Below you will find brief information for Junior Librarian Junior Librarian net. This user guide provides a comprehensive overview of the Junior Librarian.net system, covering essential aspects like getting started, navigating the interface, cataloguing resources, managing loans, setting restrictions, and customizing the system. It's a valuable resource for both librarians and students, ensuring a smooth and efficient experience with Junior Librarian.net.
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Click on Other Libraries to visit MLSLibraries.net and library catalogues outside of your school.
Click on Settings to choose from a selection of different icons and backgrounds (log in required first).
Click in the quick Search box to begin searching for resources.
V 11.4
Click Enquiry to browse through the library catalogue.
Click on Circulate to issue and return books.
Click on Reviews to write a descriptive review of a book you have borrowed.
Click on Librarian only to go into the Librarian‟s
management area of the system (authorised log in required first).
Students and Librarians should click Log On to access other features available on an individual basis.
Contents ii
How do I catalogue an item which doesn‟t belong to a specific resource type?.................. 62
Contents iii
How do I import my borrowers using the school‟s administration system? ......................... 84
How do I add resource type restrictions to my borrower restriction groups? .................... 120
Contents iv
What happens if I have specified a reminder to be printed and emailed?......................... 140
The second way to reserve a resource is by logging into the My Books screen. .............. 152
Contents v
Contents vi
Contents vii
What other information is shown on a resource record in Silverlight Home Page? ........... 241
Contents viii
How do I generate new or existing barcode labels for resources and borrowers? ............ 250
How Can the Children View Signed Stories in the Silverlight Home Page? ...................... 283
This Licence Agreements lets you install the product for one (1) Site, on one (1) domain.
IMPORTANT-READ CAREFULLY:
This End-User Licence Agreement ("EULA") is a legal agreement between you (either an individual or a single entity) and MLS ("Micro Librarian Systems Limited") for the
MLS product identified above, which includes computer software and may include associated media, printed materials, and "online" or electronic documentation
(collectively, "SOFTWARE PRODUCT"). By installing, copying, or otherwise using the
SOFTWARE PRODUCT, you agree to be bound by the terms of this EULA. If you do not agree to the terms of this EULA, you may not use the SOFTWARE PRODUCT.
SOFTWARE PRODUCT LICENSE
Copyright laws and international copyright treaties, as well as other intellectual property laws and treaties protect the SOFTWARE PRODUCT. The SOFTWARE
PRODUCT is licenced, not sold. The SOFTWARE PRODUCT is owned and copyrighted by MLS and its third party suppliers. Your Licence confers no title or ownership in the Software and is not a sale of any rights in the Software. MLS's third party suppliers may protect their rights in the event of any violation of these Licence
Terms.
INTRODUCTION
The SOFTWARE PRODUCT is comprised of any or all of the following components:
(i) the core file components, (ii) MLS Database Scripts and source code, (iii) MLS
Database Schema, (iv) MLS Database Stored Procedures, (v) MLS Image Files, (vi)
MLS Documentati on, (vii) MLS “Online” Documentation.
This EULA describes your rights with respect to the SOFTWARE PRODUCT and its components. The following terms govern your use of the specified SOFTWARE
PRODUCT unless you have a separate written agreement with MLS.
1. GRANT OF LICENSE
This EULA grants you the following rights:
* Standard Use
You may install and use one (1) copy of the SOFTWARE PRODUCT on a single computer and on a single company. You must disclose and reveal to MLS the name of the company on which the SOFTWARE PRODUCT will be installed and used.
"Use" means storing, loading, installing, executing or displaying the SOFTWARE
PRODUCT.
2. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS
* Support Services
MLS may provide you with support services related to the SOFTWARE PRODUCT
("Support Services"). All support services will be provided via an annual support contract starting the same day that the SOFTWARE PRODUCT is supplied.
MLS may use such information for its business purposes, including for product support and development. MLS will not utilize such technical information in a form that personally identifies you
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* License Term Verification
MLS reserves the right to check all Licensees to verify compliance with this EULA. In order to verify this compliance, you understand and acknowledge that the
SOFTWARE PRODUCT may collect and send back information to MLS about the location where the SOFTWARE PRODUCT has been installed. This information is entirely restricted to the IP address where the SOFTWARE PRODUCT is installed; no other information will be collected or sent back to MLS.
* Confidential Information
The term "Confidential Information" means any information or material, which is proprietary to MLS, whether or not owned or developed by MLS, which is not generally known other than by MLS, and which you have obtained through MLS.
Confidential Information includes without limitation: trade secrets, technical information, product design information, database scripts, database schema, source code and/or object code, copyrights and other intellectual property associated with the SOFTWARE PRODUCT.
*Protection of Confidential Information
You understand and acknowledge that the Confidential Information associated with the SOFTWARE PRODUCT has been developed or obtained by MLS by the investment of significant time, effort and expense, and that the Confidential
Information is a valuable, special and unique asset of MLS, which provides MLS with a significant competitive advantage, and needs to be protected from improper disclosure. You agree to hold in confidence and to not disclose the Confidential
Information to any person or entity, except those who are required to have access to the Confidential Information in order to perform their job duties in connection with the limited purposes of this agreement.
*Limitations on Reverse Engineering, De-Compilation, and Disassembly
You may not reverse engineer, decompile, or disassemble the SOFTWARE
PRODUCT, except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation.
* Rental
You may not rent, lease or lend the SOFTWARE PRODUCT.
* Software Transfer
You may permanently transfer all of your rights under this EULA, provided you retain no copies, you transfer all of the SOFTWARE PRODUCT (including all component parts, the media and printed materials, any upgrades, this EULA, and, if applicable, the Certificate of Authenticity), and the recipient agrees to the terms of this EULA
3. ALL RIGHTS NOT EXPRESSLY GRANTED HEREIN ARE RESERVED BY MLS.
4. TERMINATION
Without prejudice to any other rights, MLS may terminate this EULA if you fail to comply with the terms and conditions of this EULA. In such event, you must destroy all copies of the SOFTWARE PRODUCT and all of its component parts.
5. COPYRIGHT
All title and copyrights in and to the SOFTWARE PRODUCT (including but not limited to any images, photographs, animations, video, audio, music, text, and "applets" incorporated into the SOFTWARE PRODUCT), the accompanying printed materials, the accompanying “online” materials, and any copies of the SOFTWARE PRODUCT are owned by MLS or its suppliers. Copyright laws and international treaty provisions protect the SOFTWARE PRODUCT. Therefore, you must treat the SOFTWARE
PRODUCT like any other copyrighted material. You may not copy the printed or
“online” materials accompanying the SOFTWARE PRODUCT.
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6. LIMITED WARRANTY
MLS guarantees that: (a) during a time period of forty five (45) days starting at the same date of the SOFTWARE PRODUCT acquisition, the SOFTWARE PRODUCT will work and operate conforming to the terms and conditions of the provided documentation, and that (b) any technical support supplied by MLS will be provided according to this EULA. MLS will be either in position to (a) repair the SOFTWARE
PRODUCT or (b) replace the SOFTWARE PRODUCT. The SOFTWARE PRODUCT replacement will be guaranteed during the rest of the original warranty time period or during thirty (30) days, choosing from both periods the larger one. The present warranty will be terminated if the SOFTWARE PRODUCT fails as result of an accident, abuse or misuse.
7. NO OTHER WARRANTIES
To the maximum extent permitted by applicable law, MLS and its suppliers disclaim all warranties and conditions, either express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, title and noninfringement, with regard to the software product, and the provision of or failure to provide support services.
8. LIMITATION OF LIABILITY
To the maximum extent permitted by applicable law, in no event shall MLS or its suppliers be liable for any special, incidental, indirect, or consequential damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or any other pecuniary loss) arising out of the use of or inability to use the software product or the provision of or failure to provide support services.
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Chapter 1: Getting Started
This chapter introduces you to Junior Librarian.net.
The Introduction section gives a brief overview of how Junior Librarian.net runs, how to get help should you need it and also how to feed back any comments and suggestions for ways to improve Junior Librarian.net.
The Prerequisites section tells you what you need in order to run Junior Librarian.net successfully on your computer. Included in this section is information on installing the
hardware plugin, which enables you to use hardware other than the standard barcode reader with your Junior Librarian.net software. You do not need to install any additional software to enable hardware such as the IdentiKit to work with Junior Librarian.net once you have installed the hardware plugin.
Junior Librarian.net is a web-based library system which is accessed via a web browser.
The web browser accesses a web server which hosts your Junior Librarian.net website. The library database is held on a separate SQL server, which gives you a robust and manageable database storage solution. The aforementioned server(s) are administered by
Micro Librarian Systems, leaving you the easy task of simply accessing and administering your own Junior Librarian.net library system via the Internet.
Our friendly dedicated team are always on hand to offer clear, step by step expert advice and assistance by phone, fax or email whenever you need it.
Tel: (+44) 0161 449 9357 Option 1
Fax: (+44) 0161 449 0055
E-mail: [email protected]
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On the Web:
The quickest and easiest way to contact us is through the online MLS Service Area.
www.microlib.co.uk/MyMLS
Here you can:
Search our comprehensive knowledgebase
Search the MLS forums for any related discussions
Open and download software User Guides
Raise support tickets and track progress of any live incidents online
Obtain further contact information
If you have any comments or suggestions for ways to enhance any of our products, you can contact us using the above details.
Note: All suggestions will be considered for future development. In the past several years the suggestions that our customers have made have played an integral part in our development. This feedback enables us to develop the system to meet your needs.
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Chapter 1: Getting Started
1. Open Internet Explorer
2. The URL for your Junior Librarian.net website is based on your MLS User
Number, please see examples below.
2.1 If your user number is 98757 the URL would be http://U098757.juniorlibrarian.net
2.2 If your user number is 12 the URL would be http://U000012.juniorlibrarian.net
The User Number is always padded out to be 6 characters long, by using „0‟s, prefixed by the letter
„U‟.
3. To access Management you simply need to click on Log On, enter your login credentials (see following point for login credential details) and click on Librarian
Only.
4. Please note that your default username and password is NOT the same as that you may have used in Junior Librarian 3. Each site is allocated its own, unique login credentials which will be emailed to each individual site. These must be kept confidential.
N.B. If you do change your password in future, please make sure you use a secure password, preferably consisting of numbers and both higher/lower case letters.
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Please note, it is advisable to be logged into the PC as an Administrator in order to install any prerequisites and configure Internet Explorer.
Please make sure you are running Internet Explorer 7.0+ on every machine you wish to run
Junior Librarian.net from. Below are the machine specifications required for running Junior
Librarian.net:
Library PC:
1.5 GHz Dual Core CPU or better with 1GB RAM.
Free USB ports for hardware
400MB of free disk space (for scratch disk and IE plugin)
Other client PC‟s:
1GHz Single Core CPU or better with 512 RAM.
Internet connectivity
Minimum 512K ADSL (or equivalent) broadband connection (1MB or above recommended)
Please note: this is what is required for our application alone. If you are sharing this connection with lots of other people or applications, you may find you require a faster internet connection.
It is a requirement of the software for you to have Silverlight installed on the machine which you wish to run Junior Librarian.net from. A link to install Silverlight becomes available as soon as you try to access Junior Librarian.net; alternatively, if you wish to download this manually beforehand, please click on http://silverlight.net/getstarted and click on the link to
Install Silverlight
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Please follow the below instructions in order to use Circulate without installing the plugin (if you are only using a barcode reader on your PC, rather than an IdentiKit fingerprint scanner).
Launch Internet Explorer, and enter the URL for your Junior Librarian.net website.
Click on the Log On button from the home page.
Log in using either the administrator or librarian login credentials.
Click on Circulate from the book; the alert will pop up as shown below.
Click Yes.
Close Circulate and Log Off to disable Librarian Only functions.
This PC is now set up to allow resources to be issued and returned without having to log into
Librarian Only. This is handy if you want to allow student librarians to issue and return books from that computer as it poses no security threat to your student / resource data.
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IMPORTANT
ONLY IDENTIKIT HARDWARE THAT IS COMPATIBLE WITH DIGITAL PERSONA
PLATINUM EDITION DRIVERS WILL WORK WITH JUNIOR LIBRARIAN.NET. IF YOUR
IDENTIKIT USES DIGITAL PERSONA GOLD EDITION DRIVERS, YOU NEED TO
PURCHASE AN UPDATED IDENTIKIT.
Installing the Hardware Plugin is a prerequisite if you wish to issue or return books from a particular computer, using the IdentiKit device.
Please Note:
We suggest that installation is carried out by an ICT technician.
Installation should only be performed at the PC where you issue books.
Ensure you are logged on as Administrator with full permissions.
If you are using an Identikit device, plug it in before you begin the installation.
You will be prompted to install the plugin when you log into the Grown Ups area on the signpost on the Home page
When you accept the prompt, a PDF document will display on your screen, detailing where to download the plugin from and how to install it.
Enter the below web address into your Internet Explorer Address bar:
A Security Warning box will pop up asking if you want to run or save this file. Click on Run.
Once the file has successfully downloaded, another Security Warning box will pop up; this time giving you the options to Run or
Don‟t Run. Click on Run.
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The InstallAware Wizard for MLS Hardware Support Setup will load. Click Next on the first and second screens of the Wizard.
Once the installation has completed, click Finish. You may be prompted to restart your computer.
Please Note: This installer automatically adds *.microlibrarian.net to your Internet
Explorer Trusted sites. Please ensure that there are no Group Policy Settings on the
Domain Controller which could override the changes you have just made.
Please also ensure that your Proxy Server is not blocking the Junior Librarian.net Hosted
URL.
If you are unsure of any of the above, please ask your IT Technician.
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If your Junior Librarian.net Hosted software is linked with Active Directory (i.e. borrowers are automatically logged into Junior Librarian.net Hosted when you log into the computer), you will be prompted to install an AD Plugin when you enter the site.
To install the AD Plugin ensure you are logged into the computer as an administrator before clicking on the relevant link (below) and following the on screen instructions.
If you do not wish to install the AD Plugin, and you do not wish to be reminded about it again, click on the relevant link (above).
Login details for My Account will be requested if
– a) The user you are currently logged into the PC on is not Active Directory linked to your borrower account in Junior Librarian.net. b) You are accessing the Junior Librarian.net Hosted system from outside the school
network
Please Note, the login details for My Account are not the same as the Active Directory login details.
For further information on Active Directory Linking please see Chapter 12: Security.
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Chapter 2: A General Overview of Junior Librarian.net
This chapter will give an explanation of the home page, as well as the different areas of the system you‟ll be able to view once Junior Librarian.net has been opened.
A brief explanation will be given for each section on the home page. The different areas of each section will all be covered in depth later on in the guide.
The home page is the first screen you will see once Junior Librarian.net has been opened.
There are two different „looks‟ or interfaces to the home page that can set in Librarian Only or Grown Ups; Junior Classic or the Beach Scene.
The home page of Junior Librarian.net Classic features the book interface. The book interface hosts a number of interactive links that you can click on.
Access a feature of the system by choosing an icon or button from the book interface.
Click on Settings to choose from a selection of different icons and backgrounds (log in required first).
Click on Other Libraries to visit MLSLibraries.net and library catalogues outside of your school.
Click on Circulate to issue and return books.
Click in the quick Search box to begin searching for resources.
Click on Reviews to write a descriptive review of a book you have borrowed.
Click here to go to a list of new books in the library.
Click Enquiry to browse through the library catalogue.
Toggle sound on or off.
Click on My Stuff to see what you
‟ve borrowed, reserved and reviewed (log in required first).
Junior Librarian.net User Guide
Click on
Librarian only
to go into the
Librarian‟s management area of the system.
Version 11.4
Students and
Librarians should click Log
On to access other features available on an individual basis.
Click here to visit the
News section of the library.
Click here to go to a list of the most
popular borrowed books.
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Circulate allows for students to borrow or return books. Multi Issue and Multi Return can be accessed by both the teacher librarian and the student librarians once they have logged in.
Follow the instructions on the screen to either issue or return a book. Once you have
scanned the barcode label inside the book, scan the student‟s barcode label or have the student place their finger on the IdentiKit (if purchased). If they already have this book on loan, it will be returned. If they do not have this book on loan, the book will be issued to them.
Search is a facility for both the students and the librarian to use in order to search for resources within the library. There are two ways to search from the Junior Librarian.net
Classic interface: Visually or with Text. After performing a search, the book shelf interface will list the search results.
Visual searching
Click on Enquiry and the main window for visual searching will appear. Choose to perform the search using categories such as A-Z (of authors, titles and genres), the Cloud, the Wheel or with an Advanced search.
Simply click on any of the visual search icons to begin searching in that area of the library.
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Click on the Cloud button to search from a number of suggested titles, authors and keywords. These are pre-defined by the top twenty most popular searches.
Click on the Wheel button to conduct a random search from a variety of pre-defined categories; it searches resources that have Accelerated Reader quizzes attached to them.
Click on the Advanced button to perform a search of specific fields in the library catalogue.
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Text searching
From the home page, find the quick search area in the top-right corner of the screen which is ready for search criteria to be entered by keyboard.
Type in your search criteria.
Click here to start your search.
Click here to reset your search.
Press ENTER on your keyboard or click on the white/blue arrow button to start the search.
Clicking on the green button will reset the search box.
After typing the third character of the word or phrase into the search box a white box will appear to help fine tune the query if required.
Click and choose a specific resource field to be queried.
Choosing „All fields‟ will effectively run the query without applying any filtering.
Close this box by clicking the white/red cross icon if not required.
Choose how the search phrase will be processed against any specific resource fields if chosen above.
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Choose a specific
type of book to be queried with the search phrase.
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Search results on the Book Shelf
After conducting a search either visually or by text, the search results are displayed on a book shelf interface. Depending on the number of results you can scroll right or left to view all of the shelves with the resources that met your search criteria.
Clicking on a given resource icon displays further information about it including the title or name, author, class and its availability in the library.
You may also filter, sort, print and export the results directly from the book shelf interface.
Click on a resource type to filter it off the shelves of search results.
Click on a resource icon to view more information about it.
Click on a badge to enter your account or view items you‟ve reserved
(requires login).
Click here to sort the search results in a specific order.
Click here to export the search results as a CSV file.
Click here to generate a printable list of the search results.
Use the arrow buttons left/right to scroll through the shelves of the search results.
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The My Stuff icon is disabled until the user logs on. Click on the Log On button to be taken to the logon screen where the user must enter the user name and password before they are given access to their personal area of the system. Alternatively, the user may place their finger on the IdentiKit fingerprint scanner and be logged in, if the hardware is installed and available.
These credentials must first be set by the Librarian in Management manually or alternatively the user will be automatically logged in if they have been successfully linked with Active
Directory. More information on setting up borrower user names and accounts can be found in
Chapter 3: Settings; Password Manager and Chapter 12: Security.
Once the user has successfully logged in, the My Stuff icon will be enabled.
The user may now see their Current and Past loans, write a Review for resources they have borrowed and Reserve resources that they would like to borrow.
From the home page, click on Review and enter the borrower PIN or place a pre-registered finger on the touch pad if the IdentiKit system has been purchased. The PIN might also be the b orrower barcode number. When successfully authorised, the user‟s name will be displayed.
A list will be displayed of books previously borrowed. Click on any one of these records before clicking on the Review this book button to be taken to the area to write a new review.
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The user should write about the resource and make use of various formatting options such as different font styles, colours and smilies to help explain the review.
Click on the Save button to keep changes to the review without finalising it. Choosing this option will allow the user to come back and finish the review at another time. Choose the
Publish button to save and finish the review; the user cannot return to make anymore changes to the review after publishing it.
Both options will send the review to the Reviews table in Management for the Librarian to acknowledge and approve it before it is actually published for all users of the library to see.
Details of acknowledging user reviews in Management can be found in Chapter 9:
Reviews.
Firstly, log into the system from the home page and conduct a search using any of the searching methods as described above. Find a resource from the search results on the book
shelf and click on it to view the details of the item.
The In/Out notification icons at the bottom-left of the screen depict whether a copy of the resource is available for loan at this time or not. If the latter, the user may place a reservation on the item by clicking on the green Reserve icon near the top-right corner of the screen.
Total number of
reservations placed for the user currently logged in.
By reserving a resource, the total number of reservations for the immediate borrower (shown inside the icon) will increase by one.
A record of the reservation will be placed in the Reservations table in Management for the
Librarian to manage. Details of managing reservations in Management can be found in
Chapter 8: Reservations.
To gain access to Management, an authorised user must first log on as normal. The
Librarian Only button will be activated if the user is authorised to use the administrative areas of the system.
Details of setting up users to gain access to Librarian Only is covered in Chapter 12:
Security. Please note, Librarian Only shares the same function as „Grown Ups‟, when using the Beach Scene interface rather than Junior Classic.
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Use the Settings features to change fundamental aspects of the Junior Classic interface display.
Choose from five different
themes that affect the icons used throughout the interface.
Choose from eight different
backgrounds to change the main image displayed behind the book interface.
Change the
language used throughout the
Junior Classic interface
(currently unavailable).
Click OK to save any changes made or click
Cancel to discard the changes and return to the book interface.
More features are available here if a user of Librarian Only has logged in before clicking on
Settings.
Enable or disable the
Other Libraries tab appearing on the home page. This setting affects any user of the system.
Enable or disable the
Circulate module from being unlocked when the plugin is not installed.
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The student may click on Login to log into their account.
Click on Borrow /
Return to issue and return books to one student at a time.
Click on Grown Ups to get to Multi
Return, Grown Ups,
Multi Issue and
Read-IT.
Click on Search to search through the library catalogue.
Enter your Search
Criteria in here to quicksearch through your resources.
Click on My
Books to see the books you have borrowed, reserved, and reviewed.
Click on Reviews to write a descriptive review of a book you have borrowed.
Click on the newspaper to display News, and the books to display
Top Ten
Books.
The returns trolley lists resources that have recently been returned to the library.
Click on the help icon to view ways in getting support.
The search cloud shows most recent popular search terms.
Click here to adjust interface settings.
New reviews are listed here.
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Turning off the animation on the home page may increase the speed of the system. Click on the bottom right hand corner of the Home Page (as detailed in the image above) to move the page across and display the Animations button.
Click the switch to change Animations from On to Off.
