[Koha-cvs] koha-doc/en/general usersguide.xml
Stephen Hedges
shedges at skemotah.com
Mon Mar 27 00:50:17 CEST 2006
CVSROOT: /sources/koha
Module name: koha-doc
Branch:
Changes by: Stephen Hedges <shedges at savannah.gnu.org> 06/03/26 22:50:17
Modified files:
en/general : usersguide.xml
Log message:
Add Chapter 3, Circulation Tasks
CVSWeb URLs:
http://cvs.savannah.gnu.org/viewcvs/koha/koha-doc/en/general/usersguide.xml.diff?tr1=1.1&tr2=1.2&r1=text&r2=text
Patches:
Index: koha-doc/en/general/usersguide.xml
diff -u koha-doc/en/general/usersguide.xml:1.1 koha-doc/en/general/usersguide.xml:1.2
--- koha-doc/en/general/usersguide.xml:1.1 Sat Jan 21 21:01:52 2006
+++ koha-doc/en/general/usersguide.xml Sun Mar 26 22:50:17 2006
@@ -8,7 +8,7 @@
Management</subtitle>
<bookinfo>
- <date>January 2006</date>
+ <date>March 2006</date>
<author>
<firstname>Stephen</firstname>
@@ -17,6 +17,12 @@
</author>
<author>
+ <firstname>Joshua</firstname>
+
+ <surname>Ferraro</surname>
+ </author>
+
+ <author>
<surname>and other contributors as noted in the text</surname>
</author>
@@ -144,6 +150,18 @@
records and on templating.</para>
</revdescription>
</revision>
+
+ <revision>
+ <revnumber>2.2.5p1</revnumber>
+
+ <date>2006-03-26</date>
+
+ <authorinitials>sh</authorinitials>
+
+ <revdescription>
+ <para>Add Chapter 3, Circulation Tasks</para>
+ </revdescription>
+ </revision>
</revhistory>
</bookinfo>
@@ -156,7 +174,7 @@
system (ILS) for automating a lending library. It has all of the basic
features needed to run a library, handling:<itemizedlist>
<listitem>
- <para>an online public access catalog (OPAC) of the library's
+ <para>an online public access catalogue (OPAC) of the library's
holdings;</para>
</listitem>
@@ -268,7 +286,7 @@
<para>When Koha is first delivered to the librarian(s), the technicians
that have installed it will have set it up with two web addresses: one for
- accessing the Online Public Access Catalog (OPAC), and one for accessing
+ accessing the Online Public Access catalogue (OPAC), and one for accessing
what is generally called the "Intranet." The Intranet address is the one
that will be used by the librarians to get to the Koha programs they will
use to manage library circulation, cataloging, etc. Often the OPAC and the
@@ -376,7 +394,7 @@
<para>The layout of this page is pretty simple. Three columns list the
name of the preference, its current value, and a brief description of
what the preference controls. The preferences grouped into tabs relating
- them to Koha functions: Administration, Acquisitions, the Catalog,
+ them to Koha functions: Administration, Acquisitions, the catalogue,
Circulation, Members, the OPAC, and some other preferences that do not
fit into the other categories. Some of these you won't need to change at
all.</para>
@@ -611,7 +629,7 @@
simply get whatever Koha gives you. For most libraries, where
preprinted barcodes are attached to items as they are cataloged,
this will not work. In these cases, you should choose "no" and
- plan on adding the barcode to the catalog record while you are
+ plan on adding the barcode to the catalogue record while you are
adding other item information (such as price, accession date,
etc.).</para>
</listitem>
@@ -866,7 +884,7 @@
<listitem>
<para>This preference defines how Koha will display a
- bibliographic record that has been retrieved from a catalog
+ bibliographic record that has been retrieved from a catalogue
search. The choices are "normal," "marc" or "isbd."<itemizedlist>
<listitem>
<para>"normal" displays the record in the standard Koha
@@ -972,7 +990,7 @@
<term>hidelostitems</term>
<listitem>
- <para>If you do not want items in your catalog which have been
+ <para>If you do not want items in your catalogue which have been
tagged as "lost" to appear in the results of OPAC searches, set
this preference to "Yes." If you always want all items
displayed, regardless of their "lost" status, leave this value
@@ -1164,9 +1182,9 @@
<listitem>
<para>These shelves can only be viewed or modified by the
logged-in user who created them. For example, a borrower
- might select titles of books in the library's catalog that
- he/she wants to read someday and can add these titles to a
- private virtual shelf for later reference.</para>
+ might select titles of books in the library's catalogue
+ that he/she wants to read someday and can add these titles
+ to a private virtual shelf for later reference.</para>
</listitem>
</varlistentry>
@@ -1222,9 +1240,9 @@
<listitem>
<para>The Koha OPAC by default allows users to "pre-search" the
- catalog for words in titles, authors names, or subjects. This
+ catalogue for words in titles, authors names, or subjects. This
feature can greatly reduce the number of inappropriate records
- returned by a catalog search, but some libraries may want to
+ returned by a catalogue search, but some libraries may want to
disable the feature by turning this preference on.</para>
<para>The feature is accessed through the Advanced Search and is
@@ -1242,8 +1260,8 @@
</figure>
<para>By choosing from the list of terms returned by the
- dictionary search, a more accurate search of the general catalog
- can be accomplished.</para>
+ dictionary search, a more accurate search of the general
+ catalogue can be accomplished.</para>
</listitem>
</varlistentry>
@@ -1261,9 +1279,9 @@
The exception to this rule is that any librarians with
"superlibrarian" privileges can do any of these things; they are
not restricted by this system preference.<note>
- <para>This preference does not affect the display of catalog
- records in the OPAC -- searches will always display results
- from all branches.</para>
+ <para>This preference does not affect the display of
+ catalogue records in the OPAC -- searches will always
+ display results from all branches.</para>
</note></para>
</listitem>
</varlistentry>
@@ -1327,8 +1345,8 @@
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -1828,7 +1846,16 @@
labeled with an asterisk. If a box in the grid is left blank, its
value will be calculated based on the value in the "*" boxes, as
explained in the "Default values" area of the on-screen
- instructions.</para>
+ instructions.<note>
+ <para>Actually, the instructions regarding "Default values" should
+ currently be ignored. Changes to Koha have broken the default
+ values capability for the past few versions of Koha, including
+ version 2.2.5. This should be corrected in the near future;
+ meanwhile, you must be sure to fill in the values for every
+ borrower category and every item type and every branch, or you
+ will receive error messages when trying to issue items to
+ borrowers.</para>
+ </note></para>
<para>The "issue" boxes are filled with two whole numbers, separated
by a comma. The first number tells Koha how many days a borrower from
@@ -1876,7 +1903,7 @@
<title>Stop Words</title>
<para>Here you should list all of the words you wish Koha to ignore
- when performing catalog searches or building the keyword index.
