Note: If you changed the Sort Category Index option, remember that the

reindex process requires you to close all other Follett applications (with the exception of search modules, such as OPAC ).

After preparing for cataloging

After completing the tasks in this chapter, you are ready to start creating (see page 263) or importing (see page 289) MARC records.

Note: If you are importing MARC authority as well as bibliographic records, and

you've chosen to generate crossreferences automatically, you should import your bibliographic records first.

Before creating new MARC records, you should consider the following tasks:

 Customize your MARC bibliographic and authority templates (not available

for Mac OS). For more information about customizing your templates, see Appendix C, Bibliographic and authority templates."

 Provide a copy of the Code Table List (see page 504) to the individuals doing

the actual cataloging. This report shows a listing of all the codes and descriptions for the circulation types, categories, and call number prefixes you defined in this chapter.

If you purchased Circulation Plus, you still need to complete the tasks in Chapter 5, Preparing to circulate your collection."

If you purchased Catalog Plus, you also need to complete the tasks in Chapter 4, Setting up Acquisitions," and Chapter 33, Setting up your search stations."

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Notes

04/0460 System Setup

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Chapter 4 Setting up Acquisitions

The Acquisitions setup tasks you need to perform are relatively easy. Because the Acquisitions feature allows you to create book orders and track orders and funding sources, it is helpful if you have all information pertinent to particular vendors and funding sources. This information includes names, addresses, phone numbers, Tax ID numbers, and allocated funding source amounts.

Setting up a list of vendors and funding sources in Acquisitions allows you to create new orders, accurately track existing orders, and maintain all pertinent acquisitions information in one place. Once set up, Acquisitions is available from the menu of your Cataloging module.

Adding vendors

The first tab in Acquisitions setup is the Vendors tab. Here you establish and maintain a list of vendors. By default, your Circulation Plus/Catalog Plus modules come with Follett Library Resources listed as a vendor.

Note: If you are upgrading, existing vendors defined in your copy records are

not automatically added.

1. To add a vendor to the list, click New.

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2. Enter a vendor description.

3. Enter a onetothree character alphanumeric code.

4. Federal Tax ID information is available from the vendor.

04/0462 System Setup

Note: Currently, there is no capability to delete vendors. Use the Status switch to

make a vendor you no longer use Inactive.

5. Account Number is a previouslyestablished account number that you have with a specific vendor. This is not your Follett Customer Number.

6. Clicking Address opens a new window where you enter the vendor's address.

7. After entering vendor address information, click OK.

8. Click Save on the Add Vendor dialog.

Note: We recommend that you click Save at each stage (tab) when adding a

vendor. If you decide to cancel an addition at any point, NONE of the changes are saved.

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Contact tab

There are three extra informational tabs available for Add/Edit Vendors: Contact, Notes, and Purchases. The Contact tab is where you enter information for the person with whom you communicate.

Notes tab

Clicking on the Notes tab on your Vendor window opens a freeform text entry box where you can type in any notes you want to store about that vendor.

Purchases tab

Clicking on the Purchases tab displays monetary amounts associated with orders with that vendor. These amount fields are read-only and display the following information:

 Open Ordersa total amount of all orders with a status of Open

 Issued Ordersa total amount of all orders with a status of Issued

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 Closed Ordersa total of all orders with a status of Closed

 Total Issued or Closedthe combined total of all Issued and all Closed

orders for that vendor

Click Save to save your changes.

Note: We recommend that you click Save at each stage when adding a vendor. If

you cancel an addition at any point, none of the changes are saved.

Clicking the Recompute button updates the figures in the previouslymentioned fields to display any changes. These new recalculated figures are read-only and are not saved by the system.

Adding funding sources

Clicking the Funding Sources tab opens a window for adding funding sources to a list. Funding source information on this window includes the source description and associated code, the status, and total funding allotment.

Note: If you use yeartoyear funding source data, you may want to describe

your funding source as funding source 2002," for example, to distinguish fiscal year changes in this information.

04/0464 System Setup

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04/04 Chapter 4 Setting up Acquisitions 65

To add funding source information, click New from the Funding Sources tab.

1. Add your funding source description (name).

2. Enter a code specific to that funding source (13 alphanumeric characters).

3. If you have a funding source that you are no longer using, set the Status to Inactive. (Currently, there is no capability to delete funding sources.)

Amount tab

The Amount tab allows you to add or update funding source monies. The add/edit amount fields are defined as follows:

 Allocated: The total amount allocated to this source (may be set to zero).

 Committed: The total of the orders for this funding source with a status of

Open, Issued, or both. Represented in both dollars and percentage. Resets to zero each time you click Edit in the Funding Source window.

 Spent: The total amount of orders for this funding source with a status of

Closed. Represented in both dollars and percentage.

 Remaining: The total amount allocated minus the committed amount.

Note: We recommend that you click Save at each stage of an addition. If you

decide to cancel an addition at any point, none of the changes are saved.

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Notes tab

Use the Funding Source Notes tab to capture any notes you want to store for a particular funding source. This is a freeform text entry field.

Note: We recommend that you click Save at each stage of a funding source add. If

you decide to cancel an add at any point, none of the changes are saved.

Setting the default information

04/0466 System Setup

The Acquisitions Defaults tab is where you enter any shipto/billto information you want to use for ordering. This information includes the information a vendor would need to contact your school or library. By default, contact person name and school address established in Site Setup populate this tab, but this information is editable.

1. Enter the name of the person at your school or library who the vendor would contact concerning an order.

2. Enter the contact person's telephone number.

3. Enter the contact's Fax number.

4. Enter the contact's email address.

5. Click Bill To to enter address information in a freeform text box.

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04/04 Chapter 4 Setting up Acquisitions 67

6. If the billto address is the same as the shipto address, check the Same As Bill To Address check box. If not, click Ship To and enter the shipto address.

7. Click Save.

Note: We recommend that you click Save at each stage of a Defaults add. If you

decide to cancel an update at any point, none of the changes are saved.

Once you have established vendor and funding information in System Setup, that information is available from Cataloging to help you create book orders. You can update this information from Cataloging as well. Changing default information will only affect new orders.