Please note, if you are experiencing any speed issues, please turn animations off before you contact the helpdesk for assistance.
Borrow & Return allows for students to borrow or return books one at a time, one pupil at a time. This may be accessed by both the teacher librarian and the student librarians.
Follow the instructions on the screen to either issue or return a book. Once you have sca nned the barcode label inside the book, scan the student‟s barcode label. If they already have this book on loan, it will be returned. If they do not have this book on loan, the book will be issued to them.
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Search is a facility for both the students and the librarian to use in order to search for resources within the library. Below is the initial search screen which appears once you click on Search.
Simply click on the subject field to navigate to a search page, as shown below, for that particular subject
Resources are displayed here; enter resource by simply clicking on it and going to More
Listed above is the number of
Resource Types
that relate to the
Animals subject
Drag Resources into My stuff chest, in order for them to appear in My Books, described below.
My Stuff can also be clicked on as a shortcut to the My Books page.
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Above are suggested keywords you may wish to add to your original Animals
search
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After clicking on My Books, the student will be asked to log in using either their Barcode or
Username. Alternatively, the user may place their finger on the IdentiKit fingerprint scanner and be logged in, if the hardware is installed and available.
Once in My Books the student will have the ability to see their Current and Past loans.
They will also be able to Review resources they have borrowed, and Reserve resources that they would like to borrow.
Click on All to see all books, Current to see books currently on loan, and Past to see past loans.
Junior Librarian.net User Guide
Click on My Stuff to view resources dragged into the chest on the Search page.
My Books holds all of your Current Loans and
Past Loans.
Version 11.4
Place any items you wish to
Reserve into this chest.
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When the student clicks on Reviews on the signpost, they will be prompted to log in if they have not already done so. The below screen will appear, showing books which they have borrowed. By simply dragging the resource into the Review treasure chest, a window will pop up in which they may enter their review details and star rating for the resource.
Either click on the resource, then click More to be given the option to write a
Review. Or, simply drag the
resource into the Review treasure chest.
Once the resource has been dragged into this chest, a Review window, like the one shown below, will appear.
Click on
Home to navigate back to the
Home page.
Font size and type options are chosen here.
Text Colour and Smilies are chosen here, review details are typed in the white window above.
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Star ratings are selected here by simply clicking on the desired star.
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Chapter 2: A General Overview of Junior Librarian.net
Click on Grown Ups to log into the
librarian‟s area of the software.
A Login box as shown below will appear, into which you will need to type your login credentials.
Multi Return is only accessible once you have logged into the Grown Ups section.
Multi Return allows you to return a large amount of books, without the requirement of a corresponding
Student‟s barcode. This comes in handy when you have a large pile of
„return‟ books dumped on your desk!
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Multi Issue is a facility for issuing multiple books to one student. Once you have initially scanned in the
student‟s barcode, you are not required to scan it in again. Every book
barcode you scan after that is issued to that student.
There is an Undo facility, should you wish to reverse the issue of a book. All books issued will show along the bottom toolbar of the screen.
Self Issue is a facility which allows students to use Borrow & Return on a computer, without having to log into Grown Ups first.
To turn on Self Issue, load the Junior Librarian.net site and log into Grown Ups. Click on the Welcome signpost following by the settings icon.
An option to Enable Self Service will become available at the foot of the list of options.
Simply place a tick in that box.
Once this box has been ticked, Borrow & Return will automatically load as soon as your
Junior Librarian.net site is loaded; giving students the ability to issue and return resources.
To turn off Self Issue, simply reverse this process.
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Chapter 2: A General Overview of Junior Librarian.net
Librarian Only is the area in which you will manage your library system itself. This section, as well as all other sections mentioned in this chapter, will be covered in more depth at a later stage in this guide. Below is a brief description of various functions within the Librarian
Only area.
Click these icons on the
menu bar to access extra settings
Click Help to access the help topics and to access version details
Click these arrows to move through the pages of your records
Click here to search the database you’re in. You can click the Advanced Search option to perform a more detailed search. (See Chapter
15: Viewing Library Data for more information)
A single click on any of the icons on the left gives immediate access to that database
The options in the Records area enable you to perform certain actions within each database. These may change according to the database you’re in
You can access the Tools options from all screens
Items in the catalogue shown in
Black indicate it’s available to issue.
Blue means it’s on loan. Green means it’s been reserved.
Red mean it’s on loan and overdue
Click here to see the views you have set up and to add new ones. The views will vary depending on the screen you’re in.
(See Chapter 15: Viewing Library Data for more information)
The Read IT signpost is a direct link to the Digital Readit website.
Digital Readit is an information skills program which embeds literacy and ICT into the curriculum. It is the ideal solution for the development of information skills across the
Foundation Stage / KS1 and KS2
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Chapter 3: Settings
This chapter explains about the different ways in which you can customise Junior
Librarian.net. Some of the sections are covered in greater detail later in the guide.
The Password Manager menu allows you to choose the level of security you would like to set for Borrower and User Manager passwords. User Manager is covered in greater detail in Chapter 12.
The Module Settings / SIP2 Server menu enables the system to work with SIP2 Compatible
Terminals.
The Barcodes section tells you about the relevance of setting up barcode masks to enable the system to read the different borrower and resource barcodes you will use.
The Junior Librarian Section explains how you enable / disable settings as you see fit for your Circulate and Review screens. Junior Librarian is covered in greater detail in Chapter
5.
The Data Tidy section tells you how you can make changes to the data which is stored in
Junior Librarian.net. Data Tidy is covered in greater detail in Chapter 13.
The Fields section tells you how you can add your own custom fields into borrower, tutor group and resource record cards. Custom Fields is covered in greater detail in Chapter 4.
The Language section explains how you can change the field names which appear in any of the databases. Language is covered in greater detail in Chapter 11.
The Page Views section tells you how you can create your own views which show the information that you require. Page Views is covered in greater detail in Chapter 11.
The Restrictions section explains how restrictions in Junior Librarian.net work. Restrictions are covered in greater detail in Chapter 6.
The Reviews section explains how you can create your own review questions for when a borrower reviews a resource that they have read. Reviews are covered in greater detail in
Chapter 9.
The Printing section tells you how you can set up Junior Librarian.net so that anyone who wants to print information out in My Books has a limit on the number of records they can print.
The Reminders section tells you how to set up your email reminder settings. Reminders are covered in greater detail in Chapter 7.
The General section allows you to upload an image (i.e. your school logo) to appear on the home page of Junior Librarian.net. This is also the place to switch interfaces for the home page between Junior Classic and the Beach Scene.
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Password Manager is the area in which the password strength for
Borrower‟s user accounts and User Management user accounts is set.
It is also the area in which you can apply a Global Update to all
Borrower‟s usernames and passwords in the system. This new feature takes a matter of minutes instead of having to change usernames and passwords in each record manually!
To enter, click on Settings / Password Manager.
Click on Settings /
Password Manager
The Complexity tab on the Password Manager window displays three options each for both the Borrower and User Manager accounts.
The requirements for each option are listed below:
Weak = Minimum of 5 characters in length
Strong = Minimum of 8 characters in length, containing at least 1 number
Complex = Minimum of 8 characters in length, containing at least 1 number and both upper / lower case characters.
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The Global Update tab on the Password Manager window displays options for Logon
Names; Passwords; and allows you to select to which Tutor Group(s) you would like to apply these changes.
Select more than one Tutor
Group(s) by holding the
CTRL key and highlighting the required groups
Select Logon
Name values from the options listed
Select
Password
values from the options listed
Please Note: The Global Update utility will only update borrower records which have no existing logon details.
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To enable the system to work with SIP2 compatible terminals click on Settings then Module
settings and SIP2 Server. Enter the Borrower Identifier and Resource Identifier settings.
Select the relevant
Borrower
Identifier method from the drop down list
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Resource Identifier
method from the drop down list
Enter password and click Save
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All new resources and borrowers who are added to Junior Librarian.net will be allocated a barcode. A barcode mask must be set up beforehand so that Junior Librarian.net can recognise the borrower or resource when the barcode is scanned.
Please Note: various barcode masks are added to the system as default upon setup, to help you get started on using your library as quickly as possible. However, barcode masks for barcodes such as SLS barcodes will need to be set up by you manually.
Every barcode, whe ther it‟s for a resource or borrower, consists of characters. These can be numbers (Numeric), letters (Alphabetic) or a mixture of both letters and numbers
(Alphanumeric).
By looking at the barcode, it‟s not always possible to see what characters it consists of, some barcodes contain „hidden‟ characters. For this reason, we recommend that you use the
Notepad program on your computer to scan in the barcode which will show all of the characters.
When creating a mask, symbols represent the characters of the barcode that you want to scan. These symbols are hashes (#) which represent a numeric character, stars (*) which represent alphabetic characters, question marks (?) which represent any character, and percentage signs (%) which ignore a character. The mask you set up can be a combination of all 4 symbols.
Please Note: There are some exceptions to using the * symbol. These will be covered later in this section.
From the menu bar at the top of the screen, select Settings and then Barcodes. Click on the
Barcode Masks tab at the top of the screen. You will see that there are already some barcode masks which have been set up for you. The top one is for a resource barcode which has a barcode consisting of 6 numeric characters. The second one is for resource barcodes which consist of 5 numeric characters and the last one is for borrower barcodes which consist of 4 numeric characters.
To set up a new mask, click New.
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Masks which have already been set up are listed here
Click New to create a new mask
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Type a description for the mask you are creating and then choose the barcode type from the
Type drop down menu. Look at the barcode you want to set up a mask for. An example of a barcode could be „1234‟. As this consists of just numeric characters, type 4 hashes (# # # #) in the Mask field. Click OK when you have finished.
Type a description for the mask here
Select the type of barcode here e.g. Resource or Borrower
Type the symbols which correspond to the barcode here
If you have resource barcodes which consist of more numeric characters than the masks you have created, repeat the above instructions. For example, as well as a barcode of „1234‟ you could also have „12345‟. In this case, the mask would be „# # # # #‟.
You may have some resources which have a barcode that contains both numbers and letters
(alphanumeric).
It is important to scan a few of the same type of barcode in Notepad so that you can see what characters are included.
For example: You could have a selection of resource barcodes which all start with the same letter:
R0234
R2345
R4567
From the Settings, Barcodes screen click on New.
Click New to create a new mask.
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Type a description for the mask you are creating and then choose the barcode type from the
Type drop down menu. As the barcodes in the example above consist of alphanumeric characters with one letter at the beginning and then fo ur numbers, type „R# # # #‟ in the Mask field.
If the letter was at the end of the barcode (e.g.1234R), the mask would read
„# # # #R‟.
MLS recommend that you use the letter in the mask as opposed to the * symbol. This is so that the system can distinguish between the different types of barcodes which will be scanned as your library becomes more established.
Click OK when you have finished.
Type a description for the mask here
Select the type of barcode here e.g.
Resource or
Borrower
Type the symbols which correspond to the barcode here
You may have a situation where you have some barcodes which consist of alphanumeric characters, where a different letter has been included in each one. For example:
123A4
234B5
276V9
In this case, the mask would be „# # # * #‟ because it is better to use the * symbol as this indicates that the letter could be any letter between A to Z. Not using the * symbol would mean creating 26 different masks!
Please Note: If the letter appears in a different place on each barcode, a separate mask will need to be set up accordingly. For example:
123A4
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On the screen when you are creating a new mask, there is an option you can tick called
Return the Value. By placing a tick in this box, you are simply instructing the system to look at the scanned barcode and it will return the value of that barcode
For example:
If you scan in the 6 digit barcode “000123”, it will simply return 123 as this is the value of the barcode.
Please Note: If you have converted to Junior Librarian.net from Junior3, there will already be a tick in the Return the Value box. If you are a new customer, the Return the Value box will be empty.
If you are unsure about creating or editing barcode masks, please consult the MLS Help
desk.
The modification mask enables you to control how barcodes are stored and searched within
Junior Librarian.net.
Please consult the MLS Help desk for more information.
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It is within Settings / Junior Librarian that you choose what options you wish to be made available within Circulate.
By ticking Allow keyboard input you give the option of typing in the book and reader barcodes, as well as scanning them with the barcode reader. This may be useful should your barcode reader be out of order.
Allow printing allows you to print from Circulate.
If Allow a reference item to be issued is select, the ability to bypass the default restriction of referenced items not being available for issue is given.
If Enable Auto Returns is selected, the only information required to return a book within
Circulate is the
Resource‟s barcode number.
Allow a user to Undo a Mistake is a useful function which allows the librarian to click Undo should they have issued or returned incorrectly.
In order to Issue or return multiple resources to a student at a time, the librarian is required to enter a Multi Issue/Return Password. It is within this window that the password is set.
Change the time to Clear circulate system messages after __ seconds to fit with what is convenient to the libaray.
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When entering resources or borrowers into Junior Librarian.net, especially if more than one person has been in charge of this, you may have differences in the way that some words have been entered into each field. To save you having to find and edit each individual record, you can use Data Tidy to apply settings of your choice to both previously entered borrower and resource records and any that are entered in the future.
Make sure you are in the screen that you‟d like to apply the Data Tidy settings to e.g.
Resources or Borrowers. From the menu bar at the top of the screen click on Settings and then Data Tidy.
Select Settings and then Data
Tidy
If there is a tick in Do not tidy, uncheck this box so that you can select the settings for that field. Click the drop down arrow at the end of the Field box and select the first field that you would like to choose your data tidy settings for. Select the Data Tidy options you want.
Repeat this for each field you wish to apply Data Tidy settings to. Click Close when you have finished.
When you have clicked Close, any future records which are added to the database will have the Data Tidy settings applied to them when the Save option is clicked.
If there is a tick in Do Not Tidy, take this out
Use the drop down arrow to select the field you would like to apply Data
Tidy settings to
Select the Data
Tidy settings you require for the field
Click here to activate Data cleanse replacements and
Data cleanse remove
Click Close when you have finished
For more information on Data Tidy, please see Chapter 13: Tidying Data.
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You may find when adding your resources, borrowers or tutor groups that a particular field isn‟t available for you to add information to. In this case you can create your own Custom
Fields.
From the menu bar at the top of the screen, click the Settings tab and then Fields.
Click the
Fields tab
Click Add to add a new Custom Field.
Click Add to add a new field
Click the drop down arrow at the right of the Table field and select the relevant database you would like to add the custom field to. Type the Field Name and then the Data Type, for example Text, Number, or Currency etc. Click Add when you have finished.
Type the name of the custom field you want to add here
Click the arrow to select which database you want to add the custom field to
Click the arrow and select the format you want the custom field to be in
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The Custom Field you‟ve created will now be shown underneath the relevant table. You can delete or rename it if you wish.
When you create a new Custom Field, it can be accessed by clicking on the Advanced tab which is located on the individual resource or borrower record card.
Click the
Advanced
tab
The Custom
Field you’ve created is shown here
For more information on Custom Fields, please see Chapter 4: Creating My Library.
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It is possible for you to customise any fields in Junior Librarian.net. For example, you may want to change some of the field names which appear in the Resources or Borrower record card.
From the menu bar at the top of the screen, click the Settings tab and then Language.
Select
Language
The Language screen will then appear. Under Installed Languages, a list of languages which are included in Junior Librarian.net is displayed. As you can see from the screenshot below, only English is listed. If your school is based overseas, you will more than likely have more than one installed language. Select the Language under the Installed Languages heading and click on Modify to change field/s for that language.
Lists the languages currently installed in
Junior
Librarian.ne
t
Click the arrow to change the system default language
Click Modify to change the fields for the highlighted language
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At the top left of the screen under the Section drop down list, select which section of
Junior Librarian.net you wish to change the fields for. To change Field Names, make sure this has been selected.
Select the section that you would like to edit the fields for here e.g. Field
Names
A list of the fields you can change will then be shown. The original name is listed under the
Source heading, any modification name is listed under the Edited heading.
To change a field name, highlight the field in the list i.e. highlight „Recycled‟ to change to
„Deleted‟. Click the Edit option next to the field name that you want to change. The cursor will flash next to the field name. Type the new name e.g.
Deleted, and then click Save at the bottom of the screen. Click Save again on the main languages page.
Please note: The new field names will be shown only once the IIS server has been restarted.
The edited field name is shown in this column
The original field name is shown in this column
Type the new field name
Click Save when you have finished
For more information on Languages, please see Chapter 11: Customising Junior
Librarian.net, section on Language.
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It is possible for you to customise some of the tabs which are held on a resource and borrower record and on the circulate screen.
From the menu bar at the top of the page select Settings and then Page Views.
Click on
Settings and then
Page Views
The Settings - Page Views screen will then appear. Click on the relevant tab to change page views e.g. Borrowers.
Click on tab you’d like to change
Click on the relevant sub-tab e.g. Reservations.
Click on the sub-tab you’d like to change
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The Page View - Edit screen will appear. This is the same screen you‟ll see when creating and editing the standard page views. See Chapter 11: Customising Junior Librarian.net for more information.
Make the required changes to the view and then click Save. To see the changes, open a borrower record and click on the tab you‟ve edited.
Repeat this for each tab that you‟d like to edit.
Make the required changes and then click Save
For more information on Page Views, please see Chapter 11: Customising Junior
Librarian.net.
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Restrictions in Junior Librarian.net work similarly to Active Directory permission settings.
This means that you create different borrower restriction groups, set up the permissions for those groups and then add your borrowers to whichever group you want them to belong to.
One of the main benefits of this is that you can create as many restriction groups as you wish, all with different allowances. For example, you may have a restriction group for your staff borrowers and one for your standard borrowers, giving the staff restriction group more allowances than the borrowers.
As well as being able to set up restriction groups for your borrowers, you can also set restrictions for your resource types e.g. Book. And the different media types within the resource type e.g. Paperback. If you have set various different restrictions for your resources, media types and borrowers, the system will compare the loan period which has been set for all 3 and will take the lowest of them all. This will be covered in greater detail later in this section.
Please Note: There is a default restriction group set up when you first install Junior
Librarian.net. This restriction group is called Normal and allows your borrowers to take out and reserve 3 resources for a maximum of 14 days. Any existing borrower and any new borrowers who are added to Junior Librarian.net will belong to the default, Normal, security group initially. You can then change the default restriction group (as long as you have created others), to something more suitable to that particular Tutor Group or individual.
To create a new borrower restriction group, click on the Settings tab and then Restrictions from the menu bar at the top of the screen.
Click on Settings and then
Restrictions
For more information on Restrictions, please see Chapter 6: Restrictions.
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Click on Settings, and then Restrictions. It is within this area that general settings for
Reservations are set.
Click on
Settings and then
Reservations
Delete reservations older than __ Days deletes all reservations that have reached the specified time limit.
Stop reservations for on shelf resources prohibits books, which are on the shelf and available, from being reserved.
By ticking Reprint reservations for resources which already have a reservation slip
upon return? The librarian is given the option to reprint the last reservation slip printed for that resource.
Reservation restrictions are discussed in Chapter 6: Restrictions.
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Your borrowers can make reviews of the resources they take out on loan using My Books.
You can create a more structured way for the borrowers to write their reviews by creating your own questions for them to answer.
From the menu bar at the top of the screen, select Settings and then Reviews.
Click
Settings and then
Reviews
Type the questions you‟d like your borrowers to answer, making sure you do so for both your
Fiction and Non-Fiction items (if needed). Click Save when you have finished.
Click here to change the screen to
Fiction or
Non-Fiction
You can change the layout using the Tools here
Type your review questions here
Click Save when you have finished
For more information on Reviews, please see Chapter 9: Reviews
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It‟s possible to restrict the amount of pages which are printed from My Books.
From the menu bar at the top of the screen, select Settings and then Printing.
Click on
Settings and then Printing
Specify the maximum number of pages that you‟d like anyone printing from My Books to be able to print. Click Save.
Enter the number of pages here
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This page is where you can set some global settings for your reminders. These include a default email address that will be used to send the emails, a checkbox to enable the sending of emails and also the page orientation of the reminders.
From the menu bar at the top of the screen, select Settings and then Reminders.
Click on Settings and then
Reminders
Enter an email address from which your reminders will be sent from. The SMTP email
address allows the librarian to send the emails from their own email address, which then enables the borrowers to email a reply back. This also means that they will get an email in the event of a reminder email being bounced back, perhaps because the address is incorrect.
Enter the email address of which your reminders will be sent from
Change the page orientation of the email reminder here
Select how you would like to Group your reminders here
Select how you would like to Sort your reminders here
Click Save when you have finished
You can also change the page orientation of the email reminders here, how you wish to group the reminders (grouping by Tutor Group Name is handy when printing / emailing group reminders), and how you wish to Sort Reminders. Click Save when you have finished.
Please see Chapter 7: Loans, section How do I specify what format the reminder is sent
in? for more information on the reminder default output settings.
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The General menu option allows you to change the image that appears on the home page for
Junior Librarian.net.
From the menu bar at the top of the screen, select Settings and then General.
Click on Settings and then
General
Click on Browse to browse to the image before clicking Upload and finally, Save.
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To choose between Junior Classic and the Beach Scene interfaces, follow these instructions.
Click on the
Interface
tab.
Click on the drop-down arrow and choose the desired interface from the list.
Click on the Save button to leave this area and save any changes made.
After choosing the desired interface from the list in the drop-down box, click on the Save button to close the window and save the changes that have been made.
Close the whole Librarian Only
„Management‟ window and return to the Junior Librarian.net home page. Use the controls of the web browser to refresh the home page before expecting to see the interface switching taken into effect.
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Chapter 4: Creating My Library
This chapter will explain how to add your resources and borrowers to the system. We recommend that you add your resources first because this can take up the most time.
The section Cataloguing Resources starts off by explaining where you should put your sticky barcode labels (accession numbers) and the recommended order in which to add them to the system. It then moves on to how you add a resource, what to do if you make any mistakes and how to link reso urces together. It also explains how to copy a resource‟s details and finally tells you what other information is held inside a resource record.
The Floor Plan section tells you how to create a floor plan and how to import it into Junior
Librarian.net. It also tells you how to add the location of your resources to the floor plan and how to edit an existing plan.
The section Adding Borrowers explains how to add a new tutor group, and then how to add your borrowers manually into those groups. This section also covers how you import your borrower‟s details using your school‟s own administration system, and what to do if your school has borrowers in mixed year groups.