+ when performing catalogue searches or building the keyword index.
Normally, you will not want Koha to save keyword references to
articles like "The" and "A" and other very common words. Saving
keyword references to these words does not help to limit a search and
@@ -2048,8 +2075,8 @@
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -2353,15 +2380,15 @@
Koha. The "repeatable" and "mandatory" checkboxes will allow
catalogers to repeat a subfield, or will cause Koha to issue an error
warning if the cataloger leaves a mandatory subfield empty. "Search
- also" is an interesting feature that allows a catalog search to check
- several MARC subfields at the same time. In this example, a catalog
- search for a certain author will check first for the author's name in
- subfield 100a of all MARC records, but will also check in 700a (in
- case the name is an added entry), and in 110a and 710a (in case the
- "author" is an organization). You could add more subfields here --
- perhaps 511a, in case the "author" is actually a performer -- by
- typing them in the text field, enclosing each subfield identifier in
- single quotes and separating them with commas.</para>
+ also" is an interesting feature that allows a catalogue search to
+ check several MARC subfields at the same time. In this example, a
+ catalogue search for a certain author will check first for the
+ author's name in subfield 100a of all MARC records, but will also
+ check in 700a (in case the name is an added entry), and in 110a and
+ 710a (in case the "author" is an organization). You could add more
+ subfields here -- perhaps 511a, in case the "author" is actually a
+ performer -- by typing them in the text field, enclosing each subfield
+ identifier in single quotes and separating them with commas.</para>
<note>
<para>The parenthetical "example for 200a" refers to UNIMARC tag
@@ -2398,7 +2425,7 @@
<para>The "Editor constraints" section mostly controls how this
subfield is presented to the catalogers. The "Text for librarian" and
"Text for OPAC" will be the descriptive name of this subfield in the
- librarian's interface and the public catalog respectively. The
+ librarian's interface and the public catalogue respectively. The
"Managed in tab" constraint allows you to choose from a pull-down list
with the values "ignore," numbers "0" through "9," and "items (10)."
"Tab" is not the keyboard "tab" used for indenting text; in this case,
@@ -2456,7 +2483,7 @@
filling such a subfield, Koha will follow instructions from the
"default options" to fill the subfield. The "URL" checkbox simply
tells Koha that the content of this subfield should appear as an
- active hyperlink when the record is displayed in the catalog.</para>
+ active hyperlink when the record is displayed in the catalogue.</para>
<para>The "Default Options" section allows you to use several unique
features of Koha to fill subfields with default values. We will look
@@ -2488,8 +2515,8 @@
holdings tag, you can set up a subfield meant to contain the branch
location of an item so that it pulls an authorised value from the
"branches" category. Then as catalogers are adding holdings to your
- catalog, they will find a pull-down list of all your branch names in
- this subfield; they will only be able to choose a name from this
+ catalogue, they will find a pull-down list of all your branch names
+ in this subfield; they will only be able to choose a name from this
list, and cannot type in anything else. If you also link this
subfield to items.homebranch or items.holdingbranch, you will always
be able to accurately track an item's location.<note>
@@ -2512,7 +2539,7 @@
<para>Koha's "thesaurus" feature is a way to use MARC authority
records -- not to be confused with Koha's "authorised values" -- to
make sure only standardized names, titles, etc. are used in your
- catalog records. There will be much more detailed discussion of
+ catalogue records. There will be much more detailed discussion of
authority records in a later section ("Thesaurus Structure"); this
section will provide only a basic overview of how to activate this
feature.</para>
@@ -2724,15 +2751,15 @@
<title>Thesaurus Structure</title>
<para>Catalogers often rely on MARC authority records to keep personal
- names, place names, subjects, etc. standardized across a catalog. For
- example, if you have several books by the late Pope in your
+ names, place names, subjects, etc. standardized across a catalogue.