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Notes

04/0468 System Setup

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Chapter 5 Preparing to circulate your collection

The setup features discussed in this chapter include ways to do the following: group your patrons for circulation purposes; make it easier to create new patrons; set up your circulation policies; set time limits for items on hold and on reserve; activate automatic fine calculation and refunds; customize your overdue, bill, and hold notices; set up your library's hours and current calendar; and set up alert sounds for your circulation desk.

Important: You must set up the alert sounds at the workstation where you will be

using Circulation Desk.

Grouping your patrons by type

As you already know, the checkout period for a book or other library item is partially determined by who is trying to check out the item. Circulation Plus lets you create as many groups of patrons as you need to describe the various types of patrons who use your library. These groups are called patron types.

See also: For more information about how patron types relate to checkout

periods, see Circulation policies: who can have what and for how long" on page 76.

The patron types you create are also important for statistical reasons. The Checkouts/Fines Transactions Report, Patron Cards, and the Overdue/Bill and Hold Notices can all be limited according to patron type. You can also limit the Patron Name List according to patron type.

You assign a patron type to a patron when you add a patron record. You can then use patron types for global editing and updating of patron records. For more information about globally editing patron records, see Chapter 16, Maintaining patron records in batches."

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04/0470 System Setup

To access your patron types, select Patron Maintenance from the Setup menu in the System Setup module. If you have defined a password for Patron Maintenance, a password dialog appears. The default password for Patron

Maintenance is MODPA TRON. Type the password in the text box, and then

choose OK. The Patron Maintenance tabs appear with the Patron Types tab open:

To delete the highlighted patron type

From this window you can add, edit, or delete a patron type. You cannot delete the Student (S) or Faculty (F) patron types or the patron type that has been defined as the default on the Patron Defaults tab. However, you can change the description of the Student (S) or Faculty (F) patron types. When you add or edit a patron type, you can also create or edit the salutation that appears on all notices you send to patrons of this type.

You cannot delete a patron type if there are patrons assigned to it. To do this, you must first assign the patrons to a different patron type using global editing in Patron Maintenance.

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04/04 Chapter 5 Preparing to circulate your collection 71

How to add or edit a patron type

1. To create a patron type, choose New in the Patron Types tab. To edit a patron type, select the patron type from the list, and then choose Edit. The desired dialog appears:

This text appears at the top of all notices before the patron name. If this text box is empty, only the patron name appears at the top of the notice. According to this example, Dear Jane Doe:" appears on the notice. If no salutation is defined, only Jane Doe:" appears.

Note: Once a new patron type is saved, you cannot edit its code.

2. When you finish creating or editing a patron type, choose Save.

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Making it easier to create new patrons

These prompts apply to all patron types and appear in the Edit Patron and Patron Information dialogs. Location 1 appears in the patron information box of the Circulation Desk windows.

Select the check box to give your patrons access to the login features in OPAC. Choose the password they must enter along with the barcode or ID required above.

Select to allow your patrons to view their own information and/or place holds in OPAC.

Select the patron type representing your most frequent library visitors.

04/0472 System Setup

There are a few options in System Setup that enable you to create new patrons faster and make it easier to find patrons when searching for them.

To set up these options, follow these steps:

1. From the Patron Maintenance tabs, select the Patron Defaults tab:

To cancel changes before saving

Select the unique identifier for your patrons. When you create or import new patrons, either the barcode, the ID, or both are required before you can save the patron record.

2. In the UserDefined Patron Field Names box, position the cursor in a text box and type a prompt that is appropriate for all your patrons. These appear in Circulation Desk, Patron Maintenance, OPAC, and on some reports.

The UserDefined Patron Field Names are indexed in your patron database so that you can use them to search for patrons in Circulation Desk. You can generate the following circulation reports sorted by the UserDefined Patron Field Names: Checkouts/Fines Transactions, Hold Notices, Overdue/Bill Notices, Patron Barcode List, Patron Cards, and Patron Name List.

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04/04 Chapter 5 Preparing to circulate your collection 73

The Location and User Field prompts you enter in the Patron Defaults tab appear in the Edit Patron dialog in Patron Maintenance:

Location prompts

User Field prompts

When you retrieve a patron in Circulation Desk, the Location 1 prompt appears in the patron information box:

Patron information box

Location 1 prompt, here defined as Homeroom

3. In the Required Patron Field(s) box, select the way you want to identify your patrons: barcode, ID, or both. Your selection here determines what information is required in order to save a patron record and could impact the way you retrieve patrons in Circulation Desk. It also determines one of the fields that the patron must enter when logging on at a search station.

Regardless of which field you require when saving a patron record, you can retrieve a patron in Circulation Desk by either his barcode or ID. However, in order to retrieve a patron by his ID, you must precede the ID by a forward slash, /". If you print your patron IDs as barcodes so that you can scan them, you must precede the ID by a forward slash. This could impact the symbology you choose. For more information about retrieving patrons in Circulation Desk, see Transactions 101" on page 122.

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4. From the Default Patron Type list, select your most common patron type. Whenever you add a patron, Patron Maintenance automatically assigns this type to the new patron record. When you import patron records that don't have patron types, this patron type is assigned to those records.

Empowering your patrons

You can allow your patrons to log on at the search stations. You can choose to allow them to view their checkouts, fines, and holds, and to place actual holds and reserves. Just choose the applications where logging on is allowed, set up the password field, and choose the allowable activities.

To set up this option, follow these steps:

1. In the Patron Empowerment box, choose whether to allow your patrons to log on to the OPAC or to WebCollection Plus or both.

2. Choose the Password field. To log on, the patron must enter the barcode or ID that you specified in the Required Patron Field(s) box, above, (if your Required Patron Fields are Barcode and ID, you can choose either), plus the password field you select from the dropdown list: Last Name, First Name, Location 1 or 2, User Field 1 or 2, or Birth Date.

04/0474 System Setup

3. Select one or both check boxes to allow patrons to view their own informationcheckouts, fines, holds, and reservesor to place actual holds and reserves.