The section Custom Fields explains how you can create your own fields within a resource or borrower record.
The Resources database is where all of your catalogued items are stored. To access
Resources, click on the icon from the left of the screen in Grown Ups.
Every item should be given an Accession number starting from 00001. The bar-coded sticky labels included with the package for new users represent these numbers and should be attached onto each item. Extra labels can be ordered if necessary.
We recommend you insert the labels on a white or light coloured background if possible.
This will insure that there is less chance of the barcode reader not reading the label.
Since the bar code reader is a non-contact device, it is not necessary to laminate the labels for protection.
We advise that the labels should be inserted as each item is catalogued. Items already catalogued can then be recognised because they have a label.
Number your resources from 00001 upwards. It does not matter to the system what order your resources are numbered in or whether there are any gaps.
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It makes sense to have a plan for cataloguing your resources to avoid missing items out; therefore we would suggest cataloguing your library a section at a time. Fiction may be easier to start with as the key wording is generally less demanding. Then work through Non-fiction,
Reference stock and finally non-book items (e.g. videos, audio tapes etc).
Insert each barcode label as you add the item to the catalogue, so that you will always know which items have been entered onto Junior Librarian.net. (Label = stored, no label = not
stored).
Remember the order in which you apply barcode labels is not important. However, if you have ordered an MLS cataloguing day, the barcodes should be entered sequentially. Please contact
MLS for an instruction sheet.
Make sure you are in the Resources database by clicking on the icon.
Click under the Records tab on the right of the screen.
The New Resource screen will appear
Click on the type of resource you are adding from the list and then stick a barcode on the item you are adding.
Choose the type of resource from the list
Once you have chosen the resource type you are cataloguing, you will be given the option of either scanning or typing the resource‟s barcode and/or the ISBN/EAN onto the system.
The following instructions demonstrate how to scan the ISBN of a book and the barcode you have allocated to it using the barcode reader. Depending on the resource type you are cataloguing, these options will differ.
Please Note: When cataloguing Live Media and Websites
, as these are not „physical‟ resources you w on‟t be given the option of adding a barcode. Instead, you will be taken straight to a blank resource record card where you can start adding the resource‟s details.
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Scan the EAN/ISBN barcode of the book using the barcode reader
Scan the barcode label of the item you are cataloguing or click
Auto to allow the system to nominate a number.
If the book does not have an EAN/ISBN, click Continue. You will be taken to a blank resource record card where you can add the details manually.
Once you have scanned or typed the resource‟s barcode information, you will be taken to the resource record card screen. If you are cataloguing a book, you may find that a lot of the fields in the resource record have been filled in automatically from Discovery Online. For any other resource, the fields will be blank and you will have to fill them in manually.
You can add extra custom fields which are displayed in the Advanced tab on each resource.
See How do I create my own custom fields? later in this section for how to do this.
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From the New Resource screen click on the icon.
Follow the instructions above on how to scan or type the resource‟s barcode.
Please Note:
If the ISBN does not have a barcode you will need to type it in. Ignore any spaces or hyphens (e.g. 9 781-2345-67896 = 9781234567896)
If the ISBN does not appear on the back cover of the book, look on the back of the title page, or alternatively at the very end of the book or inside the dust jacket.
If the book is very old, it may only have a 9-digit SBN (Standard Book Number). If this is the case you need to add a 0 to the beginning of the number (e.g. 123456789 =
0123456789) to make it an ISBN (International Standard Book Number).
If the number is rejected, you may have made a mistake, so try again. Very occasionally an ISBN may be printed incorrectly and will either not register or bring up the wrong data.
If this is the case, leave the ISBN field blank and enter the data manually by clicking continue.
If an ISBN is entered, the computer will search the Discovery Online database for the record, which, if found, will close the Resources window and take you to the resources card to finish editing the record. If no record is found, you will go to blank resources card to enter the details manually.
Once the resource record screen appears, click in each field in which you wish to add information. When you are entering new books onto the system, the information will automatically be taken from Discovery Online, provided Discovery Online holds the information on that particular item.
If you select
‘Reference’ or
‘Ref’ as a class, a tick will automatically be placed in the
Reference box
The Date Added field will automatically be filled in with today’s date. You can change this if you wish
Click on the arrow to see previously entered information
Click Save when you have finished
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
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There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information.
If you are cataloguing a book and it is either very old or very new, Discovery Online may not hold the information at that time. If that‟s the case, you can either enter the details manually or wait until Discovery Online holds the information.
Please be assured that Discovery Online does get updated.
If you wish to change any information which has already been entered, simply highlight it and then type the new details. Click Save when you have finished.
If you borrow books on long-term loan from your School Library Service, it is usual to add these to your catalogue with an indication as to their owner. On the Owner field type School Library
Service. It is possible to use the existing SLS accession barcode in the book (if it already has one).
From the New Resource screen click on the icon.
Follow the instructions at the beginning of this section on how to enter the resource‟s barcode.
Please note that with items other than Books you are not required to enter an ISBN number.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
The Date Added field will automatically be filled in with today’s date. You can change this if you wish
Click Save when you have finished
Click the drop down arrow to see a list of
keywords. You can jump to a specific word by typing in the start of the word
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You may want to catalogue your hardware, e.g. mobile phones, projectors, cameras, laptops etc.
From the New Resource screen click on the icon.
Follow the instructions at the beginning of this section on how to enter the resource‟s barcode.
Please note that with items other than Books you are not required to enter an ISBN number.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Enter the resource details by filling in the required fields
The Date Added field will automatically be filled in with today’s date. You can change this if you wish
Click Save when you have finished
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
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You may want to catalogue live media, e.g. video‟s, images etc.
From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save w hen you‟ve finished.
You can also add extra custom fields which are displayed in the Advanced tab. See How do I
create my own custom fields? later in this section.
Please Note: When you save the live media record it will transfer the media file to your web server and then re-encode the media file into a flash format where it will be compatible for all users who have flash installed. If you get any problems saving your live media record, it will most likely be because you don‟t have the required software on your web server to read the media file. To test this, you will need to try and play the media file directly from your web server. If you have any problems at all, please contact the helpdesk.
Enter the resource details by filling in the required fields
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Browse to browse to where the live media is stored
Click Save when you have finished
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From the New Resource screen click on the icon
Follow the instructions at the beginning of this section on how to enter the resource‟s barcode.
Please note that with items other than Books you are not required to enter an ISBN number.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Enter the resource details by filling in the required fields
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
From the New Resource screen click on the icon
Follow the instructions at the beginning of this section on how to enter the resource‟s barcode.
Please note that with items other than Books you are not required to enter an ISBN number.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Click the drop down arrow to see a list of
keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
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From the New Resource screen click on the icon
Follow the instructions at the beginning of this section on how to enter the resource‟s barcode.
Please note that with items other than Books you are not required to enter an ISBN number.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
From the New Resource screen click on the icon.
The resource screen will appear immediately for this document, as you do not need to barcode the document and physically store it in your library, as it will be stored on the database itself.
This allows Word, Excel and PDF files to be uploaded to the system.
Type in the document details here
To add the document, first click Browse and browse to the document. Then click Update to update the record with that document.
Click Save
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From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Click Browse to browse to where the picture is stored
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information.
Enter the resource details by filling in the required fields
Type the URL of the website here
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
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From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Click the drop down arrow to see a list of keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
If you want to catalogue resources which don‟t fall under any of the main resource types, you can use the „Generic‟ type.
From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished.
Enter the resource details by filling in the required fields
Click the drop down arrow to see a list of
keywords. You can jump to a specific word by typing in the start of the word
Click Save when you have finished
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From the New Resource screen click on the icon.
Once the resource record screen appears, click in each field in which you wish to add information. There are drop down arrows next to most fields on the screen. Clicking these means you can select from a list of previously entered information. Click Save when you‟ve finished
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If you make a mistake when cataloguing and want to start again, click the Close button. You can of course re-visit the record at any time in the future and change, delete or add information.
If you have multiple copies of the same resource, to save you having to add each one manually you can use the Copy function. This copies all of the details from the first copy excluding the accession number, which you enter manually.
From the resources screen, highlight the book which you‟d like to copy and then click the icon under the Records tab.
Scan or type the barcode number you are assigning to the copy and then click Copy. If you have more than one copy to enter, repeat the process until all of barcode numbers of the new copies are listed in the Copies field and then click Close.
Details of the book you are copying
Type or scan the barcode number you are assigning to the new copy and then click Copy to add it to the
Copies list
Click Close when you have finished
Please Note:
The resource types you can copy are: Books, Hardware, Film/DVD‟s and Generic.
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It‟s possible for you to link your catalogue resources together so that when your borrowers are searching the catalogue, they will be able to see items which might also be of interest.
An example for wanting to do this could be that you have a book in your library on the RSPCA as well as the RSPCA website. It would be very useful to you and your borrowers if the two resources were linked together.
Using the example above, first find and go into the book on the RSPCA and then click on the
Linked Items tab. Click on Find Resource or if you know the barcode of the resource you want to link, type it in the box and then click Find Resource.
Click on Find
Resource or type the barcode of the resource you want to be linked in the box
Select the resource you want to be linked from the list, using Quick Search if you need to. Once it‟s highlighted, click on Select at the bottom right of the screen. You can select multiple
Resources, if you wish.
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The resource/s will now be listed in the Linked Items tab.
Once the resource you wish to remove is highlighted, click on Remove Link to remove the link between the two items.
To remove a resource link, simply highlight the linked resource and click Remove Link.
On each resource record card there are a number of different tabs. The tabs you see depend on the type of resource record you are in. You can click on each available tab to view the information stored.
Advanced
The advanced tab holds extra information and settings which generally you will not need to access on a regular basis.
Resource Type allows you to change the type of resource
The Unlink Resource button is very useful when cataloguing a series of encyclopaedias, for example. When cataloguing resources with the same ISBN the resource records become linked or joined together. This means that any change made to one record is then replicated to all of the other records with the same ISBN number, and any reservations placed on one of those resources, will replicate to all copies of that book.
While this is useful should you be cataloguing 20 of the exact same book, it can become a nuisance if you are cataloguing 20 encyclopaedias which each have a different title. To remove this link, simply click on the Unlink Resource button. Please note that this will mean any
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Restrictions allow you to edit the restrictions for the individual resource record. These are covered in greater detail in Chapter 6.
Change the resource type here
If you have added any
Custom Fields they will show here. (See
Custom Fields section later in this chapter for information)
Change restrictions for the resource here.
(See Chapter 6:
Restrictions for information)
Loans
The Loans tab shows all current and past loan information for the resource.
You can change the layout of the loans screen. (See Chapter 3: Settings, section on Page
Views)
Shows which borrower the resource is currently on loan to. If the borrower field is blank, the resource isn’t on loan
Tells you when the resource is due back
A full list of current and past loans is displayed here
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Reservations
The Reservations tab lists all of the details of the resources current reservations.
You can change the layout of the reservations screen. (See Chapter 3: Settings, section on
Page Views)
A full list of current reservations is displayed here
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Summary
The Summary tab shows a book summary from Discovery Online, or any notes on the resource that you want others to be able to view.
Add any notes here that you want to be seen by people using Enquiry
Add any notes you want anyone using the Grown
Ups section to see here
Click Save when you have finished
Public Notes allows you to write a note which is viewable by everybody who accesses the resource either via the Grown Ups section or Search. For example, you may want to let borrowers and staff know that the resource is currently unavailable.
Notes allows you to record information on the resource record purely for viewing by anyone who accesses the Grown Ups section. For example, if a book is returned to the library damaged, you may want to write a note to remind yourself to replace it after completing your next stockcheck.
Photograph
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The Photograph tab displays any photograph of the resource, either one you have attached manually or one which is being obtained from Discovery Online.
Click Browse to search for an image to add to the resource
Linked Items
The Linked Items tab shows any resources which are linked to this one, and also enables you to link your resources together.
For example, you may have catalogued a website relating to Harry Potter and you want this to be linked to your Harry Potter books.
Please see section on How do I link / unlink resource items? earlier in this chapter.
Lists the resources which are linked to this one
Floor Plan
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The Floor Plan tab allows you to specify the location of the resource on a floor plan image.
For more information on floor plans please see the Floor Plan section below.
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Using a paint package (e.g. Paint Shop Pro) draw a simple floor plan of your library. We recommend the size of 630 x 400 pixels. A number of users have given this as a project to pupils as very often they are already quite familiar with packages such as Paint Shop Pro.
MLS recommend that you save the floor plan in .png format or .jpg because the quality of the image will be better, however you can save it in any format you wish. Once the floor plan has been created, save it somewhere you can easily access it.
You can have as many floor plan records as you wish in Junior Librarian.net.
From the menu bar at the top of the screen, select Database and then Floor Plan.
Select
Database and then Floor Plan
Click under the Records tab on the right of the screen. Type a name for the floor plan in the Description box at the top of the screen.
Click Browse and select the location of the saved floor plan. Once the location is specified, click
Update.
Type a description here
Click Browse to select the location of the floor plan
Click Update to import the floor plan
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The floor plan image will be shown. Click Save.
Click Save
The floor plan will then be shown as a new record on the Floor Plan screen.
The new floor plan is shown
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From within the Resources screen, find and select the resource that you‟d like to add to the floor plan.
Find and highlight the resource
Once in the resource record click on the Floor Plan tab at the top of the screen. Place the mouse pointer at the location of the item and click. A red flashing beacon will now appear denoting the position of the item. Click Save to save the location. You will then be taken back to the main Resources screen.
Click your mouse at the location of the resource.
Click on the
Floor Plan tab
Click Save
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You may want to add specific resources to an area of the floor plan. Perhaps you have an area of your library where you keep your fiction resources. Junior Librarian.net allows you to search your catalogue for specific resources, for example by classification, media type, Title etc. and add these resources to a floor plan (you can have as many floor plans as you wish!)
From the Resources screen, use the Advanced Search to search for your resources, for example Fiction.
For more information on searching, please see Chapter 14: Viewing Library Data, section on
Searching Databases.
Once you have just your fiction resources on the screen, from the menu bar at the top of the screen select Tools and then Floor Plan.
Click Tools and then Floor Plan
From the Floor Plan drop down menu, select the floor plan that you want to add the resources to, e.g. Fiction.
Select the floor plan that you’d like to add the resources to
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Place the mouse pointer at the location of the item and click. A red flashing beacon will now appear denoting the position of the item. Click Apply to save the location.
Click your mouse at the location of the resources
Click Yes to update the resources location.
Click Apply
You will then be taken back to the main Resources screen.
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From the menu bar at the top of the screen select Database and then Floor Plan.
Select
Database and then Floor Plan
Highlight the floor plan record you want to edit and then click Edit under the Records tab on the right of the screen.
Highlight the floor plan you’d like to edit
Click Edit
If you want to simply change the name of a floor plan, type the new name in the Description box at the top of the screen and then click Save.
Type the new floor plan name here
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If you have made changes to your floor plan image and want to update the one which is stored in the floor plan record, highlight the floor plan record from the list in the Floor Plan screen and click
Click Browse at the bottom of the screen and select the location of the updated floor plan image. Once the location has been specified, click Update.
Click Browse to select the location of the updated floor plan
Click Update to import the floor plan
The new floor plan image will be shown in the floor plan record. Click Save.
Click Save
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From the menu bar at the top of the screen select Database and then Floor Plan.
Select
Database and then Floor Plan
Highlight the floor plan record that you want to delete and then click on the Records tab on the right of the screen.
Highlight the floor plan you’d like to delete under
Click Remove
The floor plan record will then be removed to the Floor Plan Recycle Bin.
If you want to restore it, click on under the Records tab on the right of the screen.
Highlight the floor plan record from the list and then click on
Records tab on the right of the screen. under the
Please Note: If you restore a floor plan from the Recycle Bin, the links between your resources and that floor plan will also be restored. Once you‟ve deleted a floor plan record from the
Recycle Bin, all links between your resources and the floor plan will be gone.
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If you accidentally delete a floor plan image which you‟ve designed, you can export the image from the floor plan record.
From the menu bar at the top of the screen select Database and then Floor Plan.
Select
Database and then Floor Plan
Highlight the floor plan record that you want the image for and then
Records tab on the right of the screen.
Highlight the floor plan you’d like the image for click under the
Click
Edit
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Click Export at the bottom of the screen.
Click Save and select a location for where you want to save the image to.
Click Export
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Before you can manually add your borrowers, you need to create the tutor groups to which they will belong.
Make sure you are in the Tutor Groups database by clicking on the icon
Click under the Records tab on the right of the screen.
A Blank Tutor Groups screen will then appear.
Enter the details of the tutor group here
Select the restriction type that the group will have here
(See Chapter 6:
Restrictions for more information)
If you have added any borrower custom fields they will be listed here
Click save when you’ve finished
Please note that you cannot have two tutor groups of the same Group Name and Year Group.
You wi ll need to repeat this process until you‟ve entered all of your tutor groups into Junior
Librarian.net.
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Once you have all of your tutor groups on the system, you can then start to add your borrowers.
Make sure you are in the Borrowers database by clicking on the icon.
Click under the Records tab on the right of the screen.
The Borrower
– New screen will appear.
Click Continue to move to the Borrower record card
Either enter the PIN you wish to allocate to the new borrower, or click the Auto button to allocate the first available number
Scan or type the barcode you are assigning to the borrower. Alternatively you can click Auto to allow the system to allocate the next available number. Click Continue.
A blank Borrower card will appear. Fill in the required details and then click Save.
Fill in the borrower‟s details, making sure you enter their Surname and Group /
Year Group details
Use Notes to add any notes about the borrower
The Address field is optional
Click Modify to add a photograph of the borrower
Use the
Guardian tabs to add details about the borrower‟s guardian/s
Click Save when you have finished
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From within the borrower‟s record in the Details tab, click on the Modify tab on the right of the screen.
Click Browse to browse to where the photograph is stored. Once the location of the photograph is listed, click on the Update tab. The photograph will then show in the box. Click Close.
Click Browse to browse to where the photograph is stored
Click Update to import the photograph
Each year (usually September) the students in the office administration system will be 'promoted' to new tutor groups, and new students will be added into the system. You can use the administration system to create a file containing all of your borrower‟s details to import into
Junior Librarian.net. Once you have created the file by following the instructions relevant to your school‟s administration system below, you will then need to see the instructions in the subsection How do I import my student file into Junior Librarian.net?
It is pointless to use the administration system to add your borrowers before they have been promoted or added. Ask your office administrator if the students have been 'promoted' before you start.
The intake details may be all entered into your school‟s administration system, but they may not yet be assigned an administration number. If they have not been assigned a number, again it‟s best not to use this method to add your borrowers, as the administration number is what distinguishes one record from the next.
Tutor groups are automatically created or changed by comparing the student‟s administration number, surname and forename on both Junior Librarian.net and the school‟s administration data. If these are matched, but the tutor groups are different, then the tutor group is changed to match that of the administration system, thus 'promoting' the pupil up a year (assuming the administration data is correct!)
Please Note
: It‟s important that you make a backup of your library data before making any global changes to your borrowers. Your data is backed up by MLS nightly. If you are making any big system changes we would suggest you make them first thing in the morning, to avoid any loss of changes made to data between the backup and the system change.
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Sims.net
If you are using the Sims.net system, you need to download the Sims.net Borrower Import
disk from our website ( www.microlib.co.uk
) onto your computer‟s desktop. You can find this in the User Area section under the Updates tab.
You then need to put either a floppy disk or a USB memory stick in your machine, download on th e file and click „Open‟. This will download the executable file, and run it immediately.
Once the wizard pops up it will ask where you would like the relevant files extracted to, this is where your floppy disk or USB memory stick comes in. Simply select the relevant drive letter, and the Report Definition file, along with instruction document, will be saved to the disk / memory stick for you.
The instructions will tell you what you need to do to create the CSV file from SIMS.net.
RM Integris
Student data can be easily imported from Integris by designing a report in Integris with the following fields (certain fields are optional):
SURNAME
FORENAME
DOB
DOA
GENDER
REG
ADNO
YEAR
(Date of Birth)
(Date of Admission)
(Tutor Group)
(Grown Ups System ID)
(Year Group)
STUDENT ADDRESS - LINE 1
STUDENT ADDRESS - LINE 2
STUDENT ADDRESS - LINE 3
(optional)
(optional)
(optional)
STUDENT ADDRESS - LINE 4
STUDENT ADDRESS - TOWN
(optional)
(optional)
STUDENT ADDRESS - POST CODE (optional)
STUDENT E-MAIL ADDRESS (optional)
NAME: KNOWN NAME (optional)
The report should be saved in 'Mail merge' format to a USB pen drive under the name
„students.csv‟ (comma-delimited format.) Also select the option to use headings.
If you wish to edit the data, make sure you open it in Notepad. (Please do not open it in
Microsoft Excel.)
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The following instructions illustrate how to design the export report within Integris
1. Go into the Reports section of Integris
2. Click on Ad-Hoc Reports
3. Select Ad-Hoc Manager (over to the right of the screen)
4. Select the first icon at the top left - Create New Report
5. Enter Report Name and Description
6. In the bottom right hand corner of the screen - select Export, as a report type
7. Go through each of the next four or five screens selecting the required fields
SURNAME
FORENAME
DOB
DOA
GENDER
REG
ADNO
YEAR
8. When you come to the last screen ensure that Mail merge format is selected
9. Click Create
10. Close down Report Designer Screen (click the cross in the top right hand corner)
11. Close the AD-Hoc Manager Screen
12. Select New Query and run the report for all Current Roll
13. Click Print. It will bring up a box saying 'Set Print File Name'. Name the file students.csv
14. Select and save the file to an external drive
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Phoenix
Student data can be easily imported from Phoenix by designing a report with the following fields:
(ALL THESE EXACT FIELDS MUST BE INCLUDED!):
SURNAME
KNOWN AS
DOB
M/F
AD DATE
CLASS
ADNO
For details on how to design the report within Phoenix, please refer to the Phoenix User Guide.
