**Updated** CARL.X Staff Processes

Here is a list of pertinent staff processes in CARL.X:

1. Patron Notes MLS expectation of use

   1. While these notes are not patron facing, it is important for staff to write as though the customer or a supervisor may see it.

   2. The user alias is attached to each note.

   3. It is important to clean up outdated notes and any employee may add or delete the notes.

   4. Notes entered by Circ Control may only be removed or modified by Circ Control

2. Claims returned & claims never had MLS expectation of use

   1. The 12 month period is a rolling 12 months so if it gets to 12 months and a day after it was claimed, it won't count against the "3".

   2. The number of events is cumulative on both and only three events total are allowed before a block is placed on an account. Therefore, it is required that a staff member check their shelf as well as have the owning library (or the library where the customer believes they returned the material) check their shelf before they put any claim on it.

   3. The temporary tracers and the expired tracers transferred to TLC as lost .  As of 9/12/14 these occurrences do not appear to count as one of the 3 occurrences so there is no block on the customer's account.  We will be reviewing what we need to do with those.

   4. Updated: October 2, 2014 It appears that some of permanent tracers were completely removed from the customer account and some transfered to TLC as lost.  If they transfered as lost they do not count as one of the 3 occurrences.  If you know the item was a permanent tracer in the old system, check the item in and then withdraw the item.

3. Card Signatures – a student card without a parent or guardian signature will be valid for two weeks and a limit of 2 items. (policy updated 8/14)

   1. The procedure will be to set the expiration date for two weeks away.

   2. When parent/guardian comes in to sign, have him/her complete enough of the form to know what card it is for, complete the parent section, attach a printout of the account, and change the expiration date to 2037.

   3. Circ Control will add a patron note that adds the date of the signature scan.

4. Email address for patrons without an email:

   1. Encourage customers to help us go paperless on notifications

   2. Library will not sell the addresses so will only use them for library business

   3. If a customer does not want to ever be bothered with being asked again about providing an email address, select ‘no, opt out’.If s/he has an email address or may be interested in it, provide an email and select yes or no.

5. Processes for damaged items:

   1. customer brings item to counter, ready to pay

      1. The item will need to be paid as a lostitem.Bring up the customer record, from the Summary tab, click on the Charge radio button if it's not overdue or the Overdue radio button if it is.Select the item they've brought in, click the Go Lost button at the bottom of the screen and it will take you to a payment screen.Because it will have to be paid through the POS, click the Pay later button if you are not at the POS computer.The item is now coded lost and should be able to be paid through the POS.

   2. deposited in the book drop & not returned

      1. Do not clear or discharge the item – Leave it on the customer’s account

      2. Fill out a damage letter and send it to the appropriate locations including the customer

      3. Customer will have the remaining time up to the 60 day threshold to satisfy the issue.If not done in 60 days the item automatically converts to lost and blocks the customer’s account until the fee is satisfied

   3. returned via sorter/returned through book drop by mistake

      1. Complete an item information => item detail search

      2. Select Who Had It

      3. Print this record

      4. Complete a damage letter and attach a copy of the Who Had It record and send it to the appropriate locations including the customer

      5. Re-charge the material to the customer and assign a Standard Note about the item to the customer record stating: 1345678 Dmg ltr sent to customer

      6. If fines exist, do not cancel or waive – leave it on the account as a record.Fines can be cancelled or waived when the item is satisfied by the customer.

      7. Customer will have 60 days to satisfy the issue.If not done in 60 days the item automatically converts to lost and blocks the customer’s account until the fee is satisfied.

6. Damaged letter & processes - this may be emailed to the customer

   1. Yes, you can fill the form out online and do a ‘save as’ pdf then attach it to the email.

   2. Something to consider: sending it via US Mail will indicate if the address is still valid.

7. How to loan items to the back room?

   1. Using the Item Maintenance locate and select the specific item.

   2. Access the holdings editor to make changes to the item by clicking the ‘edit’ button.

   3. Use the location drop drown menu in the top portion of the screen and select BKR, which is Back Room.

   4. Items that have a location code of BKR are set to not circulate and not available to fill holds.The items are suppressed so they will not show in the catalog.