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Staff FAQ: Home

ALMA

  1. From the left side menu, Click Fulfillment
  2. Locate Checkout/Checkin
  3. Click on Manage Patron Services
  4. Scan OneCard or manually type in patron's name or student number
  5. Click Go
  6. Scan barcode in the Scan item barcode bar. You can scan multiple barcodes one after the other.
  7. Double check that all books have been entered. Sometimes the system will beep, but will not show as scanned. When complete Click OK.
  8. Click Done. This triggers a Loan Receipt Letter.
  1. From the left side menu, Click Fulfillment
  2. Locate Checkout/Checkin
  3. Click Return Items
  4. In the search bar, scan in barcode
  5. If you are checking in books from the drop box, you can backdate the date by changing the date in the Override return date and time search bar

Sometimes you may need to register a new patron. There are different User Groups that you can add them to.

  1. Click on Fulfillment.
  2. In the top right corner, click on the Register New User button.
  3. Fill in the required fields.
  4. For the Primary Identifier field:
    *If they are a Fleming student, use the long version of their Fleming email.
    *For Seneca students, use their school email.
    *Community users can use any email address.
  5. Choose a User Group.
  6. Make the Expiration Date 1 year after current date.
  7. Click Update User
  8. For Fleming students, once you have clicked Update User, go to the Persistent search bar along the top, choose Users from the drop down and search for the user you have just created.
  9. Under their account info, go to the Identifiers tab.
  10. Click Add Identifer.
  11. From the drop down Identifier Type, choose Barcode.
  12. For the Value, input their Fleming Student Number.
  13. Press Save.

A student can request an intercampus loan. They can do it themselves or we can do it at the desk for them.

Intercampus Loan Process

  • On the desktop of Alma > Tasks > sometimes you'll see a green box that shows that a Task needs attention. Make sure to check that every day. You can delete the ones that say Print, since we don't have a printer connected to Alma. Just Preview it before you Cancel it to make sure the Task has been done.
  • If it's a request from a different campus, you'll have to go find the book > Fulfillment > Scan in Items. By scanning the item, you are triggering the next step in the process to show it as In Transit.
  • If you are receiving a book from another campus for a student you will go to Fulfillment > Scan in Items. This triggers an email to the student that the book is available. Check it out and return it to them as you normally would once they come get it/return it.
  • If a book has been borrowed from another campus and it has been returned, go to Fulfillment > Scan in Items. That will update the process to show it is back On Shelf.
  • If you want to check on the progress of where things are you can see that in Fulfillment > Monitor Requests and Item Processes.

How to Request an Intercampus Loan for a student

  • Search for the book in the menu at the top of Alma.
  • Once you find the book, go to Items.
  • Click the three dot menu to the right of the item and click Request.
  • Request Type: Patron Physical Item Request
  • Fill in the Required boxes: Requester and Pickup at
  • Click Submit
  1. Go to Resources > Open Metadata Editor
  2. New > Books (default)
  3. Search & Browse > Search Resources Choose Cataloguing Profile from drop down. You can change this if you are not getting results.
  4. Fill in one of the Fields to search.
  5. When you find the record that you would like to copy, click the three-dot menu and choose Copy & Overlay.
  6. Make any changes you need to make. Press Save To add the Book, click Add Inventory > Books (Default). Another box will come up. You will need to make changes to the location. Once it is correct, press Save
  7. Go to Fulfillment > Scan in Items > Create Item > from Existing
  8. Search for the record you just created in the Title box (Select from List is on far end of search box)
  9. Choose what Location it is at from drop down
  10. Put in the barcode/Item Policy/Material Type
  11. Press Save

Note: Going to Fulfillment > Create Item bypasses the need for it to go through the Acquisition Dept workflow. It will go directly On Shelf.

Note: To change from Electronic record to Physical book or other type in fields 336/337/338, find a cheat sheet here: https://www.ccslib.org/Catalogers/index.php/Content,_Media,_and_Carrier_Types_cheat_sheet

To delete titles, sign in with the library@flemingcollege.ca account. It should have all of the permissions needed.