The report should be saved as a comma separated value (CSV) file to an external drive under the name students.csv
Sample of a Phoenix student file:
"Surname”,” Known As","DOB","M/F","Ad date","Class","Roll N°"
"Anderton","Danielle","10 01 1991","F","05 09 1995","IMC","00664"
"Clarke","Sam","18 07 1992","M","06 01 1997","LO","00769"
"Jones","Charlotte","18 01 1995","F","07 09 1999","LT","00941"
In most schools the following routine has proved successful, though it may vary according to your version of Phoenix.
1. In Phoenix Gold: Go to the Pupils Reports menu then select the option Easy
2. Right-Click on any report in the list and select the option New Easy Adhoc/Export.
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3. From the list, click on Surname, Preferred Forename, Date of Birth, Gender, Date of
Admission, Class and Roll No. You must click on these in the SAME ORDER as they are listed here.
4. Click OK.
5. In the screen that appears change TAB to CSV and put in the title “Junior Export” so that your screen looks like the one that appears below. Please make sure you tick the Omit
Titles option.
6. Click Save Report.
Select the Omit Titles option
7. In the list of reports, the report we have just created should appear. Click on it.
8. From the destination box (in the middle of the screen) click on Export File.
9. Now click on All Current Pupils.
10. Phoenix will now ask you for a filename. Type in students.csv and click Save. Ensure you take note of where it is saving the file. It will prompt you to launch an application.
Select the option Do Not Launch Application and click OK.
11. Minimise Phoenix using the button.
12. If you wish to edit the data, make sure you edit it in Notepad. (Please do not edit it in
Microsoft Excel as you will lose the correct file format.)
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Other administration systems
Student information can be imported into Junior Librarian.net by placing a CSV file containing student information onto a blank floppy disk. This information can then be imported using the
Intake facility built into Junior Librarian.net.
The first line of the CSV file must contain the name of the fields you are importing. The data
must be comma separated and be qualified by double quotes.
The field names that must be used are as follows (they can appear in any order within the text file).
Field Name Description Required
MangementSystemID Unique number which identifies the borrower in your administration system Yes
Surname
Forename
DateOfBirth
Gender
TutorGroup
YearGroup
LogonName
Password
Barcode
Title
Address1
Address2
Address3
Address4
Address5
Address6
PostCode
TelephoneNumber_Home
TelephoneNumber_Work
TelephoneNumber_Mobile
LibrarySet
Ethnicity
House
DateExpires
DateAdded
Photograph_Filename
RFID
Guardian1_Title
Guardian1_Surname
Guardian1_Forename
Guardian1_Address1
Surname of the Borrower
Forename of the borrower
Borrower's date of birth
Gender of the borrower
Yes
Yes
Yes
Yes
Tutor group the borrower belongs to
Year group the borrower belongs to
Yes
Yes
The logon name you want the borrower to have when accessing Junior Librarian.net Optional
The password you want the borrower to have (non active directory linked borrowers) Optional
The barcode you want the borrower to have
The borrowers salutation
The first line of the borrowers home address
The second line of the borrowers home address
The third line of the borrowers home address
The fourth line of the borrowers home address
The fifth line of the borrowers home address
The sixth line of the borrowers home address
Optional
Optional
Optional
Optional
Optional
Optional
Optional
Optional
The borrowers postcode
The borrowers email address
The borrowers home telephone number
The borrower work telephone number
The borrower mobile telephone number
The borrowers library set
The borrowers ethnicity
The borrowers house
The date the borrower is automatically recycled
The date the borrower was added to the administration system
The path & name of the borrower photograph
The borrower RFID ID
The guardian1's salutation
The guardian1's surname
The guardian1's forename
The first line of the guardian1's home address
Guardian1_Address2 The second line of the guardian1's home address
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Optional
Optional
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Guardian1_Address3 The third line of the guardian1's home address
Guardian1_Address4
Guardian1_Address5
Guardian1_Address6
Guardian1_Postcode
The fourth line of the guardian1's home address
The fifth line of the guardian1's home address
The sixth line of the guardian1's home address
The guardian1's postcode
Guardian1_Email The guardian1's email address
Guardian1_TelephoneNumber_Home The guardian1's home telephone number
Guardian1_TelephoneNumber_Work The guardian1' work telephone number
Guardian1_TelephoneNumber_Mobile The guardian1' mobile telephone number
Guardian2_Title
Guardian2_Surname
Guardian2_Forename
Guardian2_Address1
Guardian2_Address2
Guardian2_Address3
Guardian2_Address4
Guardian2_Address5
The guardian2's salutation
The guardian2's surname
The guardian2's forename
The first line of the guardian2's home address
The second line of the guardian2's home address
The third line of the guardian2's home address
The fourth line of the guardian2's home address
The fifth line of the guardian2's home address
Guardian2_Address6
Guardian2_Postcode
The sixth line of the guardian2's home address
The guardian2's postcode
Guardian2_Email The guardian2's email address
Guardian2_TelephoneNumber_Home The guardian2's home telephone number
Guardian2_TelephoneNumber_Work The guardian2' work telephone number
Guardian2_TelephoneNumber_Mobile The guardian2' mobile telephone number
UPN The borrowers UPN
See below for an example of a CSV file...
Notes
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If you add the „LogonName„ field to the CSV file, Junior Librarian.net will automatically try and link the borrower to Active Directory. If you also add the „Password „field, this will turn off
Active Directory linking.
If you add the „Logon Name„ field to the CSV file but the borrower‟s Logon Name isn‟t their Active Directory Logon Name, you can either use the Password field in the CSV file to import passwords from your administration system, or simply add one in the
Borrower's record in the Advanced tab.
If you add the „DateAdded„ field to your CSV file, this will be the date the borrower was added to your administration system and will be shown on the borrower‟s record card in
Junior Librarian.net
. If no date is entered, the date shown on the borrower‟s record is the date they were added to Junior Librarian.net.
If you add the „DateExpires„ field to your CSV file but don‟t enter a date, the borrower will be placed into the Borrower Recycle Bin 100 years after they are added to Junior
Librarian.net.
There must be no double quotes within any of the information entered. E.g. Joe "Billy" is not a valid entry for a forename.
The gender field must begin with M or F, so M, F, Male and Female are all valid entries.
The „Grown UpsSystem ID„ is a unique number from which you can identify a pupil on your school administration system.
If you have entered borrowers on your system already, ensure that their names are spelt correctly. The program tries to intelligently match to see if the people you are importing exist on the system already.
Once you have created the CSV file, copy it to a floppy disk or pen drive/memory stick under the name of students.csv
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Once you‟ve created the CSV file which contains all of your new and existing borrowers, you‟ll then need to import this into Junior Librarian.net.
Before you do this, you‟ll need to manually move your leavers to the Recycle Bin. There are two ways of doing this. You can go into each Tutor Group record, click on Move To, tick Leavers and then click Save. If you have a lot of groups which you need to mark as Leavers, this method is too time consuming. Instead, if you do a search in Tutor Groups for the groups you want to mark as Leavers, for example Year 11‟s. Once all of your Year 11‟s are listed, highlight one record and then click Remove under the Records tab on the right of the screen. An option to remove Selected Records or All Records will appear, click on All Records.
Now follow the instructions below to import the file.
From the menu bar at the top of the screen click on Database and then Intake.
Click on Database and then Intake
The Intake screen will then appear.
Click on from the Records tab on the right of the screen.
Click on Import
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Click Browse and select the location of the student file. Once the location of the file is showing in the Filename box, make sure you have the correct file type selected before clicking Import.
NB:
A very important detail to remember is, if your csv file from SIMS.NET has “quotation marks” on either side of each data entry, you must select Sims.net (Quoted) or you may end up with duplicated tutor groups.
If your csv file from SIMS.NET is quoted then please make sure you select
Sims.net
(Quoted)
Click Browse to select the location of the student file
When the import is complete, existing Junior Librarian.net borrowers will automatically be updated to their new groups. Any new borrowers will be listed in the Intake screen.
There are two ways to add your new borrowers to Junior Librarian.net. If you are want to add them all at once, click under the Records tab on the right of the screen.
If you want to transfer them individually, either double click on the record or highlight it and click
Transfer. The new record will then show.
The Imported Details tab shows the details for the borrower which have been imported from the student file. Under the Choose import method tab, select whether the borrower is New to
Junior Librarian.net or if they are an Existing Borrower. If they are an existing borrower, there is a list of Junior Librarian.net borrowers at the bottom of the screen whose surnames all start with the same fir st 2 letters of the borrower‟s surname that you are importing. This makes it easier for you to match them. If the borrower you are importing isn‟t listed, type in their surname or forename in the Quick Search box and click Go. This brings up a list of borrowers for you to make your selection.
Select how you would like to allocate a barcode to the new borrower, we recommend the
Automatic option.
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When you are happy with the details, click Import. Repeat this for each new borrower listed in the Intake screen.
Details of the borrower from the student file
Select New
Borrower if they are new to Junior
Librarian.net
Select Existing
Borrower if they are already listed in the
Junior Librarian.net borrower database
Select how you’d like to allocate a
barcode to the borrower
List of existing Junior
Librarian.net borrowers whose surnames start with the same first two letters as the new borrower
Click Import when you are happy with the details
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If you are unable to use your school‟s administration system to move your borrowers to their new groups, it‟s possible to move them manually.
1. From the Tutor Group screen, double click or highlight first group that you‟d like to move. and click on the
2. In the Tutor Group record, click on the Move To tab. By default there will be a tick in the
Ignore box. To select a new group, tick the Move To box.
3. Type the Group Name that you want the group to move to. Type the Year Group and then click Save. If the group is leaving school, select Leavers.
4. Repeat this for each group who are moving.
Select Move
To
If the group are leaving, tick here
Type the Group
Name and Year
Group they are moving to
Click Save
5.
Once you‟ve selected a new group for each group who are moving, click on under the Tools tab on the right of the screen.
Please Note: We strongly recommend that you make a backup of your data before making any changes. Your data is backed up by MLS nightly. If you are making any big system changes we would suggest you make them first thing in the morning, to avoid any loss of changes made to data between the backup and the system change.
6. When you are ready to move your groups click Yes.
NB: Groups who you have marked as Leavers will be moved to the Borrower Recycle Bin. You can delete them from here if you wish, however borrowers who have loans outstanding cannot be deleted until the resource has been returned or has been marked as „missing‟.
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If you have groups with readers from different year groups, the system can accommodate this.
You need to make sure that you create a separate Tutor Group for each Year Group which belongs to the tutor group. For Example, if Tutor Group SEG has years 7,8 and 9 in it, you need to create three Tutor Groups called SEG, one with a Year Group of 7, another with a Year
Group of 8, and another with a Year Group of 9.
Select the Group
Name that the student belongs to here.
Select the correct
Year Group from the drop down list.
This list will only show what has been added in the
Tutor Groups page, so make sure all of the correct groups are in there first.
Advanced
The advanced tab holds settings which you generally will only need to change occasionally.
Security is where you would choose the type of login for your users.
Other is where you would store the borrower‟s Grown Ups System ID.
Restrictions is where you would ban a borrower and also where you would choose the restriction group they belong to (See Chapter 6: Restrictions for more information).
Click here to enable Active
Directory logon
If you have added any custom fields, they will show here. (See Custom
Fields section later in this chapter)
Enter the borrower’s
Grown Ups system ID here
Select the Security
Group the borrower belongs to
Set the Reader
Restriction
Group here
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Current Loans
The Current Loans tab shows all of the resources currently on loan to the borrower. You can change the layout of the current loans tab (See Chapter 12: Customising Junior
Librarian.net, section on Page Views).
Lists the resources currently on loan to the borrower
Reservations
The Reservations tab shows a list of resources that the borrower has reserved. You can change the layout of the reservations tab (See Chapter 12: Customising Junior Librarian.net, section on Page Views).
Lists the resources the borrower has reserved
Past Loans
The Past Loans tab shows a list of the resources the borrower has previously taken out on loan . You can change the layout of the past loans tab (See Chapter 12: Customising Junior
Librarian.net, section on Page Views).
Lists the resources the borrower has taken out in the past
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You may find when adding your resources, borrowers or tutor groups that a particular field isn‟t available for you to add information to. In this case, you can create your own Custom Fields.
From the menu bar at the top of the screen click on Settings and then Fields.
Click the Fields tab
Click Add to add a new Custom Field.
Click Add
Click the drop down arrow at the end of the Table field and select the relevant database you‟d like to add the custom field to. Type the Field Name and then the Data Type, for example Text,
Number, or Currency etc. Click Add when you have finished.
Type the name of the custom field you want to add here
Click the arrow to select which database you want to add the custom field to
Click the arrow and select the format you want the custom field to be in
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The Custom Field you‟ve created will now be shown underneath the relevant table. You can delete or rename it if you wish.
When you create a new Custom Field, it can be accessed by clicking on the Advanced tab which is located on the individual resource or borrower record card.
Click the
Advanced tab
The Custom
Field you’ve created is shown here
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This chapter will cover all of the features of Circulate.
The section Identikit will tell you how to register your borrower‟s fingerprints so that they can use Identikit to take out resources. It will also detail the warranty information, the minimum requirements which your pc must have to use Identikit, and also how to look after the scanner.
The section Using Circulate details how to issue and return your resources, how to renew and reserve them, and also how to check the status of a resource. It will also explain how you can add messages to your borrower‟s accounts from the circulate screen. When issuing and returning your resources, certain warning messages can appear. What these messages mean will also be covered in this section.
Warranty
MLS guarantee the Identikit device for 12 months.
This starts from the date you receive it and not the date you start using it.
This guarantee covers parts and labour for a repair or a complete replacement unit if necessary.
If your Identikit has a rubberized membrane on the scanning area, the guarantee does
NOT cover this. This membrane is an integral part of the thumbprint scanner and should not be tampered with in any way.
Please do not damage the membrane – the rubberised surface you actually touch!
Please inspect it for any cuts, scratches, air bubbles etc.
Unless you contact MLS before using IdentiKit, we will assume the
Identikit scanner is in perfect working order.
Keep the membrane away from heat, moisture or sharp objects (e.g. finger nails!)
The membrane cannot be repaired or replaced. If it is damaged a completely new device will be necessary for which a charge will be made
The guarantee does NOT cover the cable. Try not to stretch the cable. If it is too short, please buy a USB extension cable from a local supplier - please make sure any extension cable is no more than one meter in length.
The guarantee does NOT cover the USB plug attached to the end of the cable. When you plug it in a USB socket, check you are inserting it in the correct way round and do not force it.
DO NOT PLUG THE CABLE IN UNTIL AFTER YOU HAVE INSTALLED THE SOFTWARE!
MLS reserve the right to charge for repairing or replacing a unit even under warranty, if there is evidence of misuse.
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The Identikit scanner was originally designed for office use assuming only a limited number of scans per day. However it has recently been improved to withstand a heavier load. We have many users who have used the scanner now for several years on a daily basis without a problem.
It is vital that you look after your scanner. If you do not, then you will eventually experience problems. A daily maintenance routine should be established:
At the end of each day, turn the scanner over so that the scanning area is facing downwards on a desk. This will protect it from dust overnight and encourage any existing particles of dust etc to fall off the surface.
To remove any surface grit, stretch a length of sticky tape over the scanning surface
(sticky side down) and then peel it off slowly. Any grit or dirt should adhere to the tape and be removed from the scanning surface.
The manufacturers recommend that you clean the scanning surface regularly with a dry cloth. Do NOT use liquids of any kind!
Above all, ensure all users are aware of the danger of damaging the rubberized membrane with their fingernails and the fact that a new scanner will be required if this is damaged.
Identikit will only work reliably if your PC matches the following specification:
Windows XP, or Windows Vista
Internet Explorer 7.0
Minimum 1.5 Ghz Dual Core CPU
Minimum 1 Gb RAM
400 Mb of free disk space
USB 1 and 2.0 Sockets
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1.
Switch on your PC so it shows the normal Windows „Desktop‟ display.
2.
Click the „My Computer‟ icon with the RIGHT mouse button.
3.
Click „Properties‟ in the resultant menu with the LEFT button.
You should now be able to see details of your hardware.
Please check this corresponds to the above requirements.
Seek clarification from a technician if necessary.
If your PC does not match this specification, please return Identikit unused in a padded envelope to MLS straight away and we will not invoice you for it.
Once you install the software (see Chapter 1: Getting
Started, Identikit) we will assume your hardware has been verified as compatible and a refund will not be possible.
Other hardware issues:
The following points relate to known problems with some PCs. If you do not understand them, please seek the assistance of a technician:
On some older PCs, the USB sockets may be disabled in the BIOS. Please ensure they are enabled.
Some machines will randomly cut off the power to the USB sockets. Please ensure
„Power Grown Ups‟ is disabled in the BIOS.
Viatech chipset - known problems. Please visit www.usbman.com
for help.
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Everything you need for Identikit is installed through the Hardware Plugin. This is covered on
Page 5 of this user guide in point 3 beneath the heading Prerequisites.
Once the machine has been restarted after installing the hardware plugin, click on the Tools menu within your Internet Explorer window itself. Then select MLS Hardware Configuration from the menu.
Make sure that Identikit is showing as registered within the Biometric Library tab, as shown below.
If you click on Settings you have the option to change the location to either the Default Server
(local machine) or the Custom Server (different machine). The default is the Default Server, it is recommended that it remains on this selection.
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These instructions are only relevant to you if you have had your Junior3 data converted to
Junior Librarian.net and have been sent an .SDF (database file) file, along with your converted data files, which will contain the fingerprints from your old system.
Please Note: you will only be sent an .SDF file if you were using the Platinum software for
Identikit on your old system.
Once you have completed the installation of the Identikit Software, please go to Start /
Programs / MLS Hardware Support / MLS Bio Server configuration
On the screen below, click on Browse to browse to the location of the .SDF file you were sent by us via email.
Once you have found the file, highlight it and click Open to insert it into the location box.
Then click Import. All of the fingerprints from your old Junior3 system will now be imported into the new Junior Librarian.net system, saving you hours of time!
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All potential Identikit users will need to have their finger or thumbprint registered before they can be identified when borrowing a resource. They can do this at any time. The registration process normally only needs to be done once, but individuals can be re-registered at any time or deleted altogether if required.
Ensure you have firstly enrolled all your borrowers (See Chapter 4: Creating My Library, section on Adding Borrowers)
Once all of your Borrowers are successfully added to the system, log into Grownups and click on Fingerprinting on the signpost.
On the Fingerprint Registration screen, select the pupil‟s name from the drop down list.
You will be required to scan the same print four times
If the system is satisfied with all prints, registration will be accepted.
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MLS fully endorse the principle set out in the new G overnment‟s Coalition Agreement (2010) that permission from parents should be sought before enrolling students in a biometric system.
Our systems make use of a range of identification methods. When a school chooses biometrics as its preferred method of identification we recommend that they:
Engage in a full consultation process with students, their parents or guardians, staff and governors before implementing a biometric system
Offer an alternative identification mechanism such as cards or PIN for those wishing to opt out of using biometrics
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There are two different ways to issue resources to borrowers. The first of which, using Borrow &
Return, is covered below.
From the Home page of Junior Librarian.net click on the Borrow & Return signpost
You will then see the Circulate screen below.
Notice the
resource icon, this means you need to scan in a
Resource.
Scan the Resource barcode using the barcode reader. The cursor will move to the next empty field, in order for you to scan the Borrowers PIN / Fingerprint.
Notice the Borrower icon is now showing, meaning a
Borrower‟s barcode
/ fingerprint is required.
Please Note: As long as you have selected to Allow Keyboard Input from within
„Settings /
Junior Librarian‟ typing in the barcode is an option as well as scanning it.
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If you have selected the wrong borrower or the wrong resource, simply click on which becomes available once the book has been issued. This will simply undo the last action taken within Borrow & Return.
The second option when issuing a resource to a borrower is accessible only once logged into
Grown Ups. This is the Multi issue option, which allows you to issue multiple resources to a borrower at once.
The first difference you will notice between Borrow & Return and Multi Issue is that the first barcode it requests is a
Borrower‟s barcode, rather than a Resource barcode.
The Borrower icon requires a
Borrower‟s
Barcode / fingerprint to be scanned.
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Once you have scanned the
Borrower‟s barcode or fingerprint into the designated box, the cursor will then move to the Resource barcode box, and any books the borrower currently has on loan, will be shown along the bottom of the window.
Resource after resource may be scanned here, each one listed along the bottom of the Multi-
Issue window. Should you accidentally issue the incorrect book, again you are able to use the
Undo function button, which will undo the last action performed.
Once the
Borrower‟s maximum allowance has been reached, a warning will pop up, and no further resources may be issued.
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From Borrow & Return scan the barcode label inside the book. The system will automatically return the book.
NB: You can also return a resource from the Current Loans screen in Grown Ups by highlighting it and then clicking on the the screen. icon under the Records tab on the right of
Click on Return to return the selected resource
Highlight the resource you with to return
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There is no Renew functionality outside of the Grown Ups section of Junior Librarian.net.
Resources are renewed from the Current Loans screen in Grown Ups by highlighting the resource and then clicking on the Renew icon beneath the Records tab on the right of the screen.
Once you have highlighted the relevant
Resource item, click on Renew to renew the item.
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Multi Return provides an option which enables users to return multiple resources in a much more efficient way.
Click on Multi Return from the signpost on the Home page.
Simply scan the barcodes of the resources you want to return.
Simply scan the
Resource‟s barcode into this box, once scanned the resource will show as
returned and will be listed in the area below.
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What happens if the resource I scan isn‟t on loan?
If you are in Multi Return and are returning a lot of resources, you may have a resource which isn‟t actually on loan.
If you scan a resource which isn‟t on loan, a message will appear on screen to let you know.
Simply put the cursor over the
„!‟ to see the error message. For this particular error, the message will read
„Could not return because item not currently on loan‟
What happens if the resource I scan isn‟t in the catalogue?
If you scan a resource in Multi Return which hasn‟t yet been added to the catalogue, a message will appear on screen to let you know.
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In order to reserve a resource, the student needs to follow these instructions. Click on Search on the home page.
This will bring up a clear and colourful easy search selection, as shown in the screen below.
Each picture represents a search criterion; for example the dog represents animals, and will bring up all resources in the library which relate to animals.
Below is the Search Results page for the Animals search. Each area is described in the captions below.
Floating in the sea are suggested
keywords to add to your search.