When you choose to allow patrons to view their information, patrons have access to the Patron Information dialog after logging on. They can view, however, only three of the seven tabs on that dialog: Checkouts, Fines, and

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04/04 Chapter 5 Preparing to circulate your collection 75

Holds. They cannot view any other tab or any fine notes you have created. In WebCollection Plus, the tabs appear as one page.

If you choose to allow patrons to place holds and reserves, Hold/Reserve buttons appear on the OPAC's selection list and on the record display window. In WebCollection Plus, a Place Hold/Reserve button appears on the Title Information page. Clicking a button brings up the New Hold/Reserve dialog.

Please note that patrons can place actual holds and reserves, not requests for holds and reserves. For more information on using Patron Empowerment, see page 472.

Enabling Patron Empowerment here automatically adds the My Info and Log Out toolbar buttons in the OPACs and in WebCollection Plus, and options in the OPAC's Tools menu.

Please note that this feature does not affect the Hold and ILL request options in WebCollection Plus.

When you are finished selecting your Patron Defaults, choose Save.

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Circulation policies: who can have what and for how long

Now that you've completed setting up your circulation types and your patron types, you're ready to take your existing circulation policies and define them in System Setup. The circulation policies you establish in System Setup are used by Circulation Desk to automatically monitor and control checkouts, renewals, fine calculations, refunds, holds, and reserves.

To give you an overview, you determine a set of circulation policies based on the patron types you created at the beginning of this chapter. For each patron type, you assign maximum numbers for checkouts, overdues, holds/reserves, and unpaid fines.

When a patron reaches one of the limits for his type, a block condition occurs during the next transaction. Circulation Desk alerts you with a message. You must address the block condition or override it with the Circulation Desk Override password before continuing with the transaction. For more information, see Handling block conditions during a transaction" on page 127.

You will also be creating loan periods for each patron type based on the type of item the patron is checking out. If you did not create your circulation types in Chapter 3, do so before establishing your circulation policies.

04/0476 System Setup

The following table shows an example of how patron types and circulation types work together when you create your circulation policies:

Loan policy creationexample

Patron type Circulation type Your loan periods

Faculty Regular Fixedthe last day of the current semester or school year

New Books 40 days

Reference 12 hours

Student Regular 20 days

New Books 10 days

Reference 2 hours

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04/04 Chapter 5 Preparing to circulate your collection 77

To access your circulation policies, from System Setup, select Setup | Circulation. If you defined a password for Circulation Setup, a password dialog appears. The

default password for Circulation Setup is SOBEIT. Type the password in the text

box, and then choose OK. The Circulation tabs appear with the Policies tab open:

To view the policies for a patron type, select the patron type from this dropdown list.

You cannot edit the loan period for noncirculating eBooks.

To set up the circulation limits for the selected patron type

To set up the loan periods for the selected patron type/circulation type combination

The maximum number of overdue items for this patron type

To use a specific date for check outs of items belonging to a circulation type, enter that date here. Then set the loan period of that circulation type to Fixed in the Edit Loan Period dialog (see the next section). Make sure to change this date each year. Circulation Desk does not do so automatically.

From this tab you create or edit your circulation limits and your circulation periods for your patron types.

How to set circulation limits for patron types

1. From the Policies tab, select the patron type for which you want to establish limits from the Patron Type list. In the Limits box, choose Edit. The Edit Patron Limits dialog appears:

The maximum number of checkouts for this patron type

The ceiling date overrides the due date calculated by the system if this date is earlier than the calculated due date. A commonly used ceiling date is the last day of school so that all items are due the last day of school, no matter what their calculated due date would be. Make sure to change this date each year. Circulation Desk increments the year if needed, but the date may not be correct for your school year.

2. In the text boxes, type the circulation limits that you want applied to patrons of this type, and then choose Save to return to the Policies tab.

3. Go back to step 1 and repeat this process for the remaining patron types.

The maximum amount of unpaid fines that a patron of this type can accumulate

The maximum number of items that patrons of this type can have on hold or on reserve

The default priority for holds placed by patrons of this type. The lower the priority value, the higher the hold is in the queue. Enter a number between 1 and 99.

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The length of checkout (days, hours, or fixed). If you choose fixed, all items of this circulation type will be due on the fixed due date you established in the patron type limits for this patron type.

Maximum number of renewals for this circulation type for this patron type

The amount charged per day, or hour, for overdues

04/0478 System Setup

How to limit loan periods

1. In the Policies tab, select the patron type you want to establish loan periods for from the Patron Type list. All of the circulation types appear in the Loan Periods box. Select the circulation type for which you want to define loan periods, and then choose Edit in the Loan Periods box. The Edit Loan Period dialog appears:

The number of days, or hours, a patron has to return an overdue without incurring a fine

The maximum fine amount a patron of this type can be charged for a single item of this circulation type

Maximum number of checkouts for this circulation type. The number cannot exceed the maximum checkout limit for this patron type.

Note: The amount you type in the Fine Increment text box should not exceed

the amount you type in the Fine Limit text box.

2. When you finish establishing the loan period limits for this circulation type for the selected patron type, choose Save. The Policies tab appears showing the modified information.

3. To set up another circulation type for this patron type, select the circulation type from the Loan Periods box and repeat filling out the Edit Loan Period dialog. Repeat this process until you have established loan periods for all circulation types for each patron type.

Note: You cannot set up loan periods for the Noncirculating eBook (*NC)

circulation type. *NC is intended for eBooks, or other electronic resources, that are noncirculating, noninventoried, and nonholdable.

Setting time limits for items on hold

When a patron places a hold or reserve on an item, it is entered in the holds/reserves queue.

 A hold is ready if the item is available. If it is not, the hold is pending.

 A reserve is inactive until the prereserve processing date. When that date

arrives, the reserve is ready if the item is available, pending if it is not.

 A pending hold or reserve becomes ready when the item becomes available.

 A hold expires according to the time limits you set on this tab.

 A reserve automatically expires the day after the end of the reserve period.

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To keep the hold queue from building up with holds that are not retrieved or fulfilled, System Setup allows you to set time limits on them.