+ For example, if you have several books by the late Pope in your
collection, the bibliographic records you import from other sources
may have the author's name in a variety of forms: "John Paul II, Pope,
1920-2005"; or "Joannes Paulus II, Pope, 1920-2005"; or "Juan Pablo
II, Pope, 1920-2005"; or "Jean Paul II, Pope, 1920-2005"; or "Johannes
Paul II, Pope, 1920-2005"; or "Joann Pavel II, Pope, 1920-2005" to
name some of the many possibilities. But you want all of the books to
- be displayed whenever a catalog user searches for "John Paul II." To
+ be displayed whenever a catalogue user searches for "John Paul II." To
do this, you modify the bibliographic records so they conform to an
authority record that specifies the "correct" form of the name as
"John Paul II, Pope, 1920-2005."</para>
@@ -2903,8 +2930,8 @@
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -3009,7 +3036,7 @@
using this tool to load files of MARC records obtained some other way.
When cataloging, these records can be pulled from the reservoir and
used as the basis for new records, with added holdings information,
- that will be saved to the catalog of active records.</para>
+ that will be saved to the catalogue of active records.</para>
<para>As the screen explains, there are several options that can be
set when using the import tool. When the import is finished, you will
@@ -3044,8 +3071,8 @@
<para>This page can be confusing the first time you see it. You can
choose to print either a single barcode or a range of barcodes -- but
you can only print barcodes for items which have already been added to
- your catalog. (You cannot use this tool to print a range of barcodes
- for items you will catalog in the future, for example.) You should
+ your catalogue. (You cannot use this tool to print a range of barcodes
+ for items you will catalogue in the future, for example.) You should
select your country code from the pull-down list. Note that the
barcode symbology that will be printed is EAN128, a fairly common type
of barcode world-wide. The paper size is set by your printer
@@ -3101,8 +3128,8 @@
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<anchor id="marcimport" />
@@ -3243,11 +3270,76 @@
url="http://html-template.sourceforge.net/article.html">http://html-template.sourceforge.net/article.html</ulink>,
and there are many other sites as well.</para>
+ <para>Note that future versions of Koha will move to using standardized
+ <filename>prog</filename> templates, with the goal of having templates
+ that are simple, are XHTML valid, and can be configured using cascading
+ style sheets. This will require that new templates follow some basic
+ rules:<itemizedlist>
+ <listitem>
+ <para>Templates should always begin with <programlisting><!- - TMPL_INCLUDE NAME="doc-head-open.inc" - ->Koha - - TEMPLATE_TITLE
+<!- - TMPL_INCLUDE NAME="doc-head-close.inc" - ->
+
+<!- - TMPL_INCLUDE NAME="menus.inc" - ->
+
+<!- - TMPL_INCLUDE NAME="menu-<emphasis>MODULE</emphasis>.inc" - -></programlisting>
+ where <emphasis>MODULE</emphasis> is one of the Koha modules
+ (catalogue, acquisition, etc.)</para>
+ </listitem>
+
+ <listitem>
+ <para>Templates should always end with <programlisting><!- - TMPL_INCLUDE NAME="intranet-bottom.inc" - -></programlisting></para>
+ </listitem>
+
+ <listitem>
+ <para>Use <programlisting><div id="TEMPLATENAME_<emphasis>what_this_block_does</emphasis>"> </div></programlisting>
+ for each logical block. For example, if a page contains one block
+ for borrower information, one for borrower fines, and one for
+ borrower reserves, it is a good idea to have three different
+ blocks. (Usually a block begins with an
+ <computeroutput><h2></computeroutput> header.)</para>
+ </listitem>
+
+ <listitem>
+ <para>All action buttons inside a block are enclosed in a
+ <programlisting><computeroutput><div id="action"> </div></computeroutput></programlisting>
+ and placed at the end of the block. Avoid having more than one
+ action <computeroutput>div</computeroutput>.</para>
+ </listitem>
+
+ <listitem>
+ <para>Use <computeroutput><h1></computeroutput> for the page
+ main title.</para>
+ </listitem>
+
+ <listitem>
+ <para>Use <computeroutput><h2></computeroutput> for the
+ block level title.</para>
+ </listitem>
+
+ <listitem>
+ <para>Construct forms with <programlisting><p><label>text</label><input type="..."></p></programlisting>
+ NOT with <computeroutput><table></computeroutput>.</para>
+ </listitem>
+
+ <listitem>
+ <para>Use <computeroutput><table></computeroutput> as seldom
+ as possible (and only where tables are truly useful).</para>
+ </listitem>
+
+ <listitem>
+ <para>Do not use <computeroutput><caption></computeroutput>
+ at the beginning of tables, at least not for the table title.