Simply click on a keyword to add it to your search.
By clicking on a
resource type you stop that particular resource type from being shown on the
search page.
Drag resources into the My
Stuff treasure chest. Click on the My Stuff treasure chest for a link to the My Books page, where you may Reserve resources
Please Note: If the student is not yet logged in, they will be requested to scan or type their barcode number into the login box, which will pop up upon your first attempt of dragging an item into the My Stuff treasure chest.
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As soon as the student has successfully logged in, the resource will be placed into the My Stuff treasure chest.
Once the student has filled their My Stuff treasure chest, with whatever resources they wish, click on the My Stuff treasure chest for a link to the My Stuff page.
Print, Reserve, or Remove resources here.
Drag resource into Reserve to reserve the item.
Resources currently stored in the My Stuff area
Drag items into
Review to review the resource
The student may add as many resources to your My Stuff area, as they like. However, it is important to remember that this area is emptied each time the student logs out. The My Stuff page is the only page in which the students may write Reviews. They may write reviews for resources they both have and haven‟t borrowed. Reviews are not available for public viewing until they are approved by the librarian. This is discussed in greater detail in Chapter 10:
Reviews.
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From time to time, when you try to carry out an action, the system will show warning messages.
Whatever you are being warned about can be overridden, except if a borrower has been banned.
If a borrower tries to take out a Reference item, a message will appear giving the option to issue the resource anyway.
Please note: This facility needs to be enabled by clicking on Settings and then Restrictions in
Grown Ups.
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This chapter will explain how to apply the settings which will control your borrower‟s loan allowances.
The Setting up Restrictions section explains how restrictions work and how to set up and apply loan restrictions to your borrowers and catalogue items.
The Calendar section tells you how to mark days in the calendar when the library is closed and how to force a return date for your resources.
Restrictions in Junior Librarian.net work similarly to Active Directory permission settings. This means that you create different borrower restriction groups, set up the permissions for those groups and then add your borrowers to whichever group you want them to belong to. One of the main benefits of this is that you can create as many restriction groups as you wish, all with different allowances. For example, you may have a restriction group for your staff borrowers and one for your standard borrowers. You can give the staff restriction group more allowances than the borrowers.
As well as being able to set up restriction groups for your borrowers, you can also set restrictions for your resource types e.g. Book, and the different media types within the resource type e.g.
Paperback. If you have set various different restrictions for your resources, media types and borrowers, the system will compare the loan period which has been set for all 3 and will take the
Lowest of them all. This will be covered in greater detail later in this section.
Please Note: There is a default restriction group set up when you first install Junior
Librarian.net. This is called Normal and allows your borrowers to take out and reserve 3 resources for a maximum of 14 days. Any existing borrower and any new borrowers who are added to Junior Librarian.net will belong to the default security group initially. You can then change the default restriction group (once you have created it) to your preferred group, which will automatically change the restrictions for anyone who belongs to the default group.
The first thing you need to do is decide what restrictions you‟d like to have. The simplest restriction is to create your borrower restriction groups, and then assign your borrowers to those groups. This means that when a borrower comes to take out or reserve a resource, the system will allow them the specific loan period and allowances which belong to the restriction group that they have been assigned to. By setting your restrictions in this way, you aren‟t giving your resources any restrictions so the system is relying purely on the borrower group restrictions.
The more complex restrictions will be covered later in this section.
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To create a new borrower restriction group, click on the Settings tab and then Restrictions from the menu bar at the top of the screen.
Click on Settings and then
Restrictions
The Restrictions screen will then appear. The first tab selected is General, where you can apply the settings of your choice. If you have set age restrictions on any of your resource records, place a tick in Apply age restrictions to activate this setting.
Click on the Borrowers tab. As you can see, there is a restriction group already set up called
Normal which is the Default group. To create a new group, click Add.
Restrictions groups are listed here
Click Add to create a new restriction group
Click the arrow to select a new default group
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Type a name in for the restriction group you are creating e.g. Borrowers and then click Add.
The next screen is where you can specify the allowances you want this restriction group to have.
Type these in and then click Save.
Adding Resource Type Restrictions will be covered later in this section.
Specify the standard allowances and loan period here
Click Save when you have finished
Once you‟ve clicked Save, the new restriction group will be listed. Repeat these instructions for each new restriction group you wish to create.
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It‟s possible for you to have different restrictions for each resource type in your catalogue, and add these to the borrower restriction groups that you‟ve already created.
For example: You may have already created a borrower restriction group called Borrowers.
For this group, you have specified:
Maximum Allowance of 3
Maximum Reservations of 3
Loan Period of 14
This means that regardless of what type of resource is issued, the above restrictions will apply.
You may now want to specify that any Films which are a media type of Video have the following restrictions:
Maximum Allowance of 1
Maximum Reservations of 1
Loan Period of 7
By setting these restrictions, you can control the maximum allowance and reservations allowed on the specific resource types, as well as allocating a separate loan period.
Click on Settings and then Restrictions from the menu bar at the top of the screen.
Click on Settings and then
Restrictions
Click on the Borrower tab at the top of the screen. Select the borrower restriction group that you want to add a resource type restriction to e.g. Borrowers and then click Edit.
Select the restriction group and then click
Edit
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Under the Resource Type Restrictions table, you‟ll see that there is nothing listed initially. To add a resource type restriction, click the Add option.
Shows the standard borrower restrictions for this restriction group
Click Add to add a resource type restriction to this borrower restriction group
Click the drop down arrow in the Resource Type box and select Film. Click the drop down arrow in the Criteria box and select Video. Fill in the allowances and then click Save.
Click the arrows to select the resource type
Click Save when you have finished
Fill in the allowances for this resource type
Once you‟ve clicked Save, the new resource type restrictions will be shown on the borrower restriction group.
A borrower who belongs to this restriction group will now have:
Maximum Allowance of 3, of which 1 can be a Film with a media type of Video.
Maximum Reservations of 3, of which 1 can be a Film with a media type of Video
Loan Period of 14, except if they borrow a Film with a media type of Video where this will be 7.
The resource type restriction shows here
Shows the standard borrower restrictions for this restriction group
If you delete the resource type restriction, the standard restrictions will apply to all resource types.
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Please Note: When setting the Maximum Allowance and Reservations on the Resource Type
Restrictions, the numbers cannot add up to more than the standard borrower maximum allowances. For example, if your standard maximum allowance is 3, any resource type maximum allowance restrictions can only add up to 3.
When you have set restrictions in this way, the Loan Period for the resource type will always be chosen against the standard restriction loan period.
If you want to change the default restriction group, click the System Default drop down arrow, select the required restriction group from the list and then click Save. Any borrowers who belong to the default restriction group will be automatically changed as well as inheriting the allowances which have been given to the new default group.
The new restriction group is listed here
Click the arrow to select a new default group
Click Save when you have finished
When you first start using Junior Librarian.net, all borrowers and tutor groups will belong to the
default restriction group.
Once you have specified a default restriction group to which everyone belongs to, it‟s possible to change the restriction group for your individual Tutor Groups.
First, make sure you have created a restriction group that you want these borrowers to belong to. (See How do I create my own restriction groups? earlier in this chapter)
An example for wanting to do this could be that you‟ve set up a restriction group for your borrowers called Borrowers, which is the default, and one for your staff which is called Staff. You have specified a higher resource and loan period allowance when creating the Staff restriction group.
Go into the Tutor Groups database by clicking on the the left of the screen. icon from the menu bar on
Find and highlight the Staff tutor group from the list, and then either double click on it or click to open the record card.
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Under the Restrictions section, click the drop down arrow and select the restriction group that you want the tutor group to have and then click Save.
Once you have done this, everyone in the Staff tutor group will belong to the restriction group you have selected. If you add a new borrower to this group, they too will automatically belong to the specified restriction group unless you manually change them.
Select the Staff restriction group from the list
Click Save when you have finished
Once you have specified a default restriction group to which everyone belongs to, it‟s possible to change the restriction group for individual borrowers. An example for wanting to do this could be that you want to increase the loan period and allowance for some borrowers who are involved in a special school project.
First, make sure you have created a restriction group that you want these borrowers to belong to
(see How do I create my own restriction groups? earlier in this chapter).
Go into the Borrowers database by clicking on the icon from the left of the screen.
Find and highlight the borrower from the list, or use Quick Search to type in their barcode PIN or Surname. Once the borrower is highlighted, either double click your mouse or click to open up the borrower record card.
Click on the Advanced tab at the top of the screen.
Under the Restrictions section, click the drop down arrow and select the restriction group that you want the borrower to have and then click Save.
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Repeat this for each borrower that you want to change the restriction group for.
Select the restriction group from the list
Click Save when you have finished
It‟s possible for you to specify restrictions on your resources, as well as having your borrower restriction groups set up. However, MLS recommend that you choose either to use borrower group restrictions or resource restrictions. You can of course use both, but if the system is presented with a situation where there is more than one loan period set up, it will always choose the lowest of them all.
For example: You may have set up a borrower restriction group which has a standard loan period of 14
, but you‟ve also set a resource type restriction for the media type of Film (Video) to
7. If you globally set the Film resource type to 21, when a borrower who belongs to this restriction group takes out a film, the loan period given will be 7 because that is the lowest of the three. (Please see the Restriction example tables later in this section for more information)
From the menu bar at the top of the page click on Settings and then Restrictions.
Click on the Resource tab at the top of the screen. Select the resource type that you want to set restrictions for, and then click Modify.
Select the resource type from the list and then click
Modify
Enter the restriction settings that you want this resource type to have. On this screen you can also choose to restrict any whole year groups or individual groups from borrowing this resource type. By placing a tick in any of the Not allowed to options, you are setting the restriction on all of your resource records for the resource type you have selected. If you enter a Minimum age,
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for example 10, it means that any borrower who is 10 or under won‟t be able to borrow any resources. You can enter a different loan period by clicking on the Advanced tab. To place restrictions on individual resources, please see the section below on How do I set restrictions
for individual resources.
Once you have finished entering the restrictions click Save.
To change the loan period, click on the
Advanced tab
Place a tick in any of these boxes to restrict the year group from borrowing all of this resource type
Enter the restrictions you’d like this resource type to have
Use these options to select all or clear all of the selected groups
Click Save when you have finished
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You may want to place a restriction on an individual resource in your catalogue, perhaps because it is a book which is in higher demand than the rest, so you want the loan period to be less.
Click on the icon on the left of the screen.
Find and highlight the resource you want to set the restrictions for from the list, and then either double click on it or click to open the record card.
Click on the advanced tab at the top of the screen. Place a tick in the Lock Restrictions box and then enter the restrictions you‟d like the resource to have. Click save when you have finished.
If you change your mind and would like the system to ignore the resource restrictions, simply take the tick out of Lock Restrictions and any restrictions will become greyed out.
Enter the Minimum
age for a borrower to be able to take out the resource
Put a tick in
Lock
Restrictions
If you want to restrict any year groups or groups from borrowing this resource select these here
Enter the restrictions you’d like this resource to have
Click save when you have finished
Please Note:
Any global restrictions you‟ve set will be ignored when the resource is issued if you set and lock an individual restriction.
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The tables below give examples of different restriction scenarios to help you understand how the restrictions in Junior Librarian.net work. The key tells you what each restriction setting is.
Key
BRG
– Borrower Restriction Group
RTR
– Resource Type Restriction
GRR
– Global Resource Restriction
IRR
– Individual Resource Record
N/A
– This restriction setting hasn‟t been chosen or isn‟t applicable.
Example 1
You have created a Borrower Restriction Group called Borrowers. A borrower who has been assigned to this restriction group wants to take out any resource from the catalogue.
The loan period given is 14 days which has been taken from the Borrower Restriction Group setting.
Example 2
You have created a Borrower Restriction Group and have added a Resource Type Restriction for your Books which have a media type of Paperback. A borrower who has been assigned to this restriction group wants to take out a Paperback Book.
The loan period given is 21 days which has been taken from the Resource Type Restriction
Setting. This is because any restrictions that you specify in the Resource Type Restriction field will be chosen against the restrictions you‟ve set for the Borrower Restriction Group (but only when issuing the resource type that you‟ve added a separate restriction for e.g. Paperback
Books).
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Example 3
You have created a Borrower Restriction Group and have added a Resource Type
Restriction for your Books which have a media type of Paperback. A borrower who has been assigned to this restriction group wants to take out a Hardback Book
The loan period given is 14 days which has been taken from the Borrower Restriction Group
Setting. This is because although you have set up a Resource Type Restriction for your
Paperback Books, the borrower is taking out a Hardback Book instead so the Resource Type
Restriction is ignored.
Example 4
You have created a Borrower Restriction Group, a Resource Type Restriction for your Films with a media type of Video and you have set a Global Resource Restriction for your Films. A borrower who has been assigned to the Borrowers restriction group wants to take out a Film which is a Video.
The loan period given is 14 days which has been taken from the Borrower Restriction Group setting. This is because it is the lowest of the three loan periods you have set.
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Example 5
You have created a Borrower Restriction Group, a Resource Type Restriction for your Films with a media type of Video and you have set a Global Resource Restriction for your Films. A borrower who has been assigned to the Borrowers restriction group wants to take out a Film which is a Video.
The loan period given is 7 days which has been taken from the Resource Type Restriction setting. This is because it is the lowest of the 3 loan periods you have set.
Example 6
You have created a Borrower Restriction Group, a Resource Type Restriction for your Films with a media type of Video and you have set a Global Resource Restriction for your Hardware.
A borrower who has been assigned to the Borrowers restriction group wants to take out a piece of Hardware.
The loan period given is 14 days which has been taken from the Borrower Restriction Group setting. This is because although you have set up a Resource Type Restriction for your Films with a media type of Video, the borrower is taking out Hardware instead. In this case, the
Resource Type Restriction is ignored, even though it is the lowest of the three.
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Example 7
You have created a Borrower Restriction Group, a Resource Type Restriction for your
Books with a media type of Paperback, a Global Resource Restriction for your Books and you‟ve selected a Harry Potter Paperback Book out of the catalogue and changed its individual restrictions. A borrower who has been assigned to the Borrowers restriction group wants to take out the Harry Potter Book.
The loan period given is 6 days which has been taken from the Individual Resource
Restriction setting. This is because whenever a Resource Type Restriction has been set for the resource type you are issuing, the Borrower Restriction Group loan period is ignored. As you‟ve also set an Individual Resource Restriction for the book you are issuing, the Global Resource
Restriction is also ignored. Therefore, the loan period is whichever is lowest between the
Resource Type Restriction and the Individual Resource Restriction
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There will be times when the library is closed, due to school holidays and weekends. Within
Junior Librarian.net there is a calendar which enables you to mark these days so that your loan periods are adjusted accordingly. For example, if you marked all of your weekends as closed and a resource was due back on a Saturday, perhaps because of a bank holiday, the system would adjust and increase the loan period so that the resource was due back the following Monday.
To access the calendar click Tools on the menu bar at the top of the screen and then select
Calendar.
Select Tools and then Calendar from the menu bar
To mark weekends as closed, click on the Close Weekends tab and then click Apply.
If you want to mark days when the school is closed perhaps for an inset day or for your school holidays, select the arrow at the end of the Set tab and select Close
. You‟ll then need to click on each day on the calendar that you want to mark as closed. As you click on the day, the field will change from white to pale blue. To de-select a day, simply click your mouse over the day again and it will return to white. Click Apply to save these settings.
Click here choose what you’d like to set
Click here to mark weekends as closed
Click here to change the year shown
Once you have finished, click
Apply to apply the settings
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If you would like all of your resources to be returned by a set date, for example before the summer holidays begin, you can set a return date in the calendar.
Select the arrow at the end of the Set tab and select Force Return
. Find the date you‟d like to set as your return date and then click it with your mouse. The date will then show in Red. Click
Apply to save the settings.
All normal issues will not go beyond the date specified until that date is passed, unless you use a Manual Loan.
If you would like to add a day note, select the arrow at the end of the Set tab and select Note.
Click on the day you‟d like to make the note. The window will then change and display a personal and public note pad. Type your message into the various areas depending on the type of note you wish to leave...
Personal Note
– These notes are displayed only for the person who created the note.
Public Note
– These notes are displayed for all users who have access to Grown Ups.
Click Update to add the note, this will take you back to the main calendar screen. Click apply when you have finished editing the calendar.
Type your personal
note in here. This will only be displayed for you when you log into the system.
Type your public
note in here. This will be displayed for all users who have access to
Grown Ups.
Click Apply when you have entered the note(s).
These notes will be displayed on the homepage when you log into the system. (See Chapter 2:
A General Overview of Junior Librarian.net for more information)
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If you don‟t want the days when the library is closed to be included in your overdue‟s and fines, you can set this by clicking on Settings and then Restrictions from the menu bar.
Click on Settings and then
Restrictions
Select the settings you want to apply here
Click Save to save the settings
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This chapter explains how to manage and view your loans.
The Current Loans section tells you how to view your current loans and how to return and renew them from the current loans screen.
The Editing Loan Reminders section tells you how to change the text and layout within each of your reminder types.
The Sending Loan Reminders section explains how reminders work, how to send out loan reminders to your borrowers using various methods and how to schedule a time for your reminders to be sent out automatically.
The Past Loans section tells you how to view both your current and past loans and how to delete any past loans data you no longer need.
To view the full list of current loans, click on the the screen. icon from the tool bar on the left of
As well as using Circulate, you can also return a resource from the Current Loans screen.
Find and click on the loan you‟d like to return, and then click under the Records tab on the right of the screen.
To return multiple resources, click resource. under the Records tab and click on each
Once you‟ve highlighted all of the resources you want to return, click
Click on the resource you’d like to return
Click Return to return the highlighted resource
Click Flagging to select more than one resource at a time
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You can renew your resources from the current loans screen as well as using Circulate.
Find and click on the resource you‟d like to renew and then click under the
Records tab on the right of the screen.
To renew multiple resources, click each resource. under the Records tab and then click on
Click on the resource you’d like to renew
Click Renew to renew the highlighted resource
Click Flagging to select more than one resource at a time
When you are in Circulate, each resource will be colour coded depending on its status. These are:
Black Resource is not on loan and is available to issue
Green Resource has been reserved
Blue Resource is on loan
Red Resource is on loan and is overdue
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Before sending out your loan reminders, you‟ll need to make sure that the text inside each reminder is displayed in the way you want, the order in which each reminder is sent is correct and that the format of the reminder is how you want it to look.
When you install Junior Librarian.net, there will already be some default reminders set up for you. You can edit or delete these as you wish.
From the menu bar at the top of the page select Tools, and then Edit Reminders.
Select Tools and then Edit
Reminders
The Edit Reminders screen will then appear. The drop down arrow next to the Add tab enables you to select a different type of reminder e.g. Individual, Group or Memo.
The reminders for each type are listed in the order they will be sent.
For example:
In individual reminders you may have your Reminder 1 as the „gentlest‟ reminder and reminder 4 as being the most severe. This means that once a borrower has received
Reminder 1, the next time the reminders are scheduled to be sent that borrower will receive
Reminder 2 and so on.
Choose the type of reminder you want to edit by clicking the drop down arrow. Select the reminder from the list and then click Edit.
Select the reminder type you want to edit by clicking the arrow
Click Add to create your own reminder
The reminders are listed in the order that they will be sent to your borrowers
Click Edit to open up the
Edit Reminder screen
Click Delete to delete the reminder
Click Save to save any changes you’ve made
Use these arrows to change the order that the reminders are sent
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The Edit Reminder screen will then appear where you‟ll see three tabs:
Reminder is where you can change the text which appears in the reminder and add images, such as the school logo, to the reminder.
Grid is where you can change the fields which appear on the reminder and their position.
Options is where you can specify the format that the reminder is sent in and who it is sent to.
To edit the reminder text, select the Reminder tab at the top of the Edit Reminders screen. The text which has a box around it can be changed to any of the fields which are listed in the Insert
Field drop down list.
To change the field, simply click on the text inside the box you want to change. The box will become highlighted. Click the drop down arrow next to the Insert Field tab and select the field you‟d like to appear in the box. To add a field which hasn‟t already been used, place your cursor where you‟d like it to appear on the page and then select the required field from the Insert Field drop down list.
To delete a field, highlight it and then select Delete on your keyboard.
You can add your own text by placing your cursor anywhere on the page where you want the text to begin and then typing the required text.
If you have finished editing the reminder text and are happy with the grid, click Save. If you would like to change the grid, see the next section
Click the arrow here to select a new field to appear in the reminder
If you wish to insert the current date before printing, position the cursor where you want the date to appear and then click Insert Date. To insert the time, click Insert Time
Use these options to change the
format of the text
To insert an image, such as a school logo, click here and
browse to where the image is stored
When you have clicked on the text, the box will become highlighted
The wording or format can be changed as with any word processor until you are happy with the result
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Click on the Grid tab at the top of the Edit Reminders screen. The screen looks similar to when you are creating or editing a Page View.
Under Preview you‟ll see which columns have already been used. To add or remove any columns/fields, use the two boxes at the top of the page. The left hand box lists the available fields and the right hand box lists the fields which will appear in the reminder.
To select a new field to be included in the reminder, highlight it from the list in the box on the left and then use the icon to move it into the right hand box.
To move a field back, because you no longer want it to appear on the reminder, select it from the right hand box and then click the icon.
To change where the field appears within the grid use the
When you have finished editing the reminder, click Save.
Select the fields you’d like to appear in the reminder and then use the arrows to select them
A preview of the how the fields will look on the reminder is shown here and icons.
Highlight the field you’d like to move and then use these arrows to change its location on the grid
When you are happy with the reminder text and the grid click Save
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As well as being able to change the content of your Reminders, you can also specify what format it will be sent in i.e. email, print or both. You can also choose who the reminder is sent to i.e. borrower or guardian.
For example: You may want your Remind er 4 to be emailed directly to the borrower‟s guardian.
Select the reminder that you want to edit from the reminder list. Click on the Options tab at the top of the Edit Reminders screen and then click the drop down arrow next to Send to and select who you want this reminder to always be sent to e.g. Guardian 1.
Select who you want this reminder to always be sent to
Once you‟ve chosen who you want the reminder to be sent to, you need to choose how you want it to be sent. Click on the drop down arrow next to Output to and select the format that you want the reminder to be sent in e.g. Email.
