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LRC Student Employee Training and Resource Guide

This guide contains training information for student employees of the Learning Resources Center.

WMS Circulation Tutorials

All materials, from anywhere (returned, brought up from Main Circ, found on a table, etc.) must be checked in.

 

When a patron returns materials, go to ‘Check In’ under ‘Assist Patrons’ in WMS.  Make sure that the ‘item barcode’ box is checked, check in mode is set to ‘Auto,’ and scan or type in the barcode.  Make sure that every item displays on the screen as checked in; just because you hear a beep does not mean that the item was checked in.  

 

In addition, any items that come back to the LRC from Main Circ must be checked in when they reach the LRC.  This marks the item as returning ‘home.’ If this step is missed, the item will go into a ‘Missing in Transit’ status and patrons will not see it as available when searching the catalog. 

 

Check the ‘Action’ box and make note of what to do with each item.  If it is an LRC material, place the item on the shelving cart. If the material needs to be returned to Main Circ, place this on the bottom of the shelving cart and be sure to take it down to the Main Circ Desk at the end of your shift.

 

When you check items in, sometimes you will see a pop-up note.  

 

  • Piece count: In the LRC we have many items that have multiple pieces, such as games and audiobooks.  Pop-up notes in the record alert you to check that all of the pieces are there. See page 17 of the LRC Student Employee Handbooks for more information. 
  • Needs action:  Sometimes you will see a note saying “Give to [person] when returned,” or that an item needs binding, awards stickers, etc.  If you see any notes such as these, complete the check in and then place the item in a staff member’s box with a sticky note explaining what is needed.  Do not shelve the item. 

Non-Loan Return

 

‘Non-loan return’ is used to capture data about materials patrons have browsed or used but did not check out.  If a patron brings an item to you that they do not want, or you find an item loose on the shelves, on a table, or on a cart, check in using non-loan return.  Shelve the item as normal.

 

This also helps to catch items marked as missing, or that are checked out to a patron that has left the item behind. If you try to check an item in using non-loan return and get a message saying “check in not allowed,” switch to auto mode and complete the check in.  This will remove any missing status or remove the item from a patron’s account. 

The "Discover Items" tool in the Circulation module of WMS will be invaluable in your job! 

If you have questions about an item, many of those answers can be found using "Discover Items".  You can look up item status (particularly helpful if you receive the "view catalog record" message in EDS), view any notes regarding the item, such as information about missing pieces or prior damage, and mark items as missing if they cannot be found on the shelves.  

Discover Items can also be helpful for times when EDS is not functioning properly.  You can use the search functions and limiters to find books by title, author, keyword, call number, and more.  If someone is looking for books by Mo Willems or books about energy, you can search in Discover Items to help the patron even if you can't use EDS.

Pop-Ups - Item Specific

  • Many of the manipulative items and audiobooks in the LRC have multiple pieces or CDs.  For these items, a pop-up note will appear when scanned with a message that states “check for” or “contains” followed by a listing of pieces.  Make sure all pieces are accounted for before checking out or checking in an item. If it is known that pieces are missing, this will be in the pop-up note.

 

  • If pieces are missing at checkout, inform the patron of what is missing.  If the patron still wants the item, leave a note for the supervisor with the item name, barcode, and what was missing.

  • If pieces are missing when an item is returned, and there is no note letting you know they were missing prior to checkout, click ‘Cancel.’  Inform the patron of what is missing, and that once the missing pieces are returned we will remove the item from their account. Offer to hold the item for the patron, but inform the patron the item will remain checked out to them until all pieces are returned.  Place the item on the counter near the holds basket. Alternatively, the patron may take the item and return it when all pieces are located. 

If you scan an item and receive a pop-up asking you to “Create Item,” the item was not found in WMS.  Click CANCEL and try manually typing in the barcode for the item. If you receive the same message, stop.  Click CANCEL. Do not create an item record.  At this time, there should be no unknown items in the LRC.  If you receive this message, please contact a staff member.

screenshot of WMS pop-up showing that the renewal limit for a check-out has been reached

Select CANCEL.  Explain to the patron that they have reached their renewal limit, and you are unable to renew the items.  If the patron needs more time with the items, they can return them to the library, check them in, and then (as long as no holds are on the item) check them out again.

  • We must physically have the item to check in and check back out, to verify it is not lost and is still in good condition.

There are a small amount of library materials that do not circulate; patrons cannot check out these items.  Click CANCEL if you receive this message and inform the patron this item can only be used within the library.  If you think this message is in error, contact a staff member.

This note is purely informational; you do not need to do anything differently with this item.  Complete check-in and shelve as normal.

"Foreign" items refer to library materials that are housed elsewhere in the library; essentially, anything that does not belong in the LRC.  When these items are checked in a note will display showing you where these items need to go.  Place these items on the bottom shelf of the shelving cart.  At the end of your shift, take all non-LRC items to the Main Circulation Desk.  

Most likely, this means the item was not checked in properly when it was returned.  Check the item in, and then you should be able to check it out with no problem.

*Check the previous patron’s account and make sure the item and any associated fees have been removed.  If you still see a fine, make note of the original patron’s name and 900#, and leave a note for the student supervisor.  

Pop-Ups - Patron Specific

screenshot of WMS pop-up showing patron not found in the system

If this happens when a patron swipes their card, ask to see their card and manually enter their 900# or name.  If you still receive this message, direct the patron to the Main Circ desk so the staff can troubleshoot their account.

  • Select CANCEL; do not override
  • Ask the patron if they are a current student/faculty/staff member
  • If not, inform them they can inquire at the Main Desk about setting up a NUB account
  • If so, contact an LRC staff member or a Main Circ staff member if an LRC staff member is not available and have them troubleshoot the account

screenshot of WMS pop-up showing patron has exceeded their outstanding fine limit

  • Select CANCEL
  • NUB borrowers are only allowed five (5) items checked-out at a time total from all of EKU Libraries.  Inform the patron of the policy, and that they have reached the limit.  Direct the patron to a staff  member if they have further questions.
  • If the patron is a student/faculty/staff member, inform a staff member of the issue.  There are no limits for these groups.