+ Since most blocks are not tables, the caption does not exist
+ everywhere. Use <computeroutput><h2></computeroutput>
+ instead.</para>
+ </listitem>
+ </itemizedlist></para>
+
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -3308,7 +3400,7 @@
</chapter>
<chapter>
- <title>The Online Public Access Catalog -- to be completed</title>
+ <title>The Online Public Access catalogue -- to be completed</title>
<para>General description -- To be completed</para>
@@ -3350,38 +3442,535 @@
</chapter>
<chapter>
- <title>Circulation Desk -- to be completed</title>
+ <title>Circulation Tasks</title>
- <para>General description -- To be completed</para>
+ <para>The basic function of a lending library is (of course) to lend
+ materials to borrowers. The Koha circulation module handles the daily
+ tasks of keeping track of which borrower has which materials, when the
+ materials are due back, what late fees might be due, and so forth. This is
+ the part of Koha which the librarian(s) will use most often.</para>
<section>
<title>Issues</title>
- <para>To be completed</para>
+ <para>Issues ("checking out") and returns ("checking in") are the basic
+ tasks involved in circulation of library materials. In fact, you can
+ perform these two basic tasks from the Koha home page, without going to
+ the circulation page:</para>
+
+ <figure>
+ <title>Basic circulation from the home page</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circhome.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>As you can see, starting the process of issuing an item can be
+ accomplished from the home page by typing or scanning the borrower's
+ card number in the "Issue" box. Likewise, items can be returned by
+ scanning or typing the barcode on the item in the "Return" box.</para>
+
+ <para>Normally, however, library staff will probably work from either
+ the circulation issues or returns pages instead of the Koha home page.
+ The issues page is the one that opens when you click on "Circulation"
+ from the home page:</para>
+
+ <figure>
+ <title>Circulation issues page</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circiss1.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>This page offers the opportunity to "Change Settings" before you
+ begin work. It is particularly important that the branch be set
+ correctly before starting to issue materials. If the branch is set to
+ "Main" and you are actually issuing from "Branch1," all circulation
+ statistics will be credited incorrectly to "Main" and Koha will assume
+ that the item was located at "Main" instead of "Branch1." The branch
+ setting is the way Koha determines where the transaction is actually
+ taking place.</para>
+
+ <para>Note that you do not need the borrower's card number if you know
+ the borrower's name. If you enter any part of the borrower's name (any
+ name -- but last name works best), then Koha will retrieve a list of
+ possible borrowers from which you can choose. For example, if you had
+ entered "hed" you might see a display like this:</para>
+
+ <figure>
+ <title>Name list</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circnamelist.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>If you select a name from this list, or type in a name or card
+ number that identifies only one person in the database, you then see a
+ screen showing borrower information.</para>
+
+ <figure>
+ <title>Borrower details</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circborrdetails.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>Now you are ready to get to work! This screen allows you to do a
+ number of different tasks. (This, by the way, is the screen you will see
+ if you scan a borrower's card number from the Koha home page.)</para>
+
+ <para>First of all, it allows you to check out an item. This is done by
+ scanning or typing the item barcode in the "Item Barcode" box and either
+ clicking on "Issue" or pressing the return (enter) key on the keyboard.
+ (Many barcode readers can be programmed to automatically add a "return"
+ to the end of the barcode.) This screen also allows you to change the
+ due date for an item to a special due date; this is done by using the
+ date pull-down menus below the barcode box <emphasis>before</emphasis>
+ you enter the barcode number. If you want your special due date to apply
+ to all of the items the borrower is getting, then you can check the
+ "Sticky Due Date" box and all items subsequently issued to this borrower
+ (during this session) will be due on that date.</para>
+
+ <para>Before describing what happens after you enter a barcode, note
+ that there are two buttons beside the borrower's name: "detail" and
+ "edit." Clicking on these buttons will either show you more details
+ about the borrower or allow you to edit the borrower's details. (This
+ assumes that the staff person has permission to add or modify member
+ records: if this permission has not been granted, clicking on "edit"
+ displays a screen with the message, "Sorry, Koha doesn't think you have
+ permission for this page.") The process of editing or adding member
+ records will be discussed in a later section of this chapter.</para>
+
+ <para>It is possible that you will see special messages, located at the
+ bottom of the Borrower Information box, alerting you to problems with
+ the borrower's account. These messages might be prompted by
+ circumstances such as:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>this borrower has overdue items on their account (as in the
+ screenshot above)</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower has a debt or a credit with the library (perhaps
+ from overdue fines or lost items)</para>
+ </listitem>
+
+ <listitem>
+ <para>this card has been reported as lost</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower has been debarred (barred) from receiving
+ library services</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower has an incorrect address on file with the
+ library</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower has reserved items waiting for them at the
+ library</para>
+ </listitem>
+
+ <listitem>
+ <para>library staff have attached any other special note to the
+ borrower's record</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>Assuming that you have set any special due date and have dealt
+ with any special circumstances with the borrower's account, you are now
+ ready to scan or type in the Item Barcode. Koha checks to see if there
+ are any problems with issuing this item before it completes the
+ transaction; if there are problems, a prominent message is
+ displayed.<figure>
+ <title>Item problem message</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/itemmess.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure></para>
+
+ <para>This problem resulted from scanning in the barcode of the first
+ item in the list of "Previous Issues," prompting Koha to ask if we
+ really wished to renew the loan.</para>
+