Expiring holds

After the assigned number of days, Circulation Desk expires a hold. By expiring a ready hold that has not been picked up by the patron, Circulation Desk can make the next pending hold ready, giving the next patron in the queue the opportunity to check the item out. By expiring a pending hold, Circulation Desk assumes that, since a lengthy time has elapsed, the patron no longer wants the item.

You can revive expired holds - that is, make them pending again; Circulation Desk has not yet deleted them. If you do so, Circulation Desk makes them ready if and when the item becomes available. You cannot, however, revive reserves.

Deleting holds

To keep expired holds from building up in the queues, System Setup allows you to assign a time frame for automatically deleting expired holds.

Expired holds are deleted from the system when Circulation Desk is started at the beginning of each day. Any holds that are deleted are listed on an exception report. For information about the Daily Holds Processing exception report, see Interpreting the Daily Holds Processing exception report" on page 171.

Please note:

 You can revive expired holds; you cannot revive deleted holds.

 You can edit the expiration date of a hold, either before or after it expires.

 You can edit the priority of a hold.

Setting up reserves

A reserve is slightly different from a hold. A patron places a hold when he would like to have the item as soon as possible. For a reserve, a patron specifies a future date when he would like to have the copy.

The copy's status is unaffected by the reserve until the prereserve processing date arrives. On that date, when processing reserves, the Daily Holds Processing initially changes the reserve status to pending. When processing holds, it changes the reserve status to ready and the copy status to On Hold, if the item is available. If the item is unavailable, the reserve status remains pending until it is available.

System Setup allows you to set the number of prereserve processing days. This allows you time to locate the reserved copies, place them on the hold shelf, and remind the patron to retrieve them.

Example: If you enter 2, the Daily Holds Processing exception report alerts you

to an upcoming reserve 2 days before the reserve date. Because the copy status of an available item becomes On Hold that day, any attempted transaction on the reserved item causes Circulation Desk to display an alert message.

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The number of days a hold remains pending before expiring

The number of days a hold remains ready before expiring

The number of processing days you need to prepare a reserve

04/0480 System Setup

A reserve has a reserve period equal to its loan period. For example, if a patron reserves an item for March 18th, and the loan period is 10 days (2 weeks) for that circulation type, the reserve period is March 18-April 1. A reserve automatically expires a day after the end of the reserve period. For more information about reserves, see A brief introduction to reserves" on page 166.

Entering the time limits

To set up the time limits for items on hold and the number of processing days needed for preparing reserves, follow these steps:

1. From the Circulation tabs in System Setup, select the Holds tab:

To cancel changes before saving

To activate automatic deletion of expired holds and reserves

The number of days the expired holds and reserves remain in the queue before being deleted

2. In the Holds tab, set up your time limits for pending and ready holds, and decide if and when you want Circulation Desk to delete expired holds and reserves automatically.

3. Select the number of prereserve processing days that you need to make a reserve ready for retrieval by the patron. On that day, the Daily Holds Processing changes the copy status to On Hold and the exception report lists the upcoming reserve.

4. When you're finished, choose Save.

See also: For more information about deleting holds manually, extending hold

expiration dates, and processing reserves, see Chapter 12, Managing holds."

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04/04 Chapter 5 Preparing to circulate your collection 81

Activating automatic fine calculation and refunds

System Setup lets you decide whether you want to charge fines, and if so, how they're calculated. Depending on library policy, you may not want all fine options active.

You can create additional fine types as needed. Unlike the default fine types of Damaged, Lost, Overdue, and Refund, userdefined fine types are not associated with copy information.

To set up the fines options, follow these steps:

1. From the Circulation tabs in System Setup, select the Fines tab:

To activate automatic calculation of overdue fines

To increment overdue fines, even on grace days

To increment overdue fines, even if the library is closed

To generate a refund whenever a partially paid fine (overdue, damaged, lost, or useddefined) is deleted in Circulation Desk

To add a new fine type to the list, click New. Highlight an ex isting fine type and click Edit to change the fine type description (no duplicates). You cannot edit default fine types or codes for userdefined fine types. To edit a userdefined code, delete the fine type and create a new fine type and code.

To cancel changes before saving

To use the Fine Limit, specified in the Edit Loan Period dialog, as the replacement cost for lost copies that do not have a price recorded in their copy records

2. Select the fine options that correspond to your current policies, and then click Save. For more information about fine options, see the following table.

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Option Selected Cleared

04/0482 System Setup

Include grace days in fine calculation

Include closed days in fine calculation

Use fine limit if the copy price has not been entered

Example: A copy is due on Monday, but not returned until Thursday. There is a twoday grace period and a $0.10 fine increment for this patron type. The patron is charged $0.30 for the overdue copy.

Example: You are closed for the weekend. A copy is due on Friday, but not returned until Monday. If there are zero grace days for this transaction situation, then the patron is charged $0.30. If there is a oneday grace period in effect, and grace days are not included in fines, the patron is charged $0.20.

The fine limit is the most money a patron can be charged for a single copy. If this is selected, and you choose to show the copy price on Notices, then the fine limit also appears on Notices if no copy price is specified.

In addition, if this is selected, the fine limit is used when you create a lost copy fine if there is no price.

Example: A copy is due on Monday, but not returned until Thursday. There is a twoday grace period and a $0.10 fine increment for this patron type. The patron is charged $0.10 for the overdue copy.

Example: You are closed for the weekend. A copy is due on Friday, but not returned until Monday. If there are zero grace days for this transaction situation, then the patron is charged $0.10. If there is a oneday grace period in effect, and grace days are not included in fines, there is no charge.

No predetermined fine is charged for a lost copy. You type the amount you want charged at the time the lost copy fine is created.

Note: Currency format changes are defined in Windows from the Control Panel |

Regional Settings Properties | Currency tab. On Mac OS, you change the currency format through the Numbers Control Panel.

Customizing your overdue, bill, and ready hold notices

When you print out a notice, the message at the top of the notice states the reason you are sending the notice and the urgency with which the recipient should treat it. Circulation Plus allows you to customize the message. For example, you might want your overdue notices to include a special message before the summer break to make sure that all of your overdue items are returned before the break begins.

