Contents

• Starting up - Turning on the computer and logging in.
• Starting Circulation - Logging into the Library Automation Software.
• Circulation Overview - The basics of the SIRS Manadarin M3 Circulation software.
• Checking out items in Loan mode
  • Searching for a Patron - Bringing up a Patron without an available card.
• Returning checked out items in Return mode
• Renewing checked out items in Renew mode - Extending the due date of checked out items.
• Reserving items in Reserve mode - Adding patrons to an item's hold list.
  • Searching for an Item - Bringing up an Item not in front of you to be scanned.
• Checking the status of a Patron or Item in Status mode
• Renewing checked out items not in front of you - Renewing items over the phone
• Dealing with Fines and Overdues
  • Fines over $5 and Forgiving Fines
• Printing Receipts
• Adding a new Patron
  • Renewing a Patron's Membership

Starting up

The desk computer is turned on by flipping the power bar switch and pressing the power button on the front (it has a star sticker on it).
The computer will start up, and after a few minutes, and come up with the logon screen. The username is desk, and that account requires no password; just hit enter.
The Windows desktop will come up, and you're ready to proceed.

Starting Circulation

The library uses Automation software from SIRS Mandarin. The package of applications, including Circulation, Cataloging, and OPAC, is called M3.
Book loans, renewals, returns, and other transactions all take place in the M3 Circulation module of M3. Double click the Mandarin M3 folder on the Windows desktop, to bring up the M3 Program window.

Double-click on the Circulation icon. This will bring up the logon screen.
To login, click on the first field, type your Login Name, and then type the password into the next field, and hit Enter. Circulation should start after a moment.

Circulation Overview

Circulation has 5 different modes for general use.

• Loan - Main mode, used for checking out books to patrons, and can be used to pay fines, and renew books that are not in front of you (e.g. over the phone).
• Return - Used for returning checked out books.
• Renew - Used to renew books.
• Reserve - Used to reserve books.
• Status - Used to check the availability of library items, and can also pay fines and renew books.

All the modes work by inputting the barcodes unique to each item or Patron. You can input barcodes by:

• Scanning - Make sure the field labeled Barcode: is selected (blue), and scan the barcode. If it is not selected (highlighted blue), click somewhere in the white part of the window, and then click once on the field next to Barcode.
• Searching - Use the Item> Search... or Patron> Search... to find a barcode for an item or patron.
• Typing - Click the field labeled Barcode, and type the barcode of the Patron or item.

The Loan and Reserve modes require a Patron input, then an Item input. The Return and Renew modes only require an item input. The Status mode accepts either Patron or Item inputs.

Checking out items in Loan mode

Loan mode is usually used the most throughout the day. Loan requires a Patron barcode, then Item barcodes, so when a Patron is ready to check out his or her books:

• If a Patron brought back books, Return them before checking out more. (see below).
• Make sure you're in Loan mode. Click the Loan button in the toolbar.
• If the patron has his or her card, Make sure the field labeled Barcode: is selected (blue) and scan the card with the barcode scanner. The computer will beep when it scans, and the patron's information will be displayed on the screen, including name, expiration of membership, and items on loan or reserve, and any fines.
• If the patron doesn't have his or her card, but knows his or her number, click the field next to Barcode, and type PAT######. Patron barcodes always start with PAT and have six digits. So Patron #47's barcode is PAT000047, and 1309's is PAT001309.
• If the patron doesn't have his or her card, and doesn't know his or her number, you must do a search for the Patron.

  Searching for a Patron

  • Click the Patron menu, and click Search....
  • Type the Patron's last name in the field under Last name, and click search.
    
  • A list of Patrons with that last name will come up. Double-click on the appropriate one, and the Patron will be displayed.
    
  • If the Patron has overdue books or unpaid fines, a notice will be displayed. Click Override for now, finish this section, then see the section on Fines and Overdues. (see below)
• Scan the items to be checked out. If successful, the scanner and computer will beep, and the receipt printer will print a record of the transaction. The item will be listed in the bottom half of the window.(Make sure the field labeled Barcode: is selected (blue) if the scanner beeps, but the computer doesn't display the information.)
• Patrons with regular cards can have up to 6 loans at a time. Patrons with Family cards can have up to 10. The loan period is two weeks.
  When finished scanning items, tear out the receipt and give it to the patron.

Returning items in Return mode

Return mode is used to return checked out item. Return requires only item barcodes, so there's no need to scan a Library Card to return a book. When there are books to be returned:

• Make sure you're in Return mode. Click the Return button in the toolbar.
• Important: If returning an audio book or video, open the case and check to make sure the all the correct cassettes are in the case.
• Make sure the field labeled Barcode: is selected (blue) and scan the book's barcode. The scanner and computer will beep if the operation was successful, and buzz if there is a fine, hold, or the book was not checked out.
  • If the book was overdue, the This Patron has unpaid fines message will be displayed. Click the Override button until you're finished returning books, then see the section on Fines and Overdues. (see below)
    
  • If someone has the book that was just checked in on reserve, the Reserve notice will be displayed. Set the book aside, and put a note on it with the displayed Patron's name and phone number, so that person can be called.
  • If the book was not checked out and you try to renew it, the There is no Loan transaction for this item. The item must be loaned in order to process a Return or Renewal message will be displayed. Just click Close and move on.
• Click the Loan button in the toolbar to standby for normal operation, and put the returned books on the appropriate reshelving cart.