  • Go to Resources > Manage Collections and click on Fleming Collections. Continue drilling down to the collection that you are planning on deleting titles from.
  • Unfortunately, this cannot be done in bulk. Click on the three dot menu of the title you want to delete and choose Representations.
  • Click the checkbox and Delete Selected.
  • A box will come up with options. Choose to Delete bibliographic records. Press Confirm.
  • Search for the title you would like to delete.
  • Once found, click Physical > Items.
  • Use the checkboxes to choose which items will be deleted. You can Select All by checking the box in the green header.
  • Go to Manage Selected > Withdraw Items (this option may not be available depending on your permissions).
  • Click Confirm.
  • You may be asked what you want to do with the holdings record for the items you have deleted. Choose Delete bibliographic records (unless other holdings are present)
  • Click Go

Similar to deleting items in bulk, you can also change the location of items, change an item policy, along with other options.

  • Search for the title of the items you want to change.
  • Click Expand All.
  • Click on Items.
  • From the checkboxes on the left side, select the items you want to change.
  • Once all items have been selected, click Manage Selected and choose Create Itemized Set.
  • You will be given an option to name your Set. You can also keep your set Private. Admins can see all sets, private or not.
  • Press Save.
  • Once saved, go to the side menu and click Admin > Manage Jobs and Sets: Run a Job.
  • In the search bar, with Description selected, type in Items and press Search. This will give you a list of options that are available in regards to changing Items.
  • The most common option to use is Change Physical items information. Once selected, click Next.
  • Select your Itemized Set. Click Next.
  • Let's use Change Item Policy as an example for this next step. Scroll down until you see the option Change General Information > Item Policy.
  • Choose what you would like to change the Item Policy to. Make sure the checkbox to the left of your option is checked. Nothing will change if you do not click it. Click Next.
  • The next page will show you all of the options. Scroll to make sure the option you have chosen says Yes instead of No.
  • Click Submit.
  • Alma will ask for confirmation that. If you are sure you want to make the change, click Confirm.
  • Once your job is running, you can go to Admin > Manage Jobs and Sets: Monitor Jobs to see the progress of your job. Some jobs are quick, so check History if you do not see your job running, it probably already completed.

PRIMO

LIBCAL

Single bookings can be created by selecting a specific starting time slot in the availability grid or via the "Add Booking" button.

Option 1. Selecting an available time slot

There are actually a couple of ways you can add a new booking. The first is by clicking on an available time slot in the availability grid.

  1. Navigate to the date and time the patron wants to book the space.
  2. Use the Go To Date button to jump to a future date.
  3. If the space is available, the time slot will appear in green. Click on it to create a new booking.
  4. The Add Booking window will appear with the Start Date, Start Time, and space already selected, but either can be changed if needed.
  5. Change the End/Due Date if needed.
  6. To add additional spaces or equipment, click on the + Add Space or + Add Item button respectively, then select an available item and a due date.
  7. Click the Submit Times button.
  8. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full Name, Email, and Account.
  9. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  10. You can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
  11. Optionally, you can add an Internal Note to log any helpful info about this booking.
  12. Click the Add Booking button.

Option 2. Adding a single booking using the "Add Booking" button

The second option is to use the Add Booking button under the Availability tab.