Select how you want the reminder to be sent
Click Save when you have chosen the settings
Please Note:
It‟s possible to override these settings when sending reminders to individual borrowers. Please see section How do I print individual reminders?
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If you‟ve set the reminder to be printed, a reminder PDF document will appear on the screen for you to then print out if you wish. If you don‟t want to print the reminders at that time, simply click the cross at the top right of the screen to close it. Reminder PDF‟s which have been viewed and/or printed are automatically moved to the Output Recycle Bin. To print a reminder PDF, click on Database at the top left of the screen, and then Output.
A list of reminder PDF‟s will be available. Find the one you want to print and then either double click your mouse over it or highlight it and click Edit under the Records tab on the left of the screen.
If you have set the reminder to be printed and emailed, a reminder PDF document will appear on the screen for you to print and an email will be sent to the borrower‟s email address automatically. Again, if you don‟t want to print your reminders at that time, click the cross to close the document and then print from the Output Recycle Bin when you are ready.
If you have specified the reminder to be sent by email but the address is wrong or missing, the system will automatically send the reminder to the email address entered in the reminder settings screen.
For more information on the email reminder settings, please see Chapter 3: Settings section
Reminders
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Before you send out your loan reminders, you‟ll need to make sure that the text inside each reminder is displayed in the way you want, the order in which each reminder is sent is correct and that the format for how and who you want to send the reminder to is correct. See sections above on How do I edit the text in my reminders and How do I specify what format the
reminder is sent in.
Individual and group reminders are sent automatically using the Schedule, however they can also be sent manually to individual borrowers. (Please see section How do I print reminders to
individual borrowers for how to do this)
Individual reminders are sent to your borrowers in the order that you‟ve specified in the Edit
Reminders screen. See section on How do I edit the text in my reminders? for more information.
Shows the order in which the reminders will be sent
The reminders will be sent according to their default output settings.
For example: If you have specified that reminder 1 is to be sent to the borrower by email, anyone who is due this reminder will receive it by email provided that a valid email address has been entered onto their enrolment record. If no email address is present or if it is incorrect, the reminder will automatically be sent to the email address which has been specified in the
Settings, Reminders screen.
If you have specified that reminder 2 is to be sent to guardian 1 and is to be printed, a PDF reminder document will appear for you to then print and send to the guardian.
If you have printed a large amount of individual reminders, i.e. for every student showing as overdue in Current Loans, then the reminders will show as a single PDF document within the
Output table. Print this as described in section What happens if I have specified the
Reminder to be printed? This document will be ordered in terms of Tutor Group first, then
Surname.
Please see section How do I specify what format the reminder is sent in? for how to choose the default output settings.
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Before any reminders can be sent out, you‟ll need to choose your Schedule reminder settings.
From the menu bar at the top of the screen, select Schedule and then Reminders.
Select Schedule and then
Reminders
The Reminders screen will then appear where you can choose which settings you‟d like.
For example: You may want to set your individual reminders to be sent once per week on a
Sunday evening at 18:00:00. This means that when the reminders are due, the Schedule will send the reminders according to their default output settings. When you come into the library on the following Monday, any reminders you have specified to be printed will be listed in the
Output
screen, so all you‟ll need to do is print the reminders off. If you have specified that they are to be emailed, the borrowers will already have received their reminder emails, provided a valid email address has been entered onto their record card.
For more information on the Output table, see the section
What happens after I‟ve applied my reminder settings?
Please see section How do I specify what format the reminder is sent in? for how to choose the reminder format for both group and individual reminders.
Place a tick here to select Individual
Reminders
Choose the interval period here
If you would like the reminders to be sent now, put a tick in this box. After that, the next time they are sent will be on the date and time that you’ve specified above
Use the calendar to select a date you’d like your reminders to start
Type the time you’d like the reminders to run
When you have chosen your settings click Save
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Group reminders are sent to tutors so that they can remind the borrowers in their group to return their overdue resources.
In the same way that you can edit individual reminders, you can also edit your group reminders.
However, group reminders work differently to individual reminders in that you can only schedule to send one group reminder at a time.
Before any reminders can be sent out, you‟ll need to choose your reminder settings. From the menu bar at the top of the screen, select Schedule and then Reminders.
Select Schedule and then
Reminders
The Reminders screen will then appear where you can choose which settings you‟d like.
For example: You may want to set your group reminders to be sent once per week on a Sunday morning at 10:00:00. The start date is 28/06/2007. This means that when the reminders are due, the Schedule will send the reminders to the form tutors who have an email address entered in the tutor group record. It will also send the reminders to the Output table in the form of a PDF document. When you come into the library on the following Monday, all you‟ll need to do is go into the Output screen and print the reminders.
Place a tick here to select
Group
Reminders
Choose the
interval period here
If you would like the reminders to be sent now, put a tick in this box. After that, the next time they are sent will be on the date and time that you’ve specified above
Use the calendar to select a date you’d like your reminders to start
Type the time you’d like the reminders to run
When you have chosen your settings click Save
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For more information on the Output table, see the section
What happens after I‟ve applied my
reminder settings? below.
Once you‟ve clicked Save, the reminder settings will be added to the Schedule as a task to be run. To see the task, click Schedule and then View Tasks from the menu bar at the top of the screen.
Whenever you create a new reminder task or edit the current one, the Schedule adds a Last
Run date. The last run date is the way the schedule knows when the reminders would have been sent last so that it knows when they are next due to be sent.
You can edit the Schedule reminder settings if you wish. See Chapter 11: Customising Junior
Librarian.net, section on Schedule for more information.
When the time comes for the Schedule to send out the reminders, any reminders which have been specified to be emailed will be sent out to those borrowers who have a valid email address held on their record card. (Please see Chapter 3: Settings for how to apply the email settings).
For any reminders which have been specified to be printed, a PDF reminder document will be available to be printed as and when required.
The PDF reminder documents are held in the Output table. To access the Output table, select
Database and then Output from the menu bar on the top of the screen.
Select Database and then Output
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The Output screen will then appear.
Please Note: Only the reminders you haven‟t viewed will be listed. Once you have viewed them, they will be moved to the Output Recycle Bin, where you can view and/or print them if you wish.
Any viewed reminders will be moved to the
Recycle Bin. To view and/or print them click here
To print your current reminders, highlight or double click the required PDF document from the list in the Output screen.
The reminder details will be shown. Click Open to view the PDF document.
Click Open to view the reminder PDF
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Once the PDF document is open, it will list all of the reminders you have scheduled to send as
„print‟. To print them, click on the print icon at the top left of the screen.
When the reminders are printed, they will be grouped together by borrower and reminder number.
For example: A borrower may have three resources on loan. For one of the resources, he is due to have Reminder 1 sent. For the other two resources, he is due to have Reminder 2 sent.
When the reminders are printed, the borrower will have one sheet of paper with Reminder 1 on which lists the first resource and another sheet of paper with Reminder 2 on which lists the other
2 resources. So he will receive two sheets of paper altogether.
If you don‟t want to print any reminders, simply click on the cross at the top right of the screen.
Viewed and/or printed reminders will be moved to the Output Recycle Bin, where you can view them and print them as many times as you wish.
Click here to print the reminders
Use the arrows to scroll up and down the list of reminders
You might need to send a memo to Year 11 leavers, for example, who usually leave officially before their exams start. A memo would remind them to bring all their resources back, regardless of whether they are overdue or not.
If you want to change the text in a Memo, you can edit in by clicking on Tools and then Edit
Reminders.
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If you only want to send reminders to an individual borrower, use the Advanced Search facility in Current Loans to search for the individual first or use Flagging. (See sections on Searching
Databases and Flagging in Chapter 16: Viewing Library Data.)
If you want your reminders to be shown on the PDF document and then printed in a specific order, any sorting or record selection will need to be done first.
For example: You may want your reminders to be printed in order by tutor group and then borrower surname. This sort will need to be applied to current loans before clicking the reminders button.
To print individual reminders, make sure you are in the Current Loans screen and then perform any searching you need. Once you have the borrower/s on the screen that you want to print reminders for, click on under Tools on the right of the screen.
Choose the options you want by placing a tick in the relevant box:
Output selected reminder only means you can choose the specific reminder that you want to be sent.
Reprint last reminder when limit reached means that if any of the borrowers that you are sending reminders to have already had the last reminder, they will receive it again. This option won‟t be needed if you have selected Output selected reminder only.
Create reminders for overdue items only means that reminders will only be sent to borrowers who have overdue items.
The Output Options enable you to choose how the reminders are sent out. You can use the actual reminder‟s default output settings or specify to print them or send them by email.
For more information on the reminders default output, please see the section How do I specify
what format the reminder is sent in? earlier in this chapter.
If you want to send a specific reminder, click
Output
Selected Reminder
Only and select the reminder you wish to send
Click here to send reminders to borrowers who have overdue items only
Select how you wish the reminders to be sent
If you want the last reminder to be printed again for those readers who have already received it, make sure you click this box before clicking
Generate
When you are happy with the settings, click
Generate
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To view the full list of past loans, click on the of the screen. icon from the tool bar on the left
The Past Loans database shows both current and past loans. To view just past loans, click on
more under the Page Views tab on the right of the screen. Double click on the Past Loans view.
Find and click on the loan you‟d like to delete, and then click on the the Records tab on the right of the screen. icon under
To delete more than one past loan, use Flagging. See Chapter 16: Viewing Library Data, section on Flagging for more information.
Highlight the record you’d like to delete and then click on Delete
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Chapter 8: Reservations
This chapter will explain how reservations work in Junior Librarian.net and how to manage and view them.
The Making Reservations section tells you how reservations work and how your borrowers can reserve resources.
The Managing Reservations section explains how to view your reservations and how to delete them if the reservation is no longer needed.
When a resource is on loan, it‟s possible for other borrowers to reserve it for when it is returned.
If there are multiple copies of a resource all copies will be reserved. The advantage of this is that if all copies of the resource are out on loan, the first copy to be returned, regardless of its accession number, can be issued to the first person who has reserved it rather than them having to wait for a particular copy to be returned. Reservation information is stored in the
Reservations database. (See the section How do I view reservations below).
Please Note: The only exception to the above is if more than one person reserves the same resource and there are several copies on loan. If this happens, the first resource to be returned gets reserved for the first person who made a reservation. The second resource to be returned is then reserved for the second person who made a reservation. This process continues for all subsequent reservations and resources which are returned.
When a resource is reserved and then returned to the library using Circulate, an Adobe Reader window opens where you can print the reservation slip. You can then insert one part of the slip inside the register for the form tutor to give to the borrower who has reserved the resource and the other part inside the resource ready for collection.
Click the print icon to print the reservation slip
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If you don‟t want to print a slip straight away, simply close the Adobe Reader screen by clicking the red cross at the top right of the screen. You can print the slip at any time by going into the
Reservations database, highlighting the reservation and then clicking on the icon under the Records tab on the right of the screen.
If the borrower has a valid email address, an email will also be sent to the borrower informing them that the resource is now available for collection.
There are two ways to reserve a resource. The first of which is completed by following these instructions.
Click on Search on the home page.
This will bring up a clear and colourful easy search selection, as shown in the screen below.
Each picture represents a search criterion; for example the dog represents animals, and will bring up all resources in the library which relate to animals.
Below is the Search Results page for the Animals search. Each area is described in the captions below.
Floating in the sea are suggested
keywords to add to your search.
Simply click on a keyword to add it to your search.
By clicking on a
resource type you stop that particular resource type from being shown on the
search page.
Drag resources into the My Stuff treasure chest. Click on the My
Stuff treasure chest for a link to the My Books page, where you may Reserve resources
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Please Note: If the student is not yet logged in, they will be requested to scan or type their barcode number into the login box, which will pop up upon your first attempt of dragging an item into the My Stuff treasure chest.
As soon as the student has successfully logged in, the resource will be placed into the My Stuff treasure chest.
Once the student has filled their My Stuff treasure chest, with whatever resources they wish, click on the My Stuff treasure chest for a link to the My Stuff page.
Print, Reserve, or Remove resources here.
Drag resource into Reserve to reserve the item.
Resources currently stored in the My Stuff
area
Drag items into
Review to review the resource
To Reserve the resource, the student simply needs to drag the item into the Reserve treasure chest.
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The second way to reserve a resource is by logging into the My Books screen.
If the student is not logged in already they will be presented with the login screen, as displayed below. Depending on what is selected, they will need to enter either their Barcode or Username to log in.
The My Books screen is displayed below. This screen contains all Current Loans and Past
Loans relating to that student.
Drag resources into the Reserve bin to reserve them.
Click on All to show all books; click on Current to show current loans; click on
Past to show past loans.
As students obviously cannot reserve their Current Loans the best way to make reservations through this page is to click on Past to display Past Loans and then drag the desired resource into the Reserve treasure chest.
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It is only possible for you to reserve a resource for a borrower, by logging in as the borrower themselves and following the steps above.
To access the reservations database click the the screen. icon from the tool bar on the left of
A resource showing in Black means it’s not on loan and is available to issue
Available copies displays how many copies of this resource are out on loan.
Resources shown in black show as having 0
Available copies, this means 0 copies are out on loan.
Once the reserved resource has been issued to the borrower who reserved it, it will be removed from the Reservations database.
From the reservations screen, find and click on the reservation you wish to delete and then click the icon under the Records tab on the right of the screen.
Please Note:
You can‟t reserve items marked as Reference.
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When a resource is reserved, the reservation will stay on the resource record until it‟s issued to the person who reserved it.
You can set Junior Librarian.net so that reservations over a certain period of days are automatically deleted.
From the menu bar at the top of the screen click on Settings and then Reservations.
Click
Settings,
Reservations
Enter the number of days. You can also stop reservations being made for resources which aren‟t on loan. If you want to do this, place a tick in the box. Click Save.
Enter the number of days here
Tick here to stop reservations to resources which aren’t on loan
By clicking on this the
Click
Save librarian is given the option to reprint the last reservation slip printed for that resource
The reservations are then deleted during nightly housekeeping. When a reservation is deleted the system will check and see if that resource is reserved by another borrower. The system will create a report which will be placed in to the output table which consists of a list of resources which no longer have reservations and all the new reservations for resources which are now reserved by a different borrower.
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Chapter 9: Reviews
This chapter explains how your borrowers review the resources they take out on loan and how you can manage them.
The Making Reviews section tells you how borrowers can make reviews.
The Managing Reviews section explains how you can view the reviews your borrowers have made and what you need to do before the reviews are available for everyone to see. It also tells you how to delete reviews and how you can customise the review questions.
There are two ways for borrowers to review resource, both of which are described below.
First of all, click on Reviews depending on whether or not the student is logged in, they will be presented with the Login screen.
The Reviews screen, as shown below, will then appear. This will contain all Current Loans and
Past Loans for the student.
Displayed here are all Current and
Past Loans. Click on the resource, then More then I
want to write a
review to write a review for the item
Drag a resource into the Review treasure chest to review
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If you have chosen to click on the resource, and then More you will have to option to click on I
want to write a review, as shown below
The Review page will be displayed
Font size and type options are chosen here
Text Colour and Smileys are chosen here, review details are typed in the white window above
Star ratings are selected here by simply clicking on the desired star
A shortcut to get to the Review page, as shown above, would be to simply drag the Resource that you wish to Review into the Review treasure chest. This automatically brings up the
Review page.
The second way to Review items is to click on Search on the signpost. Follow the process as described in How does a borrower reserve a resource, in Chapter 5: Circulate.
Instead of following the final steps to reserve an item, drag the resource into the Review treasure chest. The Review page (as shown above) will appear, fill in the review as normal.
Please note, the student may add as many resources to their My Stuff area, as they like.
However, it is important to remember that this area is emptied each time the student logs out.
They may write reviews for resources they both have and haven‟t borrowed only from the My
Stuff page; if writing from the Reviews page, they may only review resources they have borrowed. Reviews are not available for public viewing until they are approved by the librarian.
Please Note: The screen above shows a review with set questions. To find out how to add your own review questions, please see section How do I add my own review questions? later in this chapter.
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Once a borrower has written a review, it will be listed in the Reviews screen within Grown Ups.
To access the reviews database, click the screen. icon from the tool bar on the left of the
Highlight the review you want to approve
Click Edit to view the review details
Before the review can be seen by anyone else, the librarian has to check it for content and then approve it.
Highlight the review you want to view and then either double click your mouse or click under the Records tab on the right of the screen.
When you are happy with the review, tick Approved at the bottom left of the screen and then
Save.
Tick Approved when you are happy with the review
Click Save to allow everyone to view the review in
Enquiry.
You can delete a review if for example a borrower writes one which is either unsatisfactory or is for the wrong resource.
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From the Reviews screen, highlight the review you want to delete and then click under the Records tab on the right of the screen.
Once a review has been removed, it gets placed in the Reviews Recycle Bin. To access this, click on the icon under the Records tab on the right of the screen.
If you change your mind, you can restore the review back to the Reviews database by highlighting it and then clicking on the icon under the Records tab.
You can create a more structured way for the borrowers to write their reviews by creating your own questions for them to answer.
Click Settings and then
Reviews
From Grown Ups, select Settings and then Reviews from the menu bar at the top of the screen.
Type the questions you‟d like your borrowers to answer, making sure you do so for both your
Fiction and Non-Fiction items (if needed). Click Save when you have finished.
Click here to change the screen to Fiction or Non-Fiction
You can change the layout using the tools here
Type your review questions here
Click Save when you have finished
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This chapter explains how to make changes to your existing resources and borrowers and how to update the resources in your catalogue using Discovery Online.
The Making Changes to Resources section tells you how to change details on your resource‟s records both individually and globally. It also tells you how to deal with resources which have gone missing.
The Making Changes to Borrowers and Tutor Groups section tells you how to change details on your borrower‟s records and how to merge tutor groups together. It will also tell you what you need to do to move your borrowers up to their new groups ready for the new term.
If you would like to change some details on a resource which has already been catalogued, simply find the item in the Resources database and then either double click on it or click the icon under the Records tab on the right of the screen.
If you have the resources barcode to hand, you can type this into the Quick Search box, select the Go To option and click Go.
Highlight the resource, Click to open up the resource record card.
Make the necessary changes and then click Save.
For more information on ways to search your catalogue, see Chapter 15: Viewing Library
Data.
To delete a resource from the catalogue, highlight the record and then click on the icon under the Records tab on the right of the screen.
Deleted items will be moved to the Resource Recycle Bin. To access this, click on the icon under the Records tab on the right of the screen.
If you change your mind, you can restore the resource back to the Resources database by highlighting it and then clicking on the icon under the Records tab.
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You may want to change the accession number of a resource, perhaps if the barcode you have assigned to it has become damaged.
Open up the resource‟s record card by highlighting it and clicking on
Type the new barcode into the Barcode field at the top of the screen and then click Save.
Type the new barcode number here
Click Save when you are happy with the changes you’ve made
It‟s possible for you to make global changes to any of the fields in the resource‟s record i.e.
Location, Publisher and Class etc. For example, you may want to change the Location of a selection of books because they have been moved to a different part of the school. To save you having to manually change this on each resource, you can use the Quick Replace function.
You must first search for the records you wish to change. (See Chapter 15: Viewing Library
Data, section on Searching databases). Once you have just the records you wish to change on screen, from the menu bar at the top of the page, select Tools and then Quick Replace.
Select Tools and then
Quick Replace
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The Quick Replace box will then appear. Quick Replace works by looking for one piece of text and then replacing it with another.
Select the specific field you wish to make changes to by clicking the box at the end of the Field line. If you have searched for specific records to be changed, make sure you select the Filtered
Records range. Choosing All Records means that the changes will be made to ALL of your resource records, not just the ones you have searched for.
In the example, I have decided that I would like all resources which have the location of either
Careers Room or Hall to be changed to Library. I initially searched my catalogue for all resources with either of these two location types. You can see from the screenshot below by looking under Occurrence that 3 of my resources have a Careers Room location and two have the location of Hall.
Select the first location from the list that you want to change by clicking on it with your mouse.
Here, I have chosen Careers Room
. You‟ll see that in the Look For box, Careers Room has appeared. Now type the new replacement location that you want these resources to have in the
Replace with box. I have chosen Library. Click Replace. The system will then find all of the resources with the location of Careers Room and replace it with the location of Library. Repeat the process if you want to change any other locations.
Select which
range you’d like Quick
Replace to apply the changes to
Click here to select the
field type you wish to change
Select the
field data you want to replace
Shows the
field data you have chosen to replace
Type the new replacement data here. Click
Replace when you have finished
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It‟s possible to search for specific field data using the Quick Search function.
You may want to find specific data and replace it with something different. To save you having to scroll down the list of entries in quick replace to find the one you want, you can type the data you are looking for in the Quick Search box.
For example: Yo u want to change the media of „Video‟ to „Tape‟ for all of your resources.
From Quick Replace, choose „Media‟ from the Field drop down menu. In the Quick Search box, type „Video‟ and then click Go.
Choose Media from the list
Type
Video here and click
Go
The media „Video‟ has now appeared on the screen. If you highlight it, „Video‟ will appear in the
Look For box. Type „Tape‟ in the Replace With box and then click Replace.
Highlight Video
Video appears here
Type Tape here
Please Note: The search will only be done in the selected field i.e. Media.
Click Replace
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If a borrower has lost a resource while on loan or a leaver has left with a resource still on loan to them, you may want to mark the resource as missing and return the resource from that borrower‟s record.
There are various places in which you can mark a resource as Missing, all of which are listed below.
Resources and Current Loans Page:
Find and highlight the resource you would like to mark as missing. Click on Missing beneath the
Records section to the right hand side of the screen.
Click on
Missing
Click on
Missing
Resources Page Current Loans Page
On the Missing screen, specify a Reason Missing by either selection an option from the drop down list, or by typing in a reason manually (this field works like other fields in record cards where, if you have typed in a value manually, that value will appear in the drop down list the next time).
You may also wish to enter a Cost of Replacement and select whether you wish to Return the
resource. We do suggest you choose to Return resource; this will remove it from the
Borrower‟s record when placing the resource in the Recycle Bin, and will avoid future confusion as to the whereabouts of the on loan, now „missing‟, resource.
