RCLS Integrated Library System Handbook

Libraries that use RFID pads for checking out items will use the Batch check out option. This option appears beneath the default Check Out option on the patron page in the left-hand navigation menu.

Note that Bywater Solutions recommends that RFID pads be configured for keystroke entry for best compatibility with Koha. Please consult your RFID pad manual or contact your RFID vendor for information about changing the input mode.

MANUAL RENEWALS

AUTOMATIC RENEWALS

Libraries can choose to enable automatic renewals for items checked out at their location. As the name implies, these renewals do not require staff intervention. As with regular renewals, checkouts will not be automatically renewed if there is a hold on the item. Automatic renewals obey the same renewal limits defined in the Item Type's circulation rule. To enable or disable automatic renewals for an Item Type, authorized library staff should fill out the Item Type Request Form.

FAST CATALOGING FIELDS

MARC FIELD	DESCRIPTION	USE
020	International Standard Book Number (ISBN)	Enter ISBN (if applicable)
024	Other Standard Identifier	Enter UPC for Audiovisual Items
100	Main Entry--Personal Name	Typically Author Name. Use this format: LASTNAME,  FIRSTNAME. In caps with a comma after the last name.
245	Title Statement	Enter the title of the work. Include the subtitle if applicable.
260	Publication, Distribution, Etc.	Enter the name of the publisher and the publication year. This is almost  always found on the title page and/or verso of the title page.
500	General Note	Add any necessary notes.
942	Added Entry Elements (Koha)	Choose a default item type. Choose whether to hide this item in Aspen Discovery.

 

FAST CATALOGING FOR ILL ITEMS

When using fast cataloging for ILL Items, assign the Interlibrary Loan Item Type in the 942 field. Each month, RCLS ILS Staff will remove Interlibrary Loan Items that are not currently checked out.

 

FAST CATALOGING FOR ITEMS NOT FOUND IN THE CATALOG

Fast cataloging can be used when patrons present an item for checkout and that item is not found in the catalog. Koha will present a "Barcode Not Found" message, the scanned barcode, and an Add Record Using Fast Cataloging button. After double-checking that the error was not the result of a scanning issue, you can use the button to quickly add a record to complete the transaction. In the 500 field, make a note that the cataloging issue should be resolved when the item is returned.

[Check-in settings are not under a linkable heading in the Koha Manual. I will make a request to add a heading to the manual so that we can link to it. /mks]

To enter book drop mode, first navigate to the Circulation Module. You can click "Circulation" in the black bar at the top of the Koha interface. Next, click "Check In." In the "Enter Item Barcode" box, click the settings icon on the right side.

Select the last option, "Book drop mode." This will automatically set the effective checkin date to the last date the library was open. The checkin barcode field will turn yellow and remain yellow to signal that the system remains in book drop mode.

Koha lacks a distinct tool for tracking in-house use. To track this data, a statistical patron has been created for each library. The naming convention for these statistical patrons is XXXSTAT where the X's represent your library's 3-letter code. Ex: NFLSTAT; WARSTAT. To record in-house use, check items out to these patrons. Statistical patrons differ from standard patrons in that checkouts made to these users do not remain on the account. There is no need to check in items that have been checked out to statistical patrons.

You may use this method to track the stats of items that have been used in the library, but which were not checked out. Examples are reference books used by patrons, or picture books used for storytime. Some libraries track in-house use for all items that are found on tables, in meeting rooms, or otherwise off the shelves.

 

Items on the patron's Transactions tab, under Accounting, will be removed automatically after three years.

Outstanding Charges can be viewed in the "Make a Payment" tab.

To charge patrons for items or services that fall outside of normal circulation, use the "Create manual invoice" tab. Libraries have been given custom Invoice types that represent items or services that they provide. For example, if your library sells canvas bags, you can select the "Library Bags" Invoice Type. Add a cost and a quantity. Click "Save" to add the invoice to the patron's account or click "Save and Pay" to immediately accept payment for the invoice.

Note that invoices for goods and services using custom invoice types do not count toward the $10 fine limit that will block a patron's card.

To add or remove a Manual Invoice Type, contact the ILS Department.

All bills, paid or unpaid, are removed from the system after three years.

 

Scenario 1: Receive Damaged Item Through Delivery (Not Home Library)

A damaged item belonging to another library is delivered to your library to fill a hold. You assess the item and determine that it is not fit for circulation.

What Should Happen at Your Library:
Check the item in, clicking Ignore on the hold message that appears. This prevents the item from being captured for the hold and prevents the patron from being notified that the hold has arrived at the pickup location.

Click search catalog and scan the item barcode. Scroll down the results to the specific copy and click the matching barcode.

Change the Damaged status to Damaged-Needs review. Add a non-public note about the damage including your initials, library, and date.

Fill out a red damaged slip, including a description of the damages, your initials, and the date.

Check the item in. This will generate a transit slip back to the Home Library.

Insert the transfer slip and the damaged item slip into the item and return it via RCLS Delivery.