+ <para>There are a number of conditions which will result in a message
+ from Koha while issuing items, some related to the borrower, some
+ related to the item. One type of condition results in Koha asking for
+ confirmation before proceeding, as in the example above:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>the borrower owes money to the library</para>
+ </listitem>
+
+ <listitem>
+ <para>the borrower would have too many items checked out</para>
+ </listitem>
+
+ <listitem>
+ <para>this item is already checked out to this borrower (hence a
+ renewal)</para>
+ </listitem>
+
+ <listitem>
+ <para>this item is currently checked out to a different
+ borrower</para>
+ </listitem>
+
+ <listitem>
+ <para>this item has been reserved by another borrower</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>Another type of condition results in Koha simply reporting that
+ the item cannot be issued:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>this borrower has been debarred (barred) from receiving
+ library services</para>
+ </listitem>
+
+ <listitem>
+ <para>this card has been reported as lost</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower has an incorrect address on file with the
+ library</para>
+ </listitem>
+
+ <listitem>
+ <para>this borrower's registration has expired</para>
+ </listitem>
+
+ <listitem>
+ <para>the sticky due date is invalid</para>
+ </listitem>
+
+ <listitem>
+ <para>the barcode is unknown</para>
+ </listitem>
+
+ <listitem>
+ <para>the item is classified as "not for loan"</para>
+ </listitem>
+
+ <listitem>
+ <para>the item has been previously withdrawn from the
+ collection</para>
+ </listitem>
+
+ <listitem>
+ <para>the renewal limit has been reached</para>
+ </listitem>
+
+ <listitem>
+ <para>library staff have restricted issuing of this item for some
+ other reason</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>Once all of the error conditions have been satisfied, the item is
+ issued:</para>
+
+ <figure>
+ <title>Item issue</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circiss2.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>The most recently issued item now appears at the end of the list,
+ with its (new) due date.</para>
+
+ <section>
+ <title>- User comments -</title>
+
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
+ </section>
</section>
<section>
<title>Returns</title>
- <para>To be completed</para>
- </section>
+ <para>Returning items is simply a matter of scanning or typing the item
+ barcode in the "Item Barcode" box.</para>
- <section>
- <title>Branch Transfers</title>
+ <figure>
+ <title>Returns</title>
- <para>To be completed</para>
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circreturn.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>As you can see from the screenshot above, returning an item
+ produces a display of information about the account of the borrower. If
+ certain conditions exist relating to the returned item, you may also see
+ alert messages. Some of the conditions which produce a message
+ are:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>the item is overdue and a fine has been assessed</para>
+ </listitem>
+
+ <listitem>
+ <para>the item was previously reported as lost (and a fine may have
+ been paid)</para>
+ </listitem>
+
+ <listitem>
+ <para>another borrower has placed a reserve on this item</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>It is worth noting that Koha saves information about the previous
+ two borrowers of an item. This information is useful when a borrower
+ returns an item because it was damaged by a previous borrower. This
+ information can be accessed by searching for an item through the
+ librarian interface, as explained in a later section of this
+ chapter.</para>
+
+ <section>
+ <title>Branch Transfers</title>
+
+ <para>From time to time the library may want to send a group of items
+ from one branch to another. When this is done, the catalogue must be
+ updated to reflect the new location of the items. While it is possible
+ to do this simply by returning all the items when they arrive at the
+ new location (and ignoring the warning messages that the item was not
+ on issue), Koha also includes a separate "branch transfer" utility to
+ change the holding location in the catalogue. This utility is quite
+ simple and straightforward.</para>
+
+ <figure>
+ <title>Branch Transfers</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/transfers.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>Set the name of the branch where you are sending the items, then
+ scan or type in each item barcode. The utility does not display any
+ list or information about the item(s), it simply changes the holding
+ location. To return to issuing items, click on "Next Borrower," or
+ click on "Returns" to resume returning items.</para>
+ </section>
+
+ <section>
+ <title>Reserves Pending</title>
+
+ <para>Koha will inform you of pending reserves on items as they are
+ returned, but if you would like to see a complete list of all pending
+ reserves, select "Reserves pending" from the "Circulation" pull-down
+ menu:</para>
+
+ <figure>
+ <title>Reserves Pending</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/reservepend.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>"Priority" shows which reserve will be filled next when there
+ are multiple reserves on one title; the priority "1" reserve will be
+ the first one filled. "Location" is the place where the borrower would
+ like to pick up the reserve, and "Notes" are optional. Clicking on
+ "Sort" will sort the list by reserve date, patron (borrower), or
+ title.</para>
+
+ <note>
+ <para>If your borrowers are active users of the reserve function, be
+ careful with this report; it can become so long that it will crash
+ your browser!</para>
+ </note>
+ </section>
+
+ <section>
+ <title>- User comments -</title>
+
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
+ </section>
</section>
<section>
<title>Add/Edit Members</title>
- <para>To be completed</para>
+ <para>Adding "members" (borrowers) to the library or changing
+ information about a borrower can be started from the Koha home
+ page.</para>
+
+ <figure>
+ <title>Member management from home page</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/homemember.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>If you happen to be at the home page when a potential borrower
+ asks to be added to the library's membership, this works well. In most
+ cases, however, you will get to member management from the circulation
+ page, either through the pull-down "Members" menu at the top of the
+ page, or by clicking on "Add" or "Edit" after doing a search for
+ borrowers.</para>
+
+ <para>No matter how you get there, the screen you will see is the
+ same.</para>
+
+ <figure>
+ <title>Member detail entry</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/memberentry.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>On this page, required information appears in bold type with an