When Reports creates a notice, it takes the wording that appears at the top of the notice from a notice template. Circulation Plus comes with three standard templates. To create your own notice templates and to edit those templates when needed, use the following instructions.

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To access your templates, select the Notices tab from Circulation in System Setup:

To delete the highlighted

This text appears at the top of a notice when the highlighted template is assigned to a notice.

This box shows you which template is used as the default when generating a notice. You can always select a different template when generating a notice.

template

The following table lists the wording of each of the standard notice templates:

Template Wording

Standard Bill Notice The following items are long overdue and assumed to be lost.

Standard Overdue Notice The following items are overdue. Please return them as soon as

Standard Ready Hold Notice The items you requested are now available in the library. Please

Please pay the amount listed below as soon as possible.

possible.

bring this notice to the library as soon as possible.

You cannot delete or edit any of the standard notice templates. If you want to edit a standard template, choose Duplicate, and then create a new template based on the existing wording.

How to change the wording on a notice

1. Decide how you want to go about changing the wording on a notice:

 If you want to change the Default Template assignment, skip to step 3.

 If you want to change the wording of a listed template, other than the

standard templates, highlight the template, and then choose Edit. The Edit Template dialog appears.

 If you want to create a new template based on the wording of a listed

template, such as one of the standard templates, highlight the template, and then choose Duplicate. The Add Template dialog appears.

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04/0484 System Setup

 If you want to create a new template with completely new wording,

choose New. The Add Template dialog appears.

There is room for approximately 285 words (2000 characters) at the top of a notice.

2. After you type in the new wording and name the template, choose Save.

3. From the list under Template, highlight the name of the template that you want to assign as the default, and then choose Set Default. The Set Default Template dialog appears:

4. In the Set Default Template dialog, select the notice you want to assign your template to, and then choose Save.

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Setting your library's hours

Setting up your library hours in System Setup is important because Circulation Desk uses this information when calculating due dates and fines for hourly checkouts. Be sure to define opening and closing times for each day of the week you are open, even if you are only open once a month on that day.

To set up the opening and closing times for your library, follow these steps:

1. From Circulation in System Setup, select the Hours tab.

To cancel changes before saving

2. In the Sunday through Saturday text boxes, enter the default opening and

closing times for your library. Remember to add am or pm. When you're

finished, click Save.

Setting up your library's current calendar

You record your library's closed days in the calendar in System Setup. Circulation Desk uses this calendar to determine due dates, calculate overdues, and monitor grace periods.

Important: Any changes you make to your calendar take effect when you reopen

Circulation Desk. These changes, however, are not applied retroactively to checkout due dates. For example, if you close a day that lies less than two weeks in the futureassuming your maximum circulation period is two weekscopies already checked out that come due on that day are still due on that day. If a copy is checked in late because the library was closed on the due date, a fine is still calculated and assessed based on the settings in the Fines tab.

Make sure that you have hours of operation defined in the Hours tab for each day you are open. Circulation Desk treats days without defined hours of operation as if they were closed.

System Setup uses the default annual calendar as a template when you create a calendar for the new year. You are not required to change any of the settings in the default annual calendar.

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04/0486 System Setup

Circulation Desk also uses the default annual calendar to automatically create a new calendar year for you when the due date for a checkout extends into the coming year for which no calendar has been created.

To set up or change your current calendar, follow these steps:

1. From the Circulation tabs, select the Calendar tab. If a calendar exists for the current year, the Calendar tab appears. Skip to step 4. If a message appears informing you that the system was not able to locate the current calendar, you must set up your default annual calendar. In the warning message, choose Yes. The Edit New Annual Calendar Defaults dialog appears:

To add a closed day

Weekday check boxes

To remove a closed day from the default annual calendar

Closed day selection list

Note: If you already created a calendar for the current year and then change

the default annual calendar, these changes won't take effect until you create a calendar for the next year.

2. Select the weekday check boxes for the days you want to close for the entire year. Make sure that you do not leave any days open for which you have not defined Open and Close times in the Hours tab. Circulation Desk treats days without defined hours of operation as if they were closed.

If there are certain dates on which you know the library will always be closedsuch as January 1 or December 25you can mark them as closed on the default calendar by closing the individual day. If you want to close an individual day, choose New. The New Closed Day dialog appears:

3. From the Closed On dropdown lists, select the month and the day of the month. Choose OK to add that date to the list of closed days and return to the Edit New Annual Calendar Defaults dialog. To add another closed day, click New in the Edit New Annual Calendar Default dialog, and repeat this step.

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When you're finished, choose Save on the Edit New Annual Calendar Defaults dialog. The Calendar tab appears:

Use the scrolling buttons to move from month to month or from year to year.

To open or close a day of the week for every week of the year, click on the weekday button. System Setup uses the first day of the month as its reference. For example, if you choose the Tuesday button, and the first Tuesday in the month you're viewing is closed, then all of the Tuesdays for the entire year are opened, regardless of the previous open/closed status.

Warning: You cannot undo your mistakes in the Calendar tab. For example, if

Use the Year forward scroll button to create a calendar for the coming year based on the default annual calendar.

To edit the default annual calendar, choose Defaults and go back to step 2.

To open or close a single day, click on the date. If the day was marked closed, it will now be cleared, meaning that it's open.

you open the first Saturday of every month, and then accidentally click the Saturday weekday button, all the Saturdays for the entire year are closed. You must now reopen those first Saturdays individually for each month of the year.

4. Open and close the days in the current month to match your calendar. If you try to open a day for which no library hours are defined, a message appears. Use the scroll buttons to move from month to month or year to year.

If you scroll past December and there is no calendar defined for the coming year, a message appears informing you that the system was not able to locate the current calendar. You have two options:

 If you want to use the current default calendar to set up next year's

calendar, choose Yes in the warning message. Next year's calendar is created based on the current default calendar.

 If you want to edit your default calendar, choose No in the warning

message, and then choose Defaults on the Calendar tab. The Edit New Annual Calendar Defaults dialog appears. Go back to step 2 to edit your calendar defaults.