 

What Should Happen At Item Home Library:

CIRC SUPERVISOR receives the item at Item Home Library. They assess the item and decides it is non-repairable. At this point, they choose whether to pursue an investigation where they track the item's previous borrower. If so, go to Billing a Patron for Damaged Item at the end of this section.

If not, they change the item's Withdrawn status to Withdrawn and the item is removed in a monthly process. [END]

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Scenario 2: Receive Damaged Item from Patron (Not Home Library)

A patron returns a damaged item to YOUR LIBRARY. Item has no previous non-public notes regarding damage. Item is owned by ANOTHER LIBRARY.

 

What Should Happen at Your Library:
Inform the patron that they may be billed for the item when the owning library receives it. If possible, call ANOTHER LIBRARY’S CIRC SUPERVISOR and discuss the issue.

Before checking in the item, change the Damaged status to Damaged - Needs Review. This prevents the item from being captured for other holds when it is checked in. Add a non-public note about the damage including your initials, library, and date.

Fill out a red damaged slip, including a description of the damages, your initials, and the date.

Checking in the item will trigger a transit slip to send the item back to its Home Library. Put this transit slip and the damaged item slip into the item and return it via RCLS Delivery.

 

What Should Happen At Item Home Library:
CIRC SUPERVISOR receives the item in Item Home Library. The Damaged - Needs Review status appears in red in the Due Date Column during Check In in case the red damaged slip has become lost during delivery.

CIRC SUPERVISOR assesses the item and decides it is non-repairable. Go to Billing a Patron for Damaged Item at the end of this section. 

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Scenario 3: Receive Damaged Item from Patron (Home Library)

A patron returns a damaged item to your library. Item has no previous Non-public notes regarding damage. Item is owned by your library.

Follow your library’s policy on damaged items.

To bill the patron, go to Billing a Patron for Damaged Item at the end of this section.

If you do not want to bill the patron, you can change the item's Damaged status to Damaged and the Withdrawn status to Withdrawn before checking in the item. This prevents the item from being captured for further holds and marks the item for removal from the system in the monthly Withdraw routine. You can then dispose of the item.

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Billing a Patron for Damaged Item

Note: In order to bill a patron for a damaged item, the item must have a valid Replacement Price. Check that the item has valid Replacement Price and, if not, add one before following the steps listed below.

If the item is still checked out to the patron:

Set the item's Lost* Status to Damaged - Bill to Patron. Change the item's Withdrawn Status to Withdrawn.

The patron is automatically charged for the price of the item. The checkout remains active on the patron account until the bill is settled (paid or written off).

When the monthly Withdrawn process is run, the item will be removed if the bill has been paid.

If the item is not currently checked out to the patron:

Check the item out to the patron you wish to bill. Staff can view the item's previous borrower in the Item Details page in the History section for up to 30 days. 

Set the item's Lost* Status to Damaged - Bill to Patron. Change the item's Withdrawn Status to Withdrawn.

The patron is automatically charged for the price of item. The checkout remains active on the patron account until the bill is settled (paid or written off).

Dispose of the item.

When the monthly Withdrawn process is run, the item will be removed if the bill has been paid.

*We must use a Lost status because Damaged statuses cannot be configured to automatically bill the patron.
 

 

LOST STATUSES

STATUS	INDICATES
Lost	Item has been marked lost by library staff.
Long Overdue	Item has been marked lost by an automatic process. Items receive Long Overdue status when the item has been overdue for 30 days.
Lost and Paid For	Item has been lost and subsequently paid for by the responsible party.
Missing	Items is missing within the library. It was not checked out to a patron when it went missing.
Claims Return	The item is not accounted for, but a patron claims that they returned the item. Not all libraries allow the use of Claims Returned.
Migrated Lost	The item migrated to Koha from SirsiDynix Symphony (in August of 2024) with a current location of LOST.
Damaged - Bill to Patron	Item has non-repairable damage that precludes it from being circulated. The patron responsible for the damage and has been billed.

DAMAGED STATUSES

STATUS	INDICATES
Damaged	Item has non-repairable damage that precludes it from being circulated.
Damaged - Needs Review	Item has damage and need to be assessed whether or not the item can be repaired.
Bindery	Item is currently at the bindery.
Repair	Item is currently awaiting repair.
Skip Hold	Owning Library temporarily does not want to fill a hold using this item.

WITHDRAWN STATUS

Withdrawn

Item has been removed from the collection. Items with a status of Withdrawn are removed on a monthly basis by RCLS ILS Staff.

Claims Returned is a customer service option used to reconcile items that cannot be found, but which a patron claims to have returned to the library. The checkout remains on the patron record for accountability. Libraries that see a pattern of Claims Returned items on a patron record can choose to stop extending this courtesy and bill the patron for future lost items.

When an item is marked Claims returned, any outstanding fines are billed to the patron. You may collect this fee from the patron or write it off according to your library policy.

Using Claims Returned is up to the individual library. Check with your circ supervisor or your library's written circulation policy before using this option.