+ asterisk: the card number, the given (first) name, the surname (last
+ name), the postal address, and the town. It is to your advantage, of
+ course, to fill in the rest of the fields with as much information as
+ possible. Many of the fields on this screen are designed to allow
+ flexible data entry; the zip code, for example, may be called "postal
+ code" in your country, or may not even be an important part of your
+ addresses. Decide how you want to use the fields and then try to be
+ consistent as you add new members or edit information about existing
+ borrowers.</para>
+
+ <para>A few of the fields on this page deserve some explanation.</para>
+
+ <variablelist>
+ <varlistentry>
+ <term>Card number</term>
+
+ <listitem>
+ <para>If you set your "autoMemberNum" system preference to "1"
+ (on), then card numbers will be calculated automatically and
+ inserted into this field when new members are added.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Category</term>
+
+ <listitem>
+ <para>Be sure to choose the correct category for the member, since
+ this may affect how loan periods and fines are calculated for this
+ borrower.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Notes (alternate contact)</term>
+
+ <listitem>
+ <para>Use this field wisely; if you have extensive notes on how to
+ contact others when you cannot contact the borrower, it will make
+ your work easier when you have to hunt down a "missing"
+ member.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Expiry date</term>
+
+ <listitem>
+ <para>If you leave this field blank when adding a new member, Koha
+ can calculate the expiration date of the borrower's membership
+ based on the "Enrollment Period" value you set for this borrower's
+ category in the Borrower Categories parameter.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Borrower message and Circulation note</term>
+
+ <listitem>
+ <para>These two fields are most often used when adding extra
+ information to an existing borrower's account. The "Borrower
+ message" will appear on the OPAC screen when the borrower logs in;
+ it is a handy way to communicate information to a borrower. The
+ "Circulation note" is intend to communicate information to other
+ staff members. Both the messages appear on the staff screen when a
+ borrower presents their card at the circulation desk to check
+ items out.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>FLAGS</term>
+
+ <listitem>
+ <para>These three radio buttons can be used to set the status of
+ the account. "Gone no address" means that mail to the borrower has
+ been returned to the library and no new mailing address has yet
+ been provided. "Lost" means the card (not the borrower!) has been
+ reported lost. "Debarred" means the borrower has violated library
+ rules and is not entitled to library services until the situation
+ has been resolved.</para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Sorting fields</term>
+
+ <listitem>
+ <para>These are general-purpose fields that can be used to store
+ any type of special information which might be used for retrieving
+ the records of a special group of borrowers from the
+ database.</para>
+ </listitem>
+ </varlistentry>
+ </variablelist>
+
+ <para>When you have filled in the fields, click on "Save." If any of the
+ required fields have been left blank, you will receive an error message
+ and be given the opportunity to add the missing information.</para>
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -3535,20 +4124,142 @@
</variablelist>
</section>
</section>
+
+ <section>
+ <title>Catalogue Searches in the Librarian Interface</title>
+
+ <para>While working at the circulation desk, staff are likely to need to
+ search the catalogue for bibliographic records. There are some
+ differences between the information the librarian(s) will see and the
+ information the public will see when searching the library catalogue.
+ First, the librarian is presented with different search options than are
+ available through the OPAC.</para>
+
+ <figure>
+ <title>Librarian's catalogue search</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/circcatsearch.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>This screen is not accessed from the Circulation menu, but from
+ the Catalogue menu. There are a few things that appear to be missing
+ from this screen at first glance. The Advanced OPAC Search allows all of
+ these searches, plus the ability to search on series title, format, and
+ publication date range. What the OPAC search does not have, however, are
+ the search fields at the bottom of this screen.</para>
+
+ <para>These fields allow the librarian to search directly against the
+ MARC record. The first box allows staff to choose an "and" or "or"
+ (Boolean) search type for each line. The second box contains a pull-down
+ list of all the MARC subfields which are not set as "ignored" in your
+ default Biblio Framework; this list is also grouped according to the
+ "tab" setting of each subfield. Choose which MARC subfield you wish to
+ search from this list. The third box allows you to exclude a term by
+ choosing "not" from the pull-down list. The fourth box allows you to
+ control the search behavior; will the search look for the term contained
+ somewhere in the subfield, at the beginning of the subfield, exactly
+ matching the content of the subfield, etc. Finally, the fifth box is
+ where you type in the search term.</para>
+
+ <para>This ability to search directly against the MARC record is a
+ powerful tool for the librarian. Notice that there is yet another area
+ at the bottom of this screen that does not appear in the OPAC search
+ screen. This area allows the librarian to: set the number of titles that
+ will be displayed on each page of the search results; select if the
+ results will be sorted by title, author, call number, publication year,
+ or publisher; and choose either an ascending or descending sort.</para>
+
+ <para>The display of the search results is also quite different from the
+ OPAC search results. By default, Koha shows the MARC record. But a more
+ useful display is either the "Complete" or "Normal" display, which can
+ be accessed by clicking on the appropriate tab at the top of the display
+ box.</para>
+
+ <figure>
+ <title>Librarian's "Complete" search results</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/libsearchresults.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>Note that other tabs across the top of the display area allow the
+ librarian to jump directly to some other tasks, such as editing or
+ deleting an item record attached to this bibliographic record (if the
+ logged-in user has permission to edit catalogue records), adding the
+ book to a virtual shelf, or placing a request (reserve) on the
+ book.</para>
+
+ <para>Note also that there is more information on this screen than on
+ the OPAC about the status of individual copies of this book. First, all
