Staff FAQ: Home

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.

Manually place a hold for a student through Alma:

• Search for the title using the persistent search box
• Click the Expand arrow > Items
• Choose the book you want to place a hold on and click the three-dot menu and choose Request
• Under Request Type > Patron Physical Item Request
• Requester is Student Name
• Pickup At whatever campus the student requests

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

Step 1: Resource Request in Alma using the Network Zone Search

NOTE: If an institution did not catalogue in the Network Zone, then items will not appear here. (As of June 2024, the project to move all records from Institution level to Network Zone level has been put on hold.)

1. Fulfillment > Resource Sharing > Borrowing Requests
2. Create Request >from Search > Repository
3. Search for the title from the Network Zone
4. Select the title by clicking on the item
5. Click Select on the right-hand corner
6. Enter/modify the requester information
   1. If you want to select a specific Partner or Rota, you can do so at this step
   2. Click:

      • Cancel -  to cancel what you have entered and return to previous screen.

      • Save and Edit -  to save the request, keep the form open, and add tabs to it in which you can add more details to the request

      • Save - to save the request and close the form

7. Will get a blue box on the right-hand side confirming that the request was made. The request has NOT been sent to a partner, it is waiting to be approved and sent from Borrowing Requests.

Step 1 Alternate Option: Blank Form from Alma using Manual Input

1. Fulfillment > Resource Sharing > Borrowing Requests
2. Create Request > Manually
3. Select Book or Article
4. Fill in the Resource Sharing Borrowing Request Form:

   • Resource Information – The more information about the item the better,

   •  Request Attributes – May want to state a different Delivery Location if needed.

   • Request Costs – Leave blank.

5. Click:

   • Cancel -  to cancel what you have entered and return to the previous screen

   • Save and Edit -  to save the request, keep the form open, and add tabs to it in which you can add more details to the request

   • Save - to save the request and close the form

Will get a blue box on the right-hand side confirming that the request was made. The request has NOT been sent to a partner, it is waiting to be approved and sent from Borrowing Requests.

Step 2: Send the Request - Borrowing Requests

Once a request is placed to borrow material from another institution, the following are created:

1. A temporary BIB record is created, which is automatically suppressed
2. A temporary holding
3. A temporary item
4. A hold request linked to the temporary item

Borrowing Requests can be viewed by going to:

1. Fulfillment > Resource Sharing > Borrowing Requests
2. Click Send - this will forward your request to the lending library for their review
3. The status will change from Ready to Send to Request Sent to Partner

This will also show ALL the borrowing requests from your campus/institution.

To view the full record, click on the request for a detailed record to appear on the right hand panel.

Alternatively, click Edit in the brief request panel to open the request full screen.

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.