When you're finished, go on to the next setup task, Setting up alert sounds (and more) for your circulation desk."

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Setting up alert sounds (and more) for your circulation desk

System Setup lets you set up sounds for certain Circulation Desk events (including block conditions). From the Misc tab, you also set your default circulation type and, if you want, set an inactivity timeout period for Circulation Desk. If necessary, you can also adjust your system date from the Misc tab.

Important: The sounds, today's date, and inactivity timeout options are specific

to the current workstation. You must set up these options at each workstation where you will be using Circulation Desk.

To set up these options, select the Misc tab from the Circulation tabs in System Setup. Please note that while the options on the Misc tab are identical on Mac OS and Windows workstations, the way you set up certain options varies:

04/0488 System Setup

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The sounds you choose will play whenever the associated event occurs.

Select your most common circulation type.

To clear all the Circulation Desk fields automatically after a period of inactivity, select this option.

On Mac OS, to select a sound, click the popup button. To test a sound, click Play.

On Windows, to select a sound, click Edit. From the Windows Sounds Properties dialog, locate the Circulation Desk event you want to change, and then locate and select the sound you want to use.

To include patron information when extracting data, check this box. For more information, see Extracting Data" on page 585.

When this check box is checked, patrons will be associated to transactions recorded in the statistics records. When this check box is not checked, there will not be a link between statistic records and patrons.

If today's date isn't correct, click Change. On Windows, the Date/Time Properties dialog appears automatically. On Mac OS, a message appears telling you to go to the Date & Time Control Panel. After making your changes, click OK to return to the Misc tab.

Important: Changing the date/time changes the operating system date/time, not just the date/time used by the Follett applications.

When you're finished setting up the rest of the options, choose Save.

Important: Windows workstations need a sound card for you to set up sounds for

Circulation Desk. If your workstation doesn't have a sound card, Circulation Desk plays a beep through the computer speaker each time one of the specific events occurs.

Important: Changing the Collect Patron Transaction Histories check box will only

affect future statistics records. Statistics currently in the database will remain the same until you perform Remove Patron History in Utilities.

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Additional sounds are available on your Follett Software Installation CD. To use them at your workstation, insert the CD into the CD drive. From the CD, locate the EXTRAS\SOUNDS folder, and open the folder that matches your workstation's operating system:

 On Windows, drag the sounds you want from the CD to your

FOLLETT\CC40\WMEDIA folder (by default located in C:\PROGRAM FILES). To set up the new sounds, follow the instructions on page 88.

 On Mac OS, locate but don't open your hard drive's System Folder. Drag the

sounds you want from the CD to the System Folder and click OK on the message that appears. The next time you start System Setup, the new sounds will be available from the popup buttons (see page 88).

See also: For more information about the Sound Properties, Date/Time

Properties dialogs, or Date & Time Control Panel, please refer to your operating system's help or documentation. For more information about block conditions, see Handling block conditions during a transaction" on page 127.

After preparing for circulation

04/0490 System Setup

After completing all of the setup tasks in this chapter, you are ready to add patrons to your database. For instructions, see Chapter 15, Maintaining individual patron records," and Chapter 17, Importing patron information."

If you purchased Catalog Plus, you also need to complete Chapter 33, Setting up your search stations."

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Chapter 6 Building your union

A union catalog can mean something very different from one district to the next. While one district might process and distribute all records from a central location, the next may rely on catalogers at each member site. No matter what your situation, this version of Follett's Union Catalog Pluswith or without Follett Data Exchange Serveris the most flexible district solution ever. The instructions in this chapter assume that you have already decided on the type of union catalog your district needs.

Who should read this?

Building a union catalog is a cooperative effort. No matter what type of union catalog you're setting up, you'll need to be familiar with the members in your district. For sites that won't be using Data Exchange (DX, for short), you'll need a general idea of the quality of each member's MARC records so you can import the highest quality records first. Setting up DX members not only requires knowledge of your members' cataloging practices  you'll also need to know their participation preferences. DX members also require some additional, rather technical, setup tasks, which are explained in the Follett Data Exchange Guide (fscdx.pdf).

Important: We strongly recommend that you enlist the aid of your technology

coordinator or arrange to have Follett Software Company help you set up the Follett Data Exchange Server.

Where do we begin?

To help you build your union catalog, we have included the following checklist to guide you through the process:

Steps for building your union catalog

1. Before you begin, make sure you have all the information you'll need:



 If you'll be doing original cataloging at the union catalog, you'll want a list of the

nonDewey call number prefixes used in your district.

 If you'll be setting up any nonDX members, make sure you have the current setup

information for each, including the barcode symbology they use for library materials and any circulation types or categories they use. If you haven't already, this would also be a good time to request that they export their collections (MARC 21/852 hold ings format) and send you the files for import. See page 112 for more information.

 If you'll be setting up any DX members, make certain each has installed and set up

Circulation Plus/Catalog Plus. The Union Catalog Plus, Follett Data Exchange Server, and member applications must all be the same version for a new union/DX installation (currently, v5.0). Determine each member's level of participation (see page

93), and any material types, categories, call number prefixes, or circulation types the member wants to exclude from the union catalog database (see page 94).

Important: It is critical that all sites (member and union catalog, DX or not) have a full and short version of their site name and a unique MARC Organization Code.

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Steps for building your union catalog

2. Enter your union catalog's site and cataloging information through the union catalog's



System Setup. For instructions, see page 95.

3. If your union catalog will be using data exchange, the union catalog database and DX member databases must be linked to a Follett Data Exchange Server before you can add the DX members to the union catalog. For more information and instructions, see the Follett Data Exchange Guide (fscdx.pdf). After completing all the steps outlined in the checklist, continue with the following steps.

4. Enter the site and cataloging information for your nonDX members through the union catalog's System Setup. For instructions, see page 101.

5. Configure your DX members through the union catalog's System Setup. Instructions be gin on page 101, with DX member-specific information starting on page 106. Also see the Follett Data Exchange Guide (fscdx.pdf).

6. To finish building your union catalog, see What's next?" on page 112.

What is data exchange?