Tick the Return
resource option to return the resource from the borrower‟s record
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Once you click Ok the resource will be moved to the Resource Recycle Bin. To access the
Recycle Bin, click on the icon on the main resources screen under the Records tab.
If the resource turns up at a later date, you can simply restore it back to the main catalogue by highlighting it and then clicking on the icon.
To remove it from the catalogue completely, click on the
Resources Recycle Bin. icon from within the
Please Note: you will be unable to Delete the resource from the Recycle Bin if you have not returned the resource from the Borrower‟s record.
Borrower‟s Record Card:
From the Borrowers screen within Management
, highlight the Borrower‟s record you wish to edit, and click on beneath the Records tab on the right hand side of the screen.
Navigate to the Current Loans tab of the Borrower record, highlight the resource you would like to mark as „missing‟ and click on the
Click on the Mark
as Missing button on the bottom of the screen
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On the Missing screen, specify a Reason Missing by either selection an option from the drop down list, or by typing in a reason manually (this field works like other fields in record cards where, if you have typed in a value manually, that value will appear in the drop down list the next time).
You may also wish to enter a Cost of Replacement and select whether you wish to Return the
resource. We do suggest you choose to Return resource; this will remove it from the
Borrower‟s record when placing the resource in the Recycle Bin, and will avoid future confusion as to the whereabouts of the on loan, now „missing‟, resource.
Tick the Return
resource option to return the resource from the borrower‟s record
Specify a missing reason
Click Ok when you have finished
Once you click Ok the resource will be moved to the Resource Recycle Bin. To access the
Recycle Bin, click on the
Records tab. icon on the main resources screen under the
If the resource turns up at a later date, you can simply restore it back to the main catalogue by highlighting it and then clicking on the icon.
To remove it from the catalogue completely, click on the
Resources Recycle Bin. icon from within the
Please Note: you will be unable to Delete the resource from the Recycle Bin if you have not returned the r esource from the Borrower‟s record.
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If you would like to change some details on a borrower‟s record, simply find the borrower in the
Borrowers database and then click to open up the record card.
If you have the borrower‟s PIN to hand, you can type this into the Go to box.
If you have the borrower‟s barcode to hand, you can type this into the Quick Search box, select the Go To option and click Go.
Highlight the borrower, cli ck to open up the borrower‟s record card.
Make the necessary changes and then click Save.
For more information on ways to search your catalogue, see Chapter 15: Viewing Library
Data.
If you change a borrower‟s PIN, you must ensure that the system is updated to reflect the change.
Open up the borrower‟s record card by highlighting it and clicking on
Type the new barcode into the Barcode field at the top left of the screen and then click Save.
To delete a borrower from the library, highlight the record and then click on the icon under the Records tab on the right of the screen.
Deleted borrowers will be moved to the Borrower Recycle Bin.
To access this, click on the icon under the Records tab on the right of the screen.
If you change your mind, you can restore the database by highlighting the record and then
Records tab. borrower back to the borrower clicking on the icon under the
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If you would like to change some details on a tutor group record, simply find the tutor group in the Tutor Groups database and then click to open up the record card.
Make the necessary changes and then click Save.
To delete a tutor group from the library, highlight the group and then click on the icon under the Records tab on the right of the screen.
Deleted groups will be moved to the Tutor Group Recycle Bin.
To access this, click on the screen. icon under the Records tab on the right of the
If you change your mind, you can restore the group back to the tutor group database by highlighting the record and then clicking on the icon under the Records tab.
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Discovery Online is an online database which holds over 2 million Bibliographic Records, over
200,000 Book Cover Images as well as over 700,000 Book Summaries!
Discovery Online will add thousands of colour book cover images and book summaries (similar to back cover blurb) to your own resources database. When your catalogue is searched, a picture of the front cover and/or summary will appear on screen.
Discovery Online will also automatically find the bibliographic details of new resources added to the catalogue and will open up retrospective cataloguing to a much wider range of users beyond educational establishments. It will fill in any gaps in field entries in your catalogue, for example if you have many records without publishers, Discovery Online will fill in that field for you.
If you have already spent time adding your own bibliographic information, you probably don‟t want Discovery Online to overwrite it. The system allows you to choose which fields you want to update (if any).
To access the Discovery Online settings, select Schedule and then Discovery from the menu bar at the top of the screen.
Click
Schedule and then
Discovery
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Tick this option to update your entire
catalogue
Tick this option to update your entire catalogue straight away using the options you’ve specified
Chapter 10: Maintaining My Library
The Discovery Online settings screen will then appear where you can select which fields you‟d like to update. When you have entered your settings, click Schedule. This will add a „task‟ to the
Schedule. (See Chapter 11: Customising Junior Librarian.net, section on Schedule for more information).
Click each
field which you’d like to be updated by Discovery
Tick Update
empty fields
only to only update fields with no details
Click
Schedule when you are happy with the settings
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Your catalogue records are updated using the Schedule
. Once you‟ve scheduled Discovery
Online to run, it will be added as a task to the Scheduler.
When the time comes for the Discovery online task to run, resources in batches of 200 will be updated each night. The schedule makes its selection by sorting all of the records in your database by the date they were last updated.
The scheduler will then update the records with the oldest 'Discovery Last Updated' date with the most recent discovery images and summaries. This ensures that your records are updated in a timely and orderly manner with the least disruption to your system.
To see the Discovery Last Updated date, you‟ll need to create a new view in the Resources database and add the „Discovery Last Updated‟ field to it. (For details on how to create views see Chapter 11: Customising Junior Librarian.net, section on Page Views)
For more information on how Schedule works see Chapter 11: Customising Junior
Librarian.net, section on Schedule.
Once you‟ve chosen which fields you‟d like to update from Discovery Online, you have two options as to when your records next get updated. You can either schedule the update to be run the next day, or schedule it to be run straight away.
Scheduling the Discovery Online update for the next day
Once you have entered the Discovery Online settings, click Schedule. The task will be added to the Schedule. The system will then allocate a time between 6pm and 6am for the task to run.
The time is automatically allocated by MLS and shouldn‟t be changed unless instructed to do so.
Please contact the helpdesk on 0161 449 9357 if you are unsure.
Scheduling the Discovery Online update to be run straight away
When choosing which fields you‟d like Discovery Online to update, tick the Force schedule to
run on save option at the bottom of the Discovery Online settings screen and then click
Schedule. The Discovery Online task will then be added to the Schedule and will run within 60 seconds. Once the update is complete, the Discovery Online task will next run at the allocated time set by MLS (see above)
If you want Discovery Online to update all of your resources instead of just 200, tick the Force
complete update option on the Discovery Online settings screen. Depending on whether you‟ve set the task to run straight away or at the allocated time, all of resources will be updated. Once the update is complete, the system will revert back to updating 200 resources at a time.
Discovery Online updates 200 resources each night. If the update fails, perhaps because the internet connection has timed out, the update will start again. It will continue to do this until all
200 records have been updated.
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Housekeeping runs automatically overnight and makes sure your days overdue, days on loan and fine information is up to date. You can view the progress of housekeeping by clicking on
Schedule and then View Tasks from the menu bar at the top of the screen in Grown Ups.
The housekeeping task is shown here. Unless the status says failed the task has run successfully. Next Run and Last Run dates are a good indication of if it us running nightly
Please Note: If the loan and/or fine information on your resources isn‟t up to date, there may be a problem with the housekeeping task. In this instance please ask your IT Technician to restart the MLS Scheduler Service on the IIS server. If this fails, contact the helpdesk on 0161 449
9357 for support.
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Chapter 11: Customising Junior Librarian.net
This chapter tells you how you can customise Junior Librarian.net to so that it works in the way that you need it to.
The News section tells you how to add / edit your own news items, and describes how your Top
Ten Resources and New Resources are displayed.
The Schedule section tells you how the scheduler works in relation to Housekeeping, Discovery
Online, and Reminders.
The Page Views section tells you how to add your own customised views so that when you view your library data, only the information which you require is shown.
The Settings section explains what each option in the list does and how it impacts on other settings in Junior Librarian.net.
There are three main areas in which News items are displayed on the Junior Librarian.net home screen.
New Resources are displayed when clicking upon the hot air balloon found floating across the sky on the Home screen. which can be
Book of the Week and other news items are displayed when clicking on the newspaper which can be found on the beach towel on the Home screen.
Top Ten resources are displayed when clicking on the books beach towel on the Home screen.
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Log into Junior Librarian.net Grown Ups, and click on News within the Tools menu bar.
Click on News to open up settings for New
Resources
There are three different tabs within the News window. The first of the three, New Resources, simply allows you to choose which resource types you would like your new resources to be taken from. If you simply leave the resource type of Book selected, only new books will be shown. However, if you tick Film as well, then new books and films will be shown.
As default, only the resource type of Book is selected. This is to avoid students missing out on new books by clogging up the New Resources screen with new Websites (for example) which they cannot take out of the library.
Another setting on this tab is the number of items you would like to show in the New Resources news item. 10 is the default, and recommended, setting.
Enter the number of items to be shown in the New Resources news item here
Select the resource types you would like to display new resources from on this list
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The next tab along, is the Book of the Week tab. Within this tab you may simply choose where you would prefer the book image to appear in relation to its summary. There are just three options; Top, Left and Right.
The last tab is the Top Ten tab. Again, you are able to select the resource types that you wish this information to be taken from. All resource types are selected as default.
You may also enter the period, in days, over which the top ten should be calculated. The default amount here is set to 365 which means it is calculated per annum. Should you wish to change this to monthly (for example), change this period to 30.
Enter period, in days, here.
Select the resource types from this list
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Recently added resources will appear on the below New Resources screen automatically, there is no need, or way, for you to manually update this area.
Scroll over each book to view the book cover and summary (if available).
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Click on to view a list of all of your resources.
Find the resource you wish to mark as Book of the Week. You may do this by either typing the
Author‟s name (for example) into the Quick Search, or using the Advanced Search facility.
(Please see the Searching Databases section of Chapter 14: Viewing Library Data for further details on using the search facility)
Once you have found the resource that you would like to mark as Book of the Week, highlight it and click on to open the resource record.
Check this resource has a
Summary here
Select this resource as being Book of
the Week here
Tick the Book of the Week tick box at the bottom of the resource record, and click Save to save your changes.
Please Note: The book summary, from the Summary/Notes tab, will be displayed with your
Book of the Week on your Home screen. The summary is usually pulled from Discovery Online however; on occasion Discovery Online doesn‟t have a summary available for the book. If this is the case, you may wish to enter the summary yourself before clicking Save on this record; that way your Book of the Week article will look more substantial.
The summary is always taken from the blurb on the back of a book, so can be easily copied from here.
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Once the resource record has saved successfully, click on Book of the Week from the Tools menu
Click on Book of
the Week from the
Tools menu
The Book of the Week window will open, showing the book that you have chosen to be book of the week.
To make this the active book of the week, highlight the record by clicking on the title of the book.
Once it shows as blue, click the Activate button.
Click the Activate button to activate the selected book as book of the week
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Click Yes when the below window pops up.
As this is the first book of the week you have selected, you will more than likely see the below warning pop up. This simply means that no further books of the week are scheduled. Click Ok to this warning.
You will see that your book of the week has now moved from the Future books of the week window, to the Current window. This means that this book is now currently book of the week, and there are no future books of the week scheduled.
Current Book of the
Week shown here
Use these arrows to order future books
Future Books of the week shown here
The book you have set as Current Book of the Week will expire after one week. If there are no
Future books of the week specified, no Book of the Week will show. In order to schedule
Future books of the week follow the previous steps to add further books to the Future books
of the week window. Then, once the current book has expired after one week, the next book in the list will become Current Book of the Week. Once that expires, that will be deleted and the
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next book will become the Current Book of the Week and so on. You may order how they are chosen by highlighting the book and clicking on the
„s to the left of the window.
To view Book of the Week, your students simply have to click on the newspaper icon on the beach towel, displayed on the Home page.
Please note: if you have only just created your Book of the Week, the home page needs to be refreshed in order for the changes to take effect.
Click on the
Newspaper
The front page will display the Book of the Week in the below format. Take note of the summary, and how it makes the article more substantial. Hence the earlier suggestion of inputting your own summary if necessary.
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Within the Grown Ups screen, click on Database / News
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Click on News
All current news items will be listed on the screen. To create a new news item, click alternatively to edit a current news item, highlight the item you wish to edit and click
The below News window allows you to edit the format of your news article.
,
Specify start and end date of article validity here
Change layout, font, add images and more from this toolbar
Enter article text here
Click Save
This news article will now be available to view by clicking on the newspaper on the Home screen. To turn the pages of the newspaper, place your mouse of the top corner, click and pull the page over.
Again, please remember you have to refresh the home page for changes to the newspaper to take effect.
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Again this area is updated automatically; the system looks at your library data, and calculates the top ten most popular resources within your library. These resources are then displayed here.
Scroll over each book to view the book cover and summary (if available).
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The MLS Schedule is a new facility which has been added to Junior .net. It is a windows service that runs constantly on the server. Every minute it will check the list of scheduled tasks to see if any are either overdue or flagged to run now. If there are, the scheduler will run these tasks in the background on your behalf without any intervention from you.
This enables you to update your Discovery Online data on a regular basis, generate reminders, and run housekeeping tasks. All you have to do is create the tasks you want to automate and the scheduler will do the rest!
A task is something which you have asked the schedule to run. It can be any of these:
Discovery Online Update
Reminders
Data Tidy
With these scheduled tasks, you can:
Schedule a task to run daily, weekly or monthly at a time convenient for you.
Edit the scheduled task.
Stop a scheduled task.
Some scheduled tasks can‟t be changed. These are:
Error Log
Audit Log
From the menu bar at the top of the screen, select Schedule and then View Tasks.
Click Schedule and then View
Tasks
The Schedule screen will appear which lists all of the tasks you have asked it to run.
Highlight the task you want to edit and click the right of the screen. icon under the Records tab on the
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Highlight the task you’d like to edit
The screen showing the settings for the task will appear. Make the changes you require and then click Save.
Repeat this for each task you‟d like to edit.
Tells you when the task was last run
Select when you’d like the task to finish
Select when you’d like the task to start Description of the task
Select the
Interval Type using the drop down arrow
Tick Run
Now if you would like the task to run upon Save
Click Save when you have finished
Select the
Interval Period you’d like to have
From the menu bar at the top of the screen select Schedule and then View Tasks.
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Click Schedule and then View
Tasks
The Schedule screen will appear which lists all of the tasks you have asked it to run.
icon under the Records tab on the Highlight the task you want to delete and click the right of the screen.
Click the task you’d like to delete and then click
Delete
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A View is a screen containing the fields and data of your choice. The views, both standard and ones you have created, will vary depending on the database you are in.
The Page Views facility in Junior Librarian.net allows you to customise the display in each of the databases by setting your own default view. MLS have already set up a number of standard views within each database for you to utilise, these are called System Page Views. However, you can create your own Views containing the fields and data you wish to display.
Once you are confident about searching the different databases (see Chapter 14: Viewing
Library Data), you will be able to create your own Views.
To access Page Views, click on More under the Page Views tab on the right of the screen.
Make sure you are in the database you want to create the new view for i.e. Resources.
Click More to access
Page Views
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The main Page Views screen will appear.
Please Note: The screenshot above shows the views which have already been created under
System Page Views. These are views which are have been created by MLS and cannot be deleted or edited.
When you are creating a new view, we would recommend that you copy one of the views which have already been set up i.e. All Resources. Doing this means that you don‟t have to start completely from scratch, and you can then edit and customise the copy.
To copy a view, highlight it and then click the icon on the right of the screen.
Type in a description for the view copy you are creating, relevant to what will be shown in that view.
In the screen below, the description is „DVD‟s‟ because I am creating a view which will show all the DVD‟s in my catalogue. From the Category field, select which category you‟d like the new view to be listed in. Enquiry means the view information will be seen in Enquiry and
General means the view is just a general view which can only be viewed in Grown Ups.
When you are happy with the category and description, click Copy.
Type a
description for the new view
Select a
category for the view
Click Copy to save the new view
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Once you‟ve clicked Copy, the copy will then show in the Page Views screen. The view has the correct description; however the information it shows is All Resources because that‟s the view that was initially copied. You now need to edit the view so that it shows the information you need i.e. DVD‟s. Highlight it and then click Edit.
The new copy of the view shows here
Highlight the copied view and then click Edit
When you have clicked edit, the Page View
– Edit screen will appear. This is where you can customise the view to show the information you require, in this case DVD‟s.
You‟ll notice that there are 3 tabs along the top of the screen:
Layout is where you can choose which fields you‟d like to appear in the view. For example, you may just want to see the Title and Author of the resource. In the Layout tab you can also change the settings for the columns. Simply highlight the field in the Visible Fields tab and then choose the settings you want under Column Settings.
Type a new name for the column/field here
Select the fields you’d like to see in the view by highlighting them from the Available
Fields list and then using the arrows to move them across to appear in the
Visible Fields section
A preview of the view shows here
Change where the columns appear on the page here
Change the colour of the column here
Change the format of the column here e.g.
Text
Use these arrows to change the location of the fields
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Record Selection is where you set the default search parameters. What this means is that if you set the default search to
„New Resource Type Equal To DVD‟ the system will carry out that search criteria whenever you select the DVD view. In Record Selection you can also specify a
Sort Order for the fields. (See Chapter 15: Viewing Library Data section on Sorting Data for more information)
Enter the search criteria in these fields. For example:
New Media Equal
To DVD. Click Add to add it to the search criteria
Select whether you want the data to show in Ascending
or Descending order
Change the Sort Order of the fields here by highlighting the fields and using the arrows to move them across.
See Chapter 15:
Viewing Library Data
for more information
Click Save when you are happy with the view settings
You can use Boolean searching to customise the search even more. This allows you to broaden your search by using and and Or. Boolean searching is useful because it allows you to refine your search ensuring you get the results you want.
For more information on Boolean searching see Chapter 14: Viewing Library Data, section on
Searching Databases.
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Appearance is where you can change the font settings and select a default search field to show when you are in the view for example, Title.
In the appearance tab you can also add an icon relevant to the information which will show in the view. I have chosen the DVD icon (which belongs to the General category) because the view
I have set up shows all of the DVD‟s in the catalogue.
Once you are happy with the settings, click Save.
Please Note: The icon which you prefer may be located in any of the categories so we recommend you browse them all until you find the one you want.
Change the font settings here
Select an icon
category here. The icons which belong to that category will appear in the box where you can choose which one you’d like
Select which search field you’d like to appear first when you make an advanced search of the view. For more
information on searching see
Chapter 14
The view you have created will now be listed on the main Page Views screen. If you want the view to be the default view i.e. the one you always see when you access Resources, highlight the view and then click on the Default tab. To see the view straight away, click on Select.
You can carry out any of the actions on the right of the Page Views screen by highlighting the view and then clicking on the action.
Select any of these actions once you’ve highlighted the view
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You can set up a system default view for each screen i.e. Resources, Reviews, Enquiry etc so that anyone who hasn‟t specified their own personal default views will see the ones that you‟ve specified when they view each screen. Once they specify their own default views, they will only see those.
From the menu bar at the top of the screen select Settings and then Page Views.
Select Settings and then Page Views
The Settings - Page Views screen will then appear. There are 3 tabs at the top of the screen,
General is the one you need to select to set your default views.
For each screen, click the drop down arrow to select the view that you‟d like to be the default.
When you are happy with the settings click Save.
Click each drop down arrow to select the
default view for each screen
Click Save when you have finished
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It‟s possible for you to customise some of the tabs which are held on a resource record. The tabs you can change are:
Loans
Reservation
Linked Resources
From the menu bar at the top of the page select Settings and then Page Views.
Select Settings and then Page Views
The Settings - Page Views screen will then appear. Click on the Resources tab. Click on the first subtab you‟d like to change e.g. Loans.
Click on the tab you’d like to change
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The Page View - Edit screen will appear. This is the same screen you‟ll see when creating and editing the standard page views, however only the Layout tab is available (See How do I create
a new view)
Make the required changes to the view and then click Save. To see the changes, go into a resource record and click on the tab you‟ve edited.
Make the required changes and then click
Save
It‟s possible for you to customise some of the tabs which are held on a borrower record. The tabs you can change are:
Current Loans
Reservations
Past Loans
From the menu bar at the top of the page select Settings and then Page Views.
Select Settings and
then Page Views
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The Settings - Page Views screen will then appear. Click on the Borrowers tab. Click on the first subtab you‟d like to change e.g. Reservations.
Click on the tab you’d like to change
The Page View - Edit screen will appear. This is the same screen you‟ll see when creating and editing the standard page views. (See How do I create a new view)
Make the required changes to the view and then click Save. To see the changes, go into a borrower record and click on the tab you‟ve edited.
Make the required changes and then click Save
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It‟s possible for you to change how field names are displayed in your page views. For example, you may want the field „Barcode‟ to be displayed as „Number‟.
From the Page View - Edit screen, highlight the field name in the Visible Fields list that you‟d like to change e.g. Barcode.
Under the Column Settings, delete any text in the Caption box and type the new word you‟d like the field to be displayed as e.g. Number. Repeat this for each field you‟d like to change and then click Save.
Type the new column name in the Caption box
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It‟s possible for you to customise any fields in Junior Librarian.net. For example, you may want to change some of the field names which appear in the Resources or Borrower record card.
From the menu bar at the top of the screen, click the Settings tab and then Language.
Click Settings and then
Language
The Language screen will then appear. Under Installed Languages, you will see a list of languages which are included in Junior Librarian.net. As you can see from the screenshot below, only English is listed. If your school is based overseas, you will more than likely have more than one installed language on the operating system. Select the Language under the
Installed Languages heading that you want to change the field/s for and then click on Modify.
Lists the languages currently installed in Junior
Librarian.net
Click the arrow to change the
system default
language
Click Modify to change the fields for the highlighted language
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At the top left of the screen under the Section drop down list, you can select which section of
Junior Librarian.net you wish to change the fields for. To change Field Names, make sure this has been selected.
Select the
section that you’d like to edit the fields for here e.g.
Field Names
A list of the fields you can change will then be shown. The original name is listed under the
Source heading and any modification name is listed under the Edited heading.