  1. Click on the + Add Booking button and select "Add Single Booking" from the dropdown menu.
  2. In the Add Booking window, select a Start Date and Start Time for the booking.
  3. Select the space you want to book in the Space dropdown.
  4. Once you've chosen the space, select an End/Due Date.
  5. To add additional spaces or equipment, click the + Add Space or + Add Item button respectively and repeat steps 3-4.
  6. Click the Submit Times button.
  7. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full Name, Email, and Account.
  8. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  9. You can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
  10. Optionally, you can add an Internal Note to log any helpful info about this booking.
  11. Click the Add Booking button.
  1. Click on the + Add Booking button and select "Add Recurring Booking" from the dropdown menu.
  2. In the Add Booking window, select a Start Time and End Time for the booking.
  3. For the Repeat Pattern, select how often the booking should occur.
    a. For Daily bookings, the Booking Frequency will set the booking to repeat every x days between the Start Date and End Date.
    b. For Weekly bookings, the Booking Frequency will set the booking to repeat every x weeks on the selected Days of Week between the Start Date and nd Date.
    c. For Monthly bookings, the Booking Frequency will set the booking to repeat every x months on either the same day each month or certain weekday each month between the Start Date and End Date.
    d. For the Multi-Date Picker, you can select specific dates for the booking to repeat. This can be helpful for irregularly repeating bookings.
  4. Select the space you want to book in the Space dropdown.
  5. To add spaces or equipment to your booking, click the +Add Space or +Add Item button respectively and select the space and/or item.
  6. Click the Submit Times button.
  7. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full Name, Email, and Account.
    The Account field allows staff to input the account identifier for the patron. This field is mapped to the LibAuth account identifier pulled in for public-side bookings. This field will default to use the email address if it is left blank.
  8. To send the user a confirmation email, select the Send Confirmation email to user checkbox.
  9. For locations with Space/Seat Booking Check In​ active, you can choose to override the requirement for checking into the booking being created by unchecking the User is required to check in for this seat/space booking checkbox.
  10. Click the Add Booking button.

For existing space bookings, you can edit the details provided by the patron (their name, email address, and booking form responses) as needed. These edits can be made from the Booking Grid & Availability tab or the Booking Explorer.

Via the Booking Grid & Availability tab

  1. Click on Spaces in the command bar.
  2. Select the Location you wish to view.
  3. Click on the Booking Grid & Availability tab.
  4. Use the filters to select spaces by Category, Zone, or other options.
  5. Click the Go button to load the booking grid.
  6. In the Edit Form Details modal, make the necessary changes to the submitted fields.
  7. Click Save.

Via the Booking Explorer tab

  1. Click on Spaces in the command bar.
  2. Select the Location you wish to view.
  3. Click on the Booking Explorer tab.
  4. Use the filters to select spaces by Category, Zone, or other options.
  5. Click Go.
  6. Locate the desired booking and click its ID in the Booking ID column.
  7. In the Booking Details modal, click on the link for the Full Name of the user.
  8. In the Edit Form Details modal, make the necessary changes to the submitted fields
  9. Click Save.

Getting there

  • Go to Spaces in the command bar.
  • Select the Location you wish to view.
  • Click on the Booking Grid & Availability tab.
  • Use the filters to select spaces by Category, Zone, or other options.
  • Click the Go button to load the booking grid.

Cancel a single booking via the Booking Grid & Availability tab

  1. Select the location and category for your space.
  2. Under the Booking Grid & Availability tab, click on the booking slot you want to cancel in the availability grid.
  3. The Booking Details panel will appear.
    a. If this booking contains multiple spaces or is a recurring space booking, you can cancel individual spaces by clicking on the Room or Date/Time you want to cancel. Then, in the Update Booking window that appears, click on the Cancel Booking button.
    b. To cancel all spaces in the booking at once, click on the Cancel All button.
  4. When prompted in the Cancel Entire Booking modal, toggle the Send Email to Notify User checkbox if you would like to send the patron an email notification that their booking was cancelled.
  5. Click the Cancel Booking button.

Cancel a single booking via the Booking Explorer tab

  1. Click on the Booking Explorer tab.
  2. Select the location and category for your space.
  3. Use the filters to locate the booking you want to edit and click the Go button.
  4. Click on its ID in the Booking ID column.
  5. In the Booking Details modal, click on the Cancel Booking button.
  6. When prompted in the Cancel Entire Booking modal, toggle the Send Email to Notify User checkbox if you would like to send the patron an email notification that their booking was canceled.
  7. Click the Cancel Booking button.

When a booking has been cancelled on the admin side, the Status column of the Booking Explorer will display the name of the account that cancelled the booking will be listed and the date and time of the cancelation will be viewable by hovering over the icon. Additionally, if you click on the booking's ID in the Booking ID column, the name of the account that cancelled the booking and the date and time of the cancelation will be displayed.

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