04/0492 System Setup

The Follett Data Exchange Server lets you make the most of the union catalog's best cataloging practices. Data Exchange (DX for short) is a behindthescenes way to transfer collection data between members and the union catalog. Follett Data Exchange Server's setup options let you customize the flow of data.

By setting participation levels and filtering rules, the union catalog can control how and what data is exchanged with its member sites. Once these rules are set, the Follett Data Exchange Server updates district and member data automatically. Selected Database Sources in Cataloging lets DX members search the union catalog database for MARC records, even if they choose not to share their data with the union catalog.

Rather than the union catalog and all members sharing the same static records, Follett Data Exchange Server lets each member send and receive MARC records appropriate to its own quality needs automatically. For example, a member site with an expert cataloger would not have to receive records from other members, or even the union catalog. With seven levels of participation, union catalogs and members can share at the level appropriate for each site.

Behindthescenes rules for merge, match, survival, and bounceback determine which record will be added to a database. Typically, the record with the most complete information is the one that is saved to the union catalog database and then transmitted to members. For example, a brief MARC record is sent to the union catalog, where it encounters a better record. A merged record is created and that better record of merged" data is bounced back to the sending member site.

Note: Data exchange transfers bibliographic and copy records. However, within

these records certain tags are not exchanged: 59x (local notes) tags, 9xx tags (except for the 940 tags), and any WebPath Express bibliographic tags you may have in your collection.

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04/04 Chapter 6 Building your union 93

Participation levels

Follett Data Exchange Server's seven levels of participation let you explicitly define the relationship between the union catalog and each member. The participation levels determine how information moves between the union catalog and the member. Before setting this option, you need to know how much partnering of records each member wants to have. Each level is described below.

Level 1 - In this scenario, no data is shared between the union catalog and the member. This option is intended for sites that want to manually maintain a central repository of MARC data, but do not want to have that data automatically transferred between a site and the union catalog. This option requires that data either be manually entered or imported at the union catalog. It is not recommended that data for a specific member be exported from the union catalog and imported into the member since the member will usually have the most recent record. Importing data does not ensure that the most robust MARC record survives.

Level 2 - In this scenario, the member sends all of its data to the union catalog, but the union catalog sends no data to this member. This option ensures that this member's data is never replaced by MARC or copy updates or additions at the union catalog. Level 2 might be applied across an entire union catalog in those situations where the union catalog database acts solely as a resource for union catalog OPAC search stations. The downside to this option is that more robust MARC records at the union catalog never find their way down to the member. For example, if your district were sharing electronic hyperlinks (856 tags) or curriculum objectives, these tags would not be transferred to the members.

Level 3 - In this scenario, the member sends no data to the union catalog, but the union catalog sends all of its data to this member. This option would be ideal for districts that do all cataloging and distribution at the union catalog. This environment is commonly referred to as central processing. Items are cataloged and barcoded at the district level and distributed to member sites.

Level 4 - In this scenario, the member sends added MARC records and all copies to the union catalog. The union catalog, in turn, sends all data to this member. The union catalog is protected from having MARC data replaced by updated records from this member. This option is for member sites who have bad data or who rely on a parttime or volunteer cataloger. It would be appropriate for sites that do little or no original cataloging but are in charge of managing their own acquisitions. Level 4 allows the site to create a MARC record and, if a better record reaches the union catalog later, that record will be sent back down to the member due to its holdings.

Level 5 - In this scenario, the member sends all data to the union catalog. The union catalog sends added MARC and copy records to this member. This member is protected from having its data replaced with records from the union catalog. It accepts no changes from the district cataloger. This option could be used in environments where very little original cataloging takes place at the union catalog, but the member and the union catalog share acquisition responsibilities. In this situation, the member would be responsible for original cataloging (if any) and would be charged with managing its own acquisitions.

This option protects the member from any MARC changes from the union

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04/0494 System Setup

catalog, but it also prevents better" records from another level 5 member replacing its own records. For example, if your district were sharing electronic

hyperlinks (856 tags) or curriculum objectives, these tags would not be transferred to the Level 5 members.

Level 6 - In this scenario, the member sends all data to the union catalog. The union catalog only sends changes made by the district cataloger. This could be a member with an expert cataloger who wants to send records to the union catalog where there is another expert cataloger for the district. This member does not want to get records from other member sites, however. If a member participates at Level 6, it receives all of the benefits of Level 7, but does not receive MARC changes that originate at any other point in the district other than at the union catalog database. This option might either be appropriate in a district where most cataloging is done at the union catalog or at a Level 6 member.

Level 7 - In this scenario, all data is shared equally between the union catalog and this member. This option is recommended for sites that share cataloging and acquisition responsibilities with the union cataloger. This option is ideal for districts that want to share all of their MARC information, including data such as electronic hyperlinks and curriculum objectives.

Levels 3, 4, 6, and 7 assume that there is a professional cataloger at the union catalog who performs some central processing. Certain types of MARC changes should be performed at the union catalog if any members participate at these levels. If, say, an 856 tag changed on a record already in the union catalog database and a Level 7 member removed that tag and sent the new record to the union catalog, because the tag wasn't removed at the union catalog, it would be put back when the record merged with the existing data. Basically, members participating at these levels agree to accept changes from the union catalog.

Note: Regardless of the participation level chosen, every DX member running

Catalog Plus on Windows has access to the union catalog database through the Selected Database Sources (on-demand data sharing) feature (see page

247). This feature is not available on Mac OS.

Filtering rules

You also have control over which part of each member collection is shared with the union catalog. This is done through filtering rules set for each member site. These filters apply only for membertounion catalog data and are configured on a memberbymember basis. These filters are MARCspecific: Material Types; and copyspecific: Categories, Circulation Types, and Call Number Prefixes. The copyspecific filters for Categories, Circulation Types, and Call Number Prefixes filter out information a member would not want to share with the union catalog. If you catalog a record or copy at the union catalog, however, no filters are applied; all records will go to the member sites if the participation level allows it.