+ copies are displayed, regardless of their current status, including lost
+ and long overdue copies. Also the card number of the current borrower of
+ a copy is given. This card number is a live link; clicking on it will
+ display detailed information about the borrower.</para>
+
+ <para>One other live link in the "Items" list is the barcode of each
+ copy. Clicking on the barcode will display very detailed information
+ about the copy.</para>
+
+ <figure>
+ <title>Librarian's item details display</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/libitemdetail.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>Most of this information is self-explanatory. Note that there are
+ again some live links: the current borrower's card number (to see
+ borrower details); the "Accession Date," which will lead to a display of
+ information about the order history of the copy (from the Acquisitions
+ module); and the "Total Issues." This last link produces information
+ about the issuing history of this copy.</para>
+
+ <figure>
+ <title>Item Issue History</title>
+
+ <mediaobject>
+ <imageobject>
+ <imagedata fileref="images/libissueshist.gif" />
+ </imageobject>
+ </mediaobject>
+ </figure>
+
+ <para>This screen basically keeps track of the current and the
+ "permanent" locations of the item, the number of times it has been
+ issued at each branch, and the date and time when it was last scanned by
+ a librarian.</para>
+
+ <section>
+ <title>- User comments -</title>
+
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
+ </section>
+ </section>
</chapter>
<chapter>
<title>Cataloging and Acquisitions</title>
- <para>The function of a library catalog is to retain descriptions of the
+ <para>The function of a library catalogue is to retain descriptions of the
items held by the library in such a way that the descriptions can be
accessed and used effectively whenever an item needs to be retrieved from
the collection. The function of cataloging is to build those descriptions
- and store them in a logical database (i.e. the catalog) in such a way that
- knowing one part of the description allows the catalog user to retrieve
- the entire description of the item.</para>
+ and store them in a logical database (i.e. the catalogue) in such a way
+ that knowing one part of the description allows the catalogue user to
+ retrieve the entire description of the item.</para>
- <para>This chapter describes the process of maintaining a Koha catalog,
+ <para>This chapter describes the process of maintaining a Koha catalogue,
including the process of tracking the actual acquisition of library items.
It does not provide general cataloging rules -- for those, you should
consult one or more of the many cataloging web pages available on the
@@ -3557,14 +4268,14 @@
"biblio frameworks" -- see Chapter One for that information. This chapter
simply tells you how to use Koha for recording information about items as
you order them, and then tells you how to place MARC records describing
- those items into your Koha catalog.</para>
+ those items into your Koha catalogue.</para>
<section>
<title>Building and Receiving Orders</title>
<para>If you use Koha's Acquisitions feature, part of the bibliographic
- record can be added to the catalog as part of the process of ordering an
- item. The primary purpose of the Acquisitions feature, however, is
+ record can be added to the catalogue as part of the process of ordering
+ an item. The primary purpose of the Acquisitions feature, however, is
accounting for your orders.</para>
<section>
@@ -3643,7 +4354,7 @@
building a new order is creating a shopping basket to hold the order.
This process begins by adding an order line that gathers information
about the item you wish to order, either by searching for a matching
- bibliographic record already in your catalog, looking at patron
+ bibliographic record already in your catalogue, looking at patron
suggestions, or creating a new bibliographic record.</para>
<figure>
@@ -3657,19 +4368,19 @@
</figure>
<para>The "search on existing books" looks for your search term in the
- titles on the items in your catalog. If you do not find a match for
+ titles on the items in your catalogue. If you do not find a match for
the item you wish to order, you can create a new bibliographic record
for it. (See the instructions for acquiring or creating MARC records
later in this chapter.) Or you can gather information from suggestions
that have been accepted from patrons to start the process of building
a bibliographic record. As you can see, regardless of how you go about
it, the goal is to describe each item in an order using information
- from a bibliographic record in your catalog. Let's look at using an
+ from a bibliographic record in your catalogue. Let's look at using an
existing record first, then look at the process of managing
suggestions.</para>
<para>If you search for a word (or words) from an existing title in
- your catalog, you will see a list of search results to choose
+ your catalogue, you will see a list of search results to choose
from.</para>
<figure>
@@ -3697,7 +4408,7 @@
</mediaobject>
</figure>
- <para>On this screen, the "catalog details" are filled in using the
+ <para>On this screen, the "catalogue details" are filled in using the
information from the bibliographic record, and you now need to add the
"accounting details." In particular, you need to specify the number of
copies you wish to order, the fund from which the money is to be taken
@@ -3916,7 +4627,7 @@
default Biblio Framework, or consider using the
<filename>koha/intranet/scripts/misc/migration_tools/bulkmarcimport.pl</filename>
script to import files of MARC records directly into your
- catalog.</para>
+ catalogue.</para>
</important>
<section>
@@ -3958,12 +4669,12 @@
</figure>
<para>This screen provides you with an opportunity to search your
- existing catalog records and any records in your MARC reservoir before
- you add a new record. The purpose of this initial search is to avoid
- instances of duplicate records. For example, if you wanted to catalog
- a book entitled <citetitle>Spy Catcher</citetitle>, you would enter
- that title in the "Title" search field and might get a result like
- this:</para>
+ existing catalogue records and any records in your MARC reservoir
+ before you add a new record. The purpose of this initial search is to
+ avoid instances of duplicate records. For example, if you wanted to
+ catalogue a book entitled <citetitle>Spy Catcher</citetitle>, you
+ would enter that title in the "Title" search field and might get a
+ result like this:</para>
<figure>
<title>Add Biblio search result</title>
@@ -3976,13 +4687,13 @@
</figure>
<para>If nothing in the results screen matches the item you want to
- catalog, you can click on the "Add New Biblio" button (and choose a
+ catalogue, you can click on the "Add New Biblio" button (and choose a
Biblio Framework from the pull-down menu) to proceed to the next step.