Renewing checked out items in Renew mode

Renew mode is used to re-check a checked out item for another two weeks. Renew requires only item barcodes, so there's no need to scan a Library Card to renew a book. When a Patron hands you a book to renew:

• Make sure you're in Reserve mode. Click the Renew button in the toolbar.
• Make sure the field labeled Barcode: is selected (blue) and scan the book. The scanner and computer will beep if the operation was successful, and a receipt will be printed.

Note: This section is for renewing books you have in front of you. If a patron calls to have his or her books renewed, see the section on renewing books over the phone (see below).

Reserving items in Reserve mode

Reserve mode is used to put a patron on a list for an item that's currently checked out for someone else. When the item is returned, M3 displays a message to set it aside for the first patron on the reserve list. We call patrons when their books are ready for them.
Reserve requires a Patron barcode, then item barcodes. Most of the time, you won't have the item to be reserved in front of you, so you'll have to search for it. To put someone on an item's reserve list:

• Make sure you're in Reserve mode. Click the Reserve button in the toolbar.
• Bring up the Patron by either scanning his or her Libary Card, typing in his or her number, or searching for him or her (see above).
• To do the reserve, you must input an Item barcode.

  Searching for an Item

  • Click the Item menu, and click Patron.
  • Type a few words of the book's title in the field under Title, and click search.
    
  • A list of Items with the typed words in their titles will come up. Click once on the appropriate item in the top half of the window, and then double click on the item in the second half of the window. The computer will beep if successful, and the item will be displayed.
    
• Once the item is found, it will be added to the Patron's transaction list as a Reserve (if the book is checked out to someone else), or a Hold (if the book is not checked out to anyone else, and ready to go to the patron).

Renewing checked out items not in front of you

Once an item is on reserved for or on loan to a patron, a transaction is listed in the bottom half of the Circulation window under Patron Transactions. This information can be accessed from any mode, but for the purposes of this guide, Loan mode will be used.
Loans can be renewed from the Patron Transaction screen, without having to scan or search for the item:

• Make sure you're in Loan mode. Click the Loan button in the toolbar.
• Bring up the Patron by either scanning his or her Libary Card, typing in his or her number, or searching for him or her (see above).
• Look at the Patron Transactions: part of the window.
  
• The white checkboxes on the side are used to select which transactions are to be changed. Click on the white box for each item you want to renew, and a check mark will appear (Only Loan, Overdue Loan, or Renewal type transactions can be renewed. The Transaction column shows what type each listed item is.
• Click the right mouse button somewhere on that half of the screen, to bring up the context menu.
  
• Click the left mouse button on Renew. The computer will beep and the Due column of the Patron Transaction will be increased by two weeks. If renewing an Overdue Loan, a message will alert you that the item is overdue. Click the Override button to renew the item, then see the section on Fines and Overdues. (see below)

Dealing with Fines and Overdues

If a Patron keeps an item for more than the two week limit, the computer will give them one day's grace-period without a fine, then start charging $0.05 per day until the item is returned. The maximum fine we can collect is $5.00.

• Once a Loan has expired, it becomes an Overdue Loan in the computer.
• A fine is not created until an Overdue Loan is resolved, either by returning the overdue item or renewing it for another term.
• Once a fine is created, it must be paid to clear the Patron's record.

Taking care of overdues and fines:

• If a Patron brought back books, return them before checking out more or paying fines. (see above).
• The Overdue and Fine notices will come up when a Patron with overdue items or unpaid fines is scanned, typed in, or searched for.
  
  
  Click Override in either case.
• Look in the Patron Transactions part of the window, at the bottom. You must first renew any Overdue Loan items. Follow the instructions to renew in the Renewing over the Phone section to renew them (see above).
• Once all the Overdue Loan transactions have been converted to Fine transactions, the fine can be paid.
• Click the Patron menu and click Payments....
• Ask for the amount displayed in the Total box, and then type the amount in the Tendered field, then click on the OK button.
  
• A message will come up asking if a receipt should be printed. Ask the Patron and print if necessary.

Once overdues and fines are taken care of, only Loan, Renewal, Reserve, and Hold transactions should be listed in the Patron Transactions half of the window.

Fines over $5 and Forgiving Fines

We only collect a maximum fine of $5 per patron per set of fines, but the computer will calculate up to $5 for each item that was overdue. Therefore, if somebody has more than one book overdue for more than 100 days, their fine would be over $5 in the computer. When paying fines, the computer will only accept an entered amount if it's enough to cover the fine. So, part of the fine must be forgiven.