Sharing MARC records depends on MARCspecific and copyspecific filters. A MARC record is sent to the union catalog if it passes the MARC filters and there is at least one qualifying (nonfiltered) copy record attached. A record need only fulfill one filter criterion before it is stopped from being transferred to the union

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04/04 Chapter 6 Building your union 95

catalog. For example, the MARCspecific filter for Material Types could keep a member's cataloged AV equipment from being transferred to the union catalog.

A copy record is sent if it passes the copyspecific filters and if its associated MARC record passes the MARCspecific filters. Copy records at the union catalog are only sent to the member who owns the copy. A scenario for copyspecific filtering might be a private source of funding cataloged locally as a Category if the private funding specified that the funds were to purchase materials to be used only at the site. By filtering this category, the records for these items could be excluded from the union catalog. Likewise, you may not want items with a circulation type of Temporary to go up to the union catalog.

How are the best" records created?

Once a record is transferred to the union catalog, some nonconfigurable filters are used to create the best possible record.

Matching rules determine whether a remote site already contains a record. If no match is found, the record is added to the destination database. If a match is found, the rules are applied and a replacement attempt is made. Further rules determine if replacing the existing record or merging the two records would produce the best results. This helps ensure that the best record is in the database.

Bounceback rules help the better union catalog record go back to the member. If the incoming record loses, the winning record is sent back to the sending database (if allowed by participation and filter rules). If the incoming record wins, the record is redistributed to other members based on holdings information and participation rules.

Setting up your union

The first step in building your union catalog is entering your union catalog's site and cataloging information in System Setup. To help set up your union catalog quickly and accurately, we recommend that you gather the following information before starting:

 The official name of your union catalog as you would like it to appear on

reports and your union catalog's MARC Organization Code.

 A list of the nonDewey call number prefixes you need when cataloging at

the union catalog.

To start System Setup, open the Follett Applications folder on the computer desktop, and doubleclick the Union System Setup icon. The System Setup window appears (see page 33).

Note: You can also access the Follett Applications menu from the Windows

Start | Programs menu or from the Mac OS Apple menu.

Important: The first time you launch System Setup, it creates files that are used by

all the other Follett applications. This process may take a few minutes.

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These three fields are required. If you need to obtain a MARC Organization Code, see page 36 for instructions.

The person to whom all union catalog mailings are directed

Voice phone number for your contact person (district librarian, for example)

The number assigned to you when you purchased your software

Your union catalog's federal or state tax exemption number

04/0496 System Setup

Entering union catalog site information

1. To enter your union catalog's site information, from the union catalog's System Setup menu bar, select Setup. If Union is checked, select Site; if it isn't, select Union, and then select Setup | Site.

If you're using a Site Setup password, a password dialog appears. Enter the

Site Setup password (by default, MAKEITSO) and click OK. The Site tabs

appear with the Identification tab open. Only the tabs you need are enabled:

Your union catalog's name

To cancel changes before saving

Your union catalog's mailing address. Some field names depend on your ad dress format (e.g., State/Province).

If your union catalog owns netLibrary eBooks, enter the account number to enable previews and checkouts.

Important: For nonUS union catalogs, see step 2 before entering your

information.

Enter your information: the Full and Short Union Names and MARC Organization Code are required. When you're finished, click Save.

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04/04 Chapter 6 Building your union 97

2. By default, the Identification tab uses the address format for the United States. To choose a different address format, select the Information tab:

Country where your union catalog is located. This will determine the address format on the Identification tab for the union catalog and all members.

To cancel changes before saving

After selecting your address format, click Save.

3. For security purposes, Union Catalog Plus lets you change the passwords you use to access the applications. To change the application passwords, select the Passwords tab:

The System Setup Cataloging tabs use the Cataloging password.

See also: For a list of the default application passwords, see page 41.

To cancel changes before saving

You can change any passwords you like. If you don't want to use passwords, you may delete any or all of them. After making your changes, click Save.

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04/0498 System Setup

4. Through the union catalog's System Setup, you can enter events for patrons to view in the union catalog OPAC (see page 410) or with WebCollection Plus for Union (see page 450). To add or maintain events for the district, select the Events tab:

To add or edit an event, see the instructions on page 44.

To delete an event, select the event and click Delete. At the message, click Yes to proceed.

Events entered at the union catalog cannot be deleted automatically.

The events you enter here are not shared (exchanged) with members. After making your changes, click Save.

Entering union cataloging information

1. To enter your union catalog's cataloging information, from the union catalog's System Setup menu bar, select Setup. If Union is checked, select Cataloging; if it isn't, select Union, and then select Setup | Cataloging.

If you are using the Cataloging password option, a password dialog appears.

Enter the Cataloging password (by default MODTITLE) and click OK. The

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04/04 Chapter 6 Building your union 99

Cataloging tabs appear with the Call Numbers tab open. Only the tabs you need are enabled:

To cancel changes before saving

To save you time when you add a new copy record, Cataloging looks in the locations you define here for a default call number for the copy record. This information is also used by several reports. For more information, see page 47.

Currently defined call number prefixes

In the Tag and Subfields text boxes, type the most probable locations for the call number in your MARC bibliographic records, and then choose Save.

2. To define the call number prefixes for the union catalog, select Call Num Prefixes:

To add or edit a call number prefix, see the instructions on page 50.

By default, numeric call numbers are followed by symbols and alphabetic prefixes. To control how call numbers are sorted, see page 51.

Deletes the selected call number prefix. Prefixes that are included in the Custom sorting list (see page 51) can't be deleted.

A prefix can contain any three characters except for Dewey numbers (000-999), periods, and leading or embedded blank spaces. For additional information on call number prefixes, see page 50.

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A brief record has no information in the specified tag range. For more information, see page 54.

Resets the brief record range to the defaults: 305 through 899

04/04100 System Setup

3. System Setup lets you set starting and ending tag numbers to determine if a record is brief or full from the Brief Records tab:

To cancel changes before saving

After making any desired modifications, click Save.

4. A number of settings are controlled from the Misc tab. For information about these options, see the table of miscellaneous Cataloging options on page 56:

To cancel changes before saving

To ignore leading articles in selected languages, see page 57.

To arrange your member databases in groups

Make certain to save the changes you made to the Misc tab.