- Likewise, if you are sure the item you want to add to the catalog does
- not exist in either your current catalog or your MARC reservoir, you
- can skip the search step and click on the "Create Empty Biblio" button
- on the first Add Biblio screen. Either way, you now come to the
- cataloging screen for adding a MARC record:</para>
+ Likewise, if you are sure the item you want to add to the catalogue
+ does not exist in either your current catalogue or your MARC
+ reservoir, you can skip the search step and click on the "Create Empty
+ Biblio" button on the first Add Biblio screen. Either way, you now
+ come to the cataloging screen for adding a MARC record:</para>
<figure>
<title>Add Biblio cataloging screen</title>
@@ -3999,16 +4710,16 @@
MARC record may be subdivided across as many as ten different screens,
which can be accessed by clicking on the tabs (numbered beginning with
"0") along the left side of the page. Above these tabs are two
- buttons: "Add biblio" (used to add the record to the catalog when you
- have finished entering information) and "z3950 search." This second
- button is the one that we are now going to explain.</para>
+ buttons: "Add biblio" (used to add the record to the catalogue when
+ you have finished entering information) and "z3950 search." This
+ second button is the one that we are now going to explain.</para>
<para>The Z39.50 client will search for items by either ISBN, author,
or title. An ISBN search will, of course, return the most relevant
search results, but the other search methods are provided for items
that do not have an ISBN. Let us assume that you now have an new book
- you want to catalog -- Donna Tartt's <citetitle>The Little
- Friend</citetitle> -- and you have already searched your catalog and
+ you want to catalogue -- Donna Tartt's <citetitle>The Little
+ Friend</citetitle> -- and you have already searched your catalogue and
come to the screen above for adding a new MARC bibliographic record.
To use Z39.50 to search for a record from other libraries, insert the
ISBN in the ISBN field and click on the "z3950 search" button:</para>
@@ -4080,10 +4791,10 @@
<title>Importing MARC record files</title>
<para>There are two ways to import MARC record (ISO2709) files into
- your Koha catalog. One is to upload them into the MARC reservoir and
- draw them one-by-one from the reservoir into the regular catalog. This
- function is accessed through the Parameters page, and is therefore
- explained in Chapter 1, <link linkend="MARCimport">Section
+ your Koha catalogue. One is to upload them into the MARC reservoir and
+ draw them one-by-one from the reservoir into the regular catalogue.
+ This function is accessed through the Parameters page, and is
+ therefore explained in Chapter 1, <link linkend="MARCimport">Section
4.2</link>.</para>
<para>The second way involves running the
@@ -4320,8 +5031,8 @@
<section>
<title>- User comments -</title>
- <para>(Send comments and remarks to <email>shedges AT
- skemotah.com</email>. They will be added to this section.)</para>
+ <para>(Send comments and remarks to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.)</para>
<variablelist>
<varlistentry>
@@ -5248,7 +5959,7 @@
<para>The <filename>stopwords</filename> table is very simple, yet very
important. This table contains the words which Koha will ignore when
- searching the catalog for terms entered by a user. At least one stop
+ searching the catalogue for terms entered by a user. At least one stop
word must be defined (through the "Stopwords" link on the Parameters
page) before Koha will function properly.</para>
@@ -5301,7 +6012,7 @@
<para>The <filename>z3950servers</filename> holds the descriptions and
login information for the Z3950 servers you wish to access when creating
- MARC catalog records.</para>
+ MARC catalogue records.</para>
<para>Three final descriptive tables will lead us into the borrower
data:</para>
@@ -5786,7 +6497,7 @@
6 rows in set</programlisting>
<para>Finally, the <filename>websites</filename> table stores
- information about websites that appear in the catalog (though this
+ information about websites that appear in the catalogue (though this
feature of Koha is not used in the MARC version):</para>
<programlisting>DESCRIBE websites;
@@ -5864,8 +6575,8 @@
<para>MARC records which have been retrieved through a Z3950 search or
uploaded into the MARC reservoir, but have not yet been added to the
- catalog, are stored in either the <filename>marc_breeding</filename> or
- the <filename>uploadedmarc</filename> tables, particularly in the
+ catalogue, are stored in either the <filename>marc_breeding</filename>
+ or the <filename>uploadedmarc</filename> tables, particularly in the
<varname>marc</varname> column (in ISO2709 format):</para>
<programlisting>DESCRIBE marc_breeding;
@@ -6045,7 +6756,7 @@
<title>Tables holding transaction data</title>
<para>These tables hold the data recording the library's transactions.
- They generally cross-reference to borrower and catalog data
+ They generally cross-reference to borrower and catalogue data
tables.</para>
<para>Perhaps the most important of these is the
@@ -6490,8 +7201,8 @@
<para>Some languages are not so simple to translate, because of
character-encoding or direction problems. If you have successfully
overcome such a problem, please post your experiences to one of the Koha
- mailing lists or send them to <email>shedges AT skemotah.com</email>.
- They will be added to this section.</para>
+ mailing lists or send them to <email>shedges AT skemotah DOT
+ com</email>. They will be added to this section.</para>
<section>
<title>Bengali</title>
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