Forgiving part of a set of fines

• Bring up the patron by scanning, typing in, or searching. The Fine notice window will be displayed; click Override.
• Look at the bottom half of the window labeld Patron Transactions, and verify there are no Overdue Loans still out. If there are, see the previous section on how to turn them into fines by returning or renewing.
• Click the Patron menu and click Payments....
• Note the amount in the Total: box in the bottom part of the window that comes up. You'll have to forgive enough to make it exactly $5.00.
  
• Look at the first item in the list, and click in the Forgiven cell of the table.
• Type amount in the Payment cell to the left of the Forgiven cell or an amount that will either make the Total fine $5.00, if possible.
• Click on the Forgiven cell of the next item if your total is still above $5. Repeat the last step until the total is exactly $5.00.
• Once the Total is $5.00, click in the Tendered: field and type 5.00.
• Click the Okay button to pay the fine.
  For example, in this screen:
  1. I would click Forgiven cell of the first item, and type 0.35, since its the amount in the Payment cell, bringing my total to $15.00.
  2. I would click Forgiven cell of the second item, and type 5.00, since its the amount in the Payment cell, bringing my total to $10.00.
  3. I would click Forgiven cell of the third item, and type 5.00, since its the amount in the Payment cell, bringing my total to exactly $5.00
  4. I would type 5.00 in the Tendered: field, and click OK to pay the fine.

Printing Receipts

If a Patron wants to know what items he or she has checked out, we can give them a printout of their current transactions.

• Click the File, and click Print Receipt. A sub-menu will appear. Click on the menu item that says Loan.
• A receipt will be printed with the Patron's name, number of loans, and then each transaction will be summarized with a due date or fine amount.
  

Adding a new Patron

People who live in or own property in Montgomery City can have a library card for no charge. People who live outside the City limits must pay a yearly fee for their card. There are two types of cards.

• Single Patron Cards: Allow 6 items to be checked out at once. The cost is $10.00.
• Family Patron Cards: Allow 10 items to be checked out at once. The cost is $12.50.

If someone wants a new card:

• Ask if they live in the city limits of Montgomery City. If they don't, explain the fees.
• Open the second drawer on the right side of the desk. Inside there are yellow cards for new patrons to fill out. Give one to the prospective patron.
• While they're filling out their yellow card, get the blue library card ready. In the second drawer, take out a blank blue card, the sheet of barcodes, and the patron notebook.
• Peel off the next barcode on the list and put it on the back side of the blue card. Peel off a barcode protector (also in the second drawer) and put it over the barcode.
• Write down the number of the barcode in the notebook. When the patron finishes their yellow card, write the appropriate information in the notebook.
• Once the patron finishes the yellow card, write the barcode number on the top-right corner of it.
• When the patron finishes the yellow card, write their name, barcode number, expiration date, and address on the front of the blue card.
• Now the patron must be entered into the computer. Make sure Circulation is open.
• Click the Patron menu, and then click Add Patron...
• Click the X in the corner of the search window that comes up; you don't need to search at this time. This will bring up the New Patron entry form.
• In the form that comes up, enter the Patron's First, middle, and last names; street address, city, state, country, and zip code; and phone number (see screenshot). For the Barcode field, scan the new blue card.
• If the Patron paid for a family card, click the down arrow on the right side of the Standard Group field. From their, click Family. Otherwise, just leave it as Patron.
  
• If the Patron is from out of town, you must specify an Expiration of Membership. Click the down arrow on the right side of the Expiry of Membership field.
  • A small calendar will come up. Click the right arrow on it until the month displayed is a year in the future. Click right on the day of the month a year from the present. The calendar should disappear and the date should be in the field.
    
• Once all the information is entered, click the OK at the top-right part of the window, and the card will be saved. To test it, go into Loan mode and scan the card to verify the Patron's information.

Renewing a Membership

Cards for Patrons who live outside of Montgomery City expire after one year. If you scan a patron whose card has expired, a This Patron card has expired message will be displayed. The card must be renewed before further transactions can take place.

• You have to edit an expired card in Status mode. Click the Status button on the toolbar.
• Have the Patron pay for their next year of membership. Normal cards cost $10.00 and Family cards cost $12.50.
• Bring up the Patron by either scanning his or her Libary Card, typing in his or her number, or searching for him or her (see above).
• Click the right mouse button on the patron's name, and click Edit from the menu that comes up.
• Look at the Expiry of Membership field. Click the down arrow on the right side of that field to bring up the calendar.
• Click the right arrow on it until the month displayed is a year in the future. Click right on the day of the month a year from the present. The calendar should disappear and the date should be in the field.
  
• Click the OK at the top-right part of the window, and the data will be saved. To test it, go into Loan mode and scan the card to verify the Patron's information. The card expiration notice should no longer be visible (If it is, click Override; the message must be changed by an Administrator).