CIRCULATION: 

WORKFLOWS FOR THOSE NEW TO  AS WELL AS EXPERIENCED WITH KOHA

SIGNING IN

• Sign in by clicking on the koha link or the bookmark
• User name will be assigned by your tech or supervisor

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• ONCE YOU ARE SIGNED IN, YOU ARE READY TO GO!! YOU WILL SEE TABS DEPENDING ON WHAT YOUR PERMISSIONS ARE, i.e. :
• CIRCULATION 
• TOOLS
• CATALOGING
• PATRONS
• Inventory 

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Checkout�

• Click on the tab that says Checkout
• Scan patrons card, or type in name, address, whatever your library uses as verification
• Scan the items
• When finished print receipt
• Clear the screen by clicking the x in the right hand side of the checkout box.   We  make it a practice to do this so items do not accidentally get checked out to the wrong person

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Renewal

• There are a couple of options for renewing
• Pull up patrons record 
• Click in box next to title of items to be renewed
• Go to bottom of screen click renew checked items. 
• If all items need renew click renew all

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Click on the renew tab 

Scan the item

Click on patrons barcode to see if item renewed

Check item in and back out

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Adding patron

• To add a patron to the database
• Follow procedure for library
• Go to patron
• Drop down box will have your patron type
• Select patron type and fill in all necessary boxes
• Make sure you click the notifications 
• Save
• Ready to checkout

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Placing holds from patron account

• Pull up the patrons account
• Click search to hold, find the item
• Place hold
• You can do fuzzy searching if needed using a Tilde (~)
• Wildcards(?)
• Phrases(")
• Etc. 
• This can help you narrow if not sure of spelling, subject, etc
• Search results can be sorted by item type, subject, etc

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Placing holds from Search Screen

• Click on Search
• Find title of item
• Can search by title
• Author 
• Subject

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Advanced search

Options for title and author

Options for subject and title, etc

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Placing holds continued

• Click place hold
• Scan patron's card

 We do not use item specific except in very specialized cirucmstances

Make sure next available is clicked

Place hold

Pulling Holds

• Go to Koha tab in right corner
• Click  Circulation Tab
• Holds Que
• Put in Library
• Run Report
• Print

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Creating a fee on a patrons card

• Go to patron's account 
• Go to accounting
• Create Manual invoice
• Use drop down to find Damage
• Copy and Paste barcode into box
• Put in amount of item
• Click save
• Follow library's procedure for paying fine and contacting your patron

Pulling Holds cont

• Once you have the report printed
• Grab a cart and pen and pull items from shelf
• Once complete
• Check items in to trigger holds
• Print hold slip
• Submit
• Put transfer slips in for  routing to the  correct library or put on your own holds shelf

Check in�

• Pull all items from bookdrop
• Sign into Koha
• Click on the Check in tab
• Scan items
• Watch screen closely
• Place hold or transfer slips in items
• Place home items on carts for shelving

Statuses�

• Damage Review
• Withdrawn
• Damaged
• In Mending
• Lost
• Lost and Paid
• Missing
• Incomplete return

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Statuses continued

• To place something in one of the statuses
• Find the item in the catalog
• Click on the barcode to get the bibliographic page
• Go to middle of page to status
• Find status, scroll to it and then save
• Once in that status, it will show up in the database

Charging for Lost / Damaged items

• Our long overdue / lost automatically goes into the patrons accounting record
• To charge for damaged
• Go to item barcode
• Go to Bib record
• Find price
• Make item damaged (in status location)
• Copy the barcode

Circulation page, important tabs

Paying fines

• Pull up patrons account
• Click on Accounting Tab
• Pay all or some of fines
• Follow your libraries procedure
• There is a cash register option in the system to track payments

Patron / Staff types

• We have a variety of patron types
• Adult
• Adult Basic – limited , no access to downloadables, not within taxing district
• Minor
• Minor Basic – same as adult basic
• Non Resident  - does not pay library tax anywhere needs to pay for services 
• Faculty- the few schools we have in the system this helps us keep track of students  and faculty

Staff cont

• Staff – all staff that need log on and permissions 
• Generic staff – Those who may only need check in or check out
• Technical Services – Internal cards / circulation, cataloging, storytime
• These will have certain parameters set depending on what your staff person needs to be able to do. 
• Some may need check in and out/ but not cataloging, some may need reports where others don’t
• Check out times can be adjusted