To change a field name, find the one you want to change from the list, for example you may want to rename the Recycled field to „Deleted‟. Click the Edit option next to the field name that you want to change. Your cursor will flash next to the field name. Type the new name e.g.
Deleted and then click Save at the bottom of the screen. You will then be taken back to the main languages screen, click Save.
The new field names will be shown once the IIS server has been restarted.
The original field name is shown here
The edited field name is shown here
Click Edit next to the field you wish to change
Type the new field name
Click Save when you have finished
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This chapter will explain how security in Junior Librarian.net works. It will also tell you how to set up different security groups as well as how to make sure that anyone who accesses Junior
Librarian.net is given the right permissions so that they can only access the areas which you want them to.
The Security section explains how User Manager and Group Manager work, how to change the security restriction group for your borrowers and how to change your password.
When you first launch Junior Librarian.net, you will need to Log on. This is so that the system knows who you are and what permissions to give you. If you don‟t log on, you will only have access to
Enquiry.
Junior Librarian.net security works similarly to Windows security in that each person who accesses the system belongs to a specific security group. Initially, so that you can access the Grown Ups side of Junior Librarian.net, you will need to use one of the default user manager logon details below:
Administrator -
The username is „Administrator‟ and the password is „Microlib‟
Librarian -
The username is „Librarian‟ and the password is „Password‟
NB: Username and password are case sensitive.
Both of these default users are given maximum permissions in Junior Librarian.net.
User Manager is the area in which you can set up users which you either don‟t want as borrowers in Junior Librarian.net; or you wish to have access to the Grown Ups area within Junior
Librarian.net.
This means that rather than someone having to add themselves as a borrower to gain access to the system, they can just use the logon details for the user manager group they belong to.
For example: You may want your IT technician to be able to access Junior Librarian.net, however you don‟t want them to be listed as a borrower. You could set up a new user in User
Manager called „IT Technician‟ and give them the permission settings you want them to have.
This means that when they click on Log in on the Junior Librarian.net home page, they would enter the username and passwor d for their user account. If you don‟t want to be listed as a borrower, simply create yourself as a new user, making sure that you belong to the Security Group „Administrators‟. (See
How do I create a new user account? below).
If a user forgets their password, you can go into their account in User Manager and change the password.
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From the menu bar at the top of the screen, select Security and then User Manager.
Click User
Manager
You‟ll see that there are two default users already set up for you. Click Add.
These are the
Default groups.
The
Administrator
Group should only really be used for changing permissions or settings within the software, not
every day use.
Type the details for the new user, making sure you select which Security Group you want them to belong to e.g. Administrator. Click Save when you have finished.
Type the name of the user here
Tick here if the user is Active
Directory linked
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Select which Security
Group you want them to belong to here
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Group Manager is where you set up the permission settings for each of your Security Groups.
Every borrower needs to belong to a security group. By default, every borrower who is added to
Junior Librarian.net belongs to the Guest security group. This means that when someone either Logs in or is authenticated using Active Directory, they will have the permission settings which belong to the Guest security group.
Please Note: The Guest security group has been given some default permissions. Please see page 174 for how to change these.
There are three security groups which have been created for you. These are Administrator,
Librarian and Guest. The Administrator and Librarian groups have full permissions, whereas
Guest only has limited permissions.
If you have converted from Junior 2 or a different library Grown Ups system, all borrowers will belong to the Guest security group. You may want to create a new group, perhaps for your staff borrowers and give them more permissions.
From the menu bar at the top of the screen, select Security and then Group Manager.
Click Group
Manager
Click Add.
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In the Description box, type a description for the group you are creating e.g. Staff.
You‟ll see there are two tabs, Database and Commands. The Database tab lists each table in the Grown Ups section. For each table listed on the left, select the permission you want it to have.
No Access means the button is removed from the screen completely, so whoever belongs to this security group won‟t see it.
Read Only means the edit button on the right hand side will change to a show button and they can only view a record‟s information.
Read/Write means they can view and edit a record.
For examp le, if you don‟t want this security group to have access to Current Loans highlight
Current Loans from the list and then select No Access. If you want them to be able to see
Current Loans but not be able to make any changes, select Read Only.
Type a
description for the new group here
For each table select what
permissions you’d like
Expand the table and highlight the
search criteria below
Choose whether or not you want this option to be made available in
Advanced
Search for this user
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When you are happy with the permission settings for Grown Ups, click on the Commands tab.
The Commands tab is where you can choose which areas of Junior Librarian.net you want people in this security group to have access to. Once you have finished choosing the permissions both on the Database and Commands tab, click Save.
For each area select what functionality you would like to give to that group. Be careful of how much access you give to a group.
Remember it is best to keep system administration to the
Administrator Account
It‟s possible to change the permissions for each security group. For example, for the „Guest‟ group, you may want to have less permissions than the „Staff‟ group.
From the menu bar at the top of the screen, select Security and then Group manager.
Highlight the group from the list that you‟d like to change the permissions for, then click Edit.
Highlight the group from the list, and then click Edit
Choose the
permissions
Select the permission settings that you‟d like the security group to have. Click Save when you‟ve finished.
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From the Borrowers screen, select the borrower that you‟d like to change the security group for.
Once in their record card click on the Advanced tab. From the Security Group drop down menu, select the new security group that you want them to belong to and then click Save.
Choose the security group
Click Save
Once you‟ve logged into Junior Librarian.net, it‟s possible to change your logon password.
From the Tool bar at the top of the screen, select Security and then Change Password.
Click Security then
Change Password
Type your old password and then your new one, then click Save.
Type your old password and then your new password
Click Save
Please Note: If you are using Active Directory logon, you will need to use the Change Password facility in Windows. If you try to change it from the Change Password screen, the following message will be shown.
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If your borrowers are Active Directory linked, they won‟t need to type in a username and password. If there are problems with Active Directory, or if a borrower hasn‟t logged onto the computer initially, they will need to type in a username and password so that the library software knows who t hey are. Active Directory logon details are stored in the borrower‟s record card in the Advanced tab.
Active Directory is a database which stores permission information about users who belong to a computer network. The main purpose of Active Directory is to provide central authentication and authorisation services for Windows based computers.
For more information on Active Directory please speak to your IT technician.
All users on a network which uses Active Directory will have a unique „Security ID‟. When a user logs onto a computer with their user account, this ID is used to identify them and determine the permissions which they have been given. In Active Directory terms, this is known as
„authentication‟.
It is possible to „import‟ the Active Directory Security ID‟s of all users into Junior Librarian.net.
This means that once they‟ve logged onto the computer, if they launch Junior Librarian.net they will automatically be „logged in‟. This saves you having to have one set of login details for the network and a separate set for Junior Librarian.net.
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Before continuing with the instructions below, please ensure you have installed both the
Hardware Plugin and the AD Plugin onto the computer on which you are setting up Active
Directory linking. For further information on how to do this, refer to the Prerequisites section of
Chapter 1: Getting Started.
Note: It is not a requirement to install these plugins on every computer you wish to access
Junior Librarian.net from; only on the computer on which you are setting up the Active
Directory Linking.
Once you have followed the instructions for installing these plugins, detailed in Chapter 1:
Getting Started, log into Junior Librarian.net and click on the Management option on the signpost.
Go to Settings / Directory Services.
Go to Settings and Directory
Services
Click on Add and enter the details for your Active Directory server, as shown below
Enter details by placing the cursor in each relevant field.
Click on Add to add details for linking to your AD Server
Test the
connection before clicking Save
Please Note: although the Password field displays in text when you first enter the details; it will be encrypted once you click Save and will show as asterix
‟s from then on. Because of this, once you have clicked Save you will be requested to enter your password should you choose to Test
Connection again.
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There are two ways of linking your Junior Librarian.net users to Active Directory.
The first way is to manually link them. From within the borrower‟s record card, click on the
Advanced tab at the top of the screen. Place a tick in the Active Directory Linked box and then enter the borrower‟s Active Directory Logon Name. When you click Save, Junior Librarian.net will connect to Active Directory to search and then store the borrower‟s Security ID.
Place a tick in
Active Directory
Linked
Click Save
NB: Active Directory matches accounts by the First name and Surname fields. Please make sure that these are correct before linking Junior Librarian.net with Active Directory.
If you have set up different User Accounts you can also link these to Active Directory. From the
Tool bar at the top of the screen, click Security and then User Manager. Highlight the account, then click Edit. Place a tick in Active Directory Linked, then click Save.
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The second, and easier way of mass linking borrowers to Active Directory is by using Directory
Services.
From the menu bar at the top of the screen, select Schedule and then Directory Services.
If the school has a Management Information System in place (eg. SIMS.NET) with all of these options already entered in it (Address, Telephone numbers etc) then leave all of the fields in the
Directory Services Options window un-ticked. As you will have imported those details from your Management Information System already, there is no need to import them again.
The Directory Services Advanced window, allows you to import more advanced options, such as the UPN.
If you would like to run this right away, then tick Run Now before clicking Schedule. Otherwise leave it blank and simply click on Schedule. The Schedule will then add the Active Directory update to the list of scheduled tasks to be run.
The default time for the task to be run is everyday at midnight. You can change this by clicking on Schedule and then View Tasks from the menu bar at the top of the screen. (See Chapter
12: Customising Junior Librarian.net, section on Schedule for more information).
Enter more advanced options here.
Tick Run
Now if you wish the schedule to run on save
Click Schedule to link the records
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To ensure that the Directory Services scheduled task has run successfully within Junior
Librarian.net open Internet Explorer and go to Tools / MLS AD Integration.
This tool details the progress and completion of the Active Directory scheduled task.
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When you link your borrowers to Active Directory using Directory Services, borrowers who couldn‟t be linked can be searched for in the Borrowers database.
Click on Advanced Search at the top right of the screen.
Perform a search by selecting „New‟ „Active Directory Linked‟ „Equal to‟ „False‟. This will bring up anyone who is not linked to Active Directory. You can then ask your IT technician for a list of
Active Directory Logon Name‟s for the borrowers who couldn‟t be linked. Once you have these, you will need to manually link the borrowers. (See previous section).
For more information on searching please see Chapter 15: Viewing Library Data, section on
Searching Databases.
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It is possible to import Active Directory details for both existing Junior Librarian.net borrowers and people who are only listed in Active Directory.
For example, you may have 300 borrowers in Junior Librarian.net who are all linked to Active
Directory. Your IT technician informs you that they have added 50 more people to Active
Directory.
To save you having to go into Junior Librarian.net and add them manually, you can import the details from Active Directory.
From the menu bar at the top of the page, click Schedule and then Directory Services.
Click Directory
Services
On the Directory Services screen, select which details you would like to import into Junior
Librarian.net. If you want to import the details of people who are not already on Junior
Librarian.net
, tick „Import new records‟. When you have selected the details you want to import, either click Run Now to import the records straight away into the Intake screen, or click
Schedule.
By clicking Schedule, you are adding the import as a „task‟. The default time for the Schedule to run the Active Directory update is every day at midnight. You can change this, please see
Chapter 12: Customising Junior Librarian.net, section on Schedule for more information.
Select the details you would like to import into
Eclipse.net
If you want to import details for new borrowers who are not in
Eclipse.net tick here
Click Run Now or
Schedule
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Once the import has been completed, any new records will be added to the Intake screen. To access Intake, select Database, then Intake from the menu bar at the top of the screen.
If you need to make any changes to anyone listed in the Intake screen before they are imported, highlight them from the list and either click or double click your mouse to go into the record.
Once in the record you can select whether the borrower is new to Junior Librarian.net or if they are an existing borrower. If they are an existing borrower, simply place a tick in Existing
Borrower. The bottom section of the screen lists all of the borrowers in Junior Librarian.net which share the same first two letters of the surname of the borrower you are importing. Simply highlight the correct person from the list and click Import.
Active Directory details are given here
If the borrower is new, tick here
If the borrower is already in Eclipse.net, tick here to match them from the list
Lists the borrowers in
Eclipse.net whose surname begins with the same 2 letters as the borrower you are importing
Click Import when you are ready to import the borrower
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If you are happy with the details in the Intake screen, you can click Transfer under the Records tab on the right of the screen. This will import everyone who is listed in Intake into the
Junior Librarian.net borrower database, along with the details you specified in the Directory
Services screen.
Click Transfer to transfer all records into the borrower database
Once you have clicked Transfer, select how you would like barcodes to be allocated to your new borrowers. Click Transfer to transfer the records.
Select how you would like the barcodes to be allocated to the new borrowers
Click Transfer to transfer all records into the borrower database
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Chapter 13: Tidying Data
This chapter will explain how to make changes to the data you have entered into Junior
Librarian.net and how to stop certain words from being entered. If more than one person has been responsible for cataloguing resources, data entry may be different in respect of case or punctuation.
The Data Cleanse Replacements section tells you how to replace words which are entered into the catalogue with a word of your choice.
The Data Cleanse Remove section tells you how to stop words being entered into the catalogue.
The Data Tidy section tells you how to apply the settings for tidying your data and how to schedule a time for the tidy to take place.
When entering resources or borrowers into Junior Librarian.net, especially if more than one person has been in charge of this, you may have differences in the way that some words have been entered. For example, the word „U.F.O.‟ may have been entered onto a resource record but you want it to be written as „UFO‟. Data Cleanse Replacements is a database which you can add words to, along with a replacement word. This means that when a resource or borrower has been added to the catalogue and includes a word listed in Data Cleanse Replacements, the word is automatically changed t o the one you‟ve specified as the replacement.
From the menu bar at the top of the screen click on Database, Lookup Maintenance and then
Data Cleanse Replacements.
Select Database,
Lookup
Maintenance and then Data Cleanse
Replacements
The Data Cleanse Replacements screen will then appear. This will be empty if you haven‟t already added any words.
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Click the icon under the Records tab on the right of the screen.
Type in the word you want to replace and its replacement. Click Save. Repeat this for each new word you want to be replaced.
Type in the word that you want to replace and its replacement here then click Save
The word and its replacement will now be listed in the Data Cleanse Replacement database, where you can edit or delete it if you wish.
You can edit or
delete the word if you wish
Once you have added the words to the Data Cleanse Replacements database, you then need to specify which fields within the resource/borrower record that you want Data Cleanse
Replacements to apply to.
Make sure that you are in the correct screen that you want to enter the settings for i.e.
Resources or Borrowers. In the screenshot below, the Resources database has been selected.
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From the menu bar at the top of the screen click on Settings and then Data Tidy.
Select Settings and then Data
Tidy
The Data Tidy screen will now appear.
Using the arrow at the end of the Field tab, select the first field that you‟d like Data Cleanse
Replacements to apply to. In the screenshot below, the field selected is Artist.
You then need to place a tick in the Apply data cleanse replacements box.
Repeat this process by selecting each field from the drop down list and then placing a tick in
Apply data cleanse replacements. When you have finished, click Close.
Please Note: The available fields in the Field drop down menu will differ according to the screen you are in. The fields in the Resources screen will differ from those in the Borrowers screen.
Use the drop down arrow to select the
field you’d like to apply data cleanse replacements to
Click Apply data
cleanse
replacements
Click Close when you have finished
You have now set up the Data Cleanse Replacement words, along with the fields you‟d like them to apply to. This means that if someone enters a word which is listed in Data Cleanse
Replacements whilst adding a resource/borrower, when the record is saved the word is automatically replaced.
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Data Cleanse Remove is a database which you can ad d words to that you don‟t want to be used in a Resource or Borrower record. This means that when a resource or borrower has been added and includes a word listed in Data Cleanse Remove, the word is automatically deleted.
From the menu bar at the top of the screen click on Database, Lookup Maintenance and then
Data Cleanse Remove.
Select Database,
Lookup
Maintenance and then Data Cleanse
Remove
The Data Cleanse Remove screen will then appear.
This will be empty if you haven‟t already added any words.
Click the icon under the Records tab on the right of the screen.
Type in the word you want to be removed and then Click Save. Repeat this for each new word you want to be removed.
Type in the word that you want to remove then click
Save
Please Note: When you add a word to Data Cleanse Remove e.g. Poo, the system will only remove the exact word Poo. If the word „Pooh‟ is entered, or any deviations including abbreviations and punctuation marks, the system won‟t remove this word.
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The word will now be listed in the Data Cleanse Remove database, where you can edit or delete it if you wish.
Once you have added the words to the Data Cleanse Remove database, you then need to specify which fields within the resource/borrower record that you want Data Cleanse Remove to apply to.
Make sure that you are in the correct screen that you want to enter the settings for i.e.
Resources or Borrowers. In the screenshot below, the Resources database has been selected.
From the menu bar at the top of the screen click on Settings and then Data Tidy.
Select Settings and then Data
Tidy
The Data Tidy screen will now appear.
Using the arrow at the end of the Field tab, select the first field that you‟d like Data Cleanse
Remove to apply to. In the screenshot below, the field selected is Artist.
You then need to place a tick in the Apply data cleanse removals box.
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Repeat this process by selecting each field from the drop down list and then placing a tick in
Apply data cleanse removals. When you have finished, click Close.
Please Note: The available fields in the Field drop down menu will differ according to the screen you are in. The fields in the Resources screen will differ from those in the Borrowers screen.
Use the drop down arrow to select the
field you’d like to apply data cleanse remove to
Click Apply data
cleanse removals
Click Close when you have finished
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When entering resources or borrowers into Junior Librarian.net, especially if more than one person has been in charge of this, you may have differences in the way that some words have been entered into each field. To save you having to find and edit each individual record, you can use Data Tidy to apply settings of your choice to both previously entered borrower and resource records and any that are entered in the future.
Make sure you are in the screen you‟d like to apply the Data Tidy settings i.e. Resources or
Borrowers. From the menu bar at the top of the screen click on Settings and then Data Tidy.
Select Settings and then Data Tidy
The Data Tidy settings screen will then appear.
If there is a tick in Do Not Tidy, take this out so that you can select the settings for that field.
Click the drop down arrow at the end of the Field box and select the first field that you‟d like to choose your data tidy settings for. Select the Data Tidy options you want. Repeat this for each field you want to apply Data Tidy settings to. Click Close when you have finished.
When you have clicked Close, any future records which are added to the database will have the
Data Tidy settings applied to them when the Save option is clicked.
If there is a tick in
Do Not Tidy, remove it
Select the Data Tidy settings you require for the field
Use the drop down arrow to select the field you’d like to apply Data
Tidy settings to
Click here to activate Data
cleanse
replacements and
Data cleanse remove
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If you would like to apply the Data Tidy settings to your existing resource/borrower records, either because it‟s the first time you‟ve entered the Data Tidy settings, or because you have changed them, you will need to schedule a date for this to take place. Using the Schedule means that your records are updated on a date of your choice and by default at 18:00 hours.
This ensures that the performance of Junior Librarian.net isn‟t affected.
From the menu bar at the top of the page click on Schedule and then Data Tidy.
Click on Schedule and then Data Tidy
The Schedule Data Tidy screen will then appear.
Type the start date for when you‟d like the Data Tidy to update your existing records. You can also click on the calendar icon to select a date.
Once you‟ve selected a date, click Schedule.
Clicking on Schedule adds Data Tidy to the Schedule as a „Task‟. You can view and edit the
Task by clicking on Schedule, and then View Tasks on the menu bar at the top of the screen.
Type a date for when you’d like
Data Tidy to take place or click on the calendar icon
For more information on Tasks and how to edit the time and date the Data Tidy takes place see
Chapter 11: Customising Junior Librarian.net, section on Schedule.
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Chapter 14: Viewing Library Data
This chapter explains the different ways you can view your library data.
The Searching Databases section explains how to do a basic search of your library data and how to perform a more advanced search using Boolean logic.
The Flagging section tells you how to select more than one record making it possible to view, delete and print a selection of items all at the same time.
The Page Views section explains what a view is and how to create your own views so that you can see your data in the way that suits you.
The Sorting Data section explains how you can sort each field within any of the databases i.e.
Resources, Borrowers and Current Loans etc. into ascending or descending order.
The Exporting Data section tells you how you can export your data into a different format.
The Printing Data section tells you how to print out your data from any of the databases.
You can search any of the databases in Junior Librarian.net to find the information you need.
A Quick Search means you can type a word into the Quick Search box and the system will perform a search for the word in whichever table you are in.
The Quick Search box is located at the top right of the screen.
Type the word(s) you’d like to search for here and then click Go
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The default fields which are searched in the Resources screen are:
Author1
Author2
Author3
Author4
Class
Composer
Director
Editor
Keywords
Level
Manufacturer
Series
Summary
Title
Please Note: If you wish to change the default fields which are searched on a view, please contact the helpdesk on 0161 449 9357.
If you perform a search in a screen other than Resources, the fields searched will depend on which ones you have in your view.
For example: If you are performing a Quick Search in your Borrowers screen and the fields which are visible in this view are Barcode, Surname, Group Name and Year Group, only these fields will be searched.
Note how, after performing a search for a
Year Group of 8, only borrowers with a 8 Year
Group are shown
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Not all fields are searched in the same way.
The Barcode and EAN/ISBN fields are searched on an „Equal to‟ basis which means that it searches for the whole of the number and not part of it.
For example: If you search for the number „1‟, it won‟t return a match for „21‟ just because it has a „1‟ in it.
All other fields are searched on an „Including‟ basis. This means that when a search is done, it will return matches for part of the word.
For example: If you search for the w ord „plane‟, it will return matches for any words which include „plane‟ i.e. „planets‟, „aeroplane‟.
Tip: If you just want to find the word
„plane‟ you can use quotes with spaces around the word, e.g. “ plane “. Please see Quotes (“) below for more information.
You can refine your Quick Search by using the following symbols:
Quotes
(“)
Using these enables you to search for the whole of the text between the quotes. Without quotes, each individual word is searched regardless of whether they appear together or not.
Example search with quotes
If you want to find resources which have the words
„Planet Earth‟ together, type in the Quick
Search box
“ Planet Earth ” and then click Go. As you can see from the screenshot below, the search has brought up 6 resources, where the words Planet and Earth appear together.
Type “Planet
Earth” here and then click Go
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Tip:
If you are doing a single word search and don‟t want to find other words which include your searched word (e.g. searching for plane and its returning planets) you can put quotes and spaces around the word, e.g.
“ plane “.
Example search without quotes
If you wa nt to find all resources where the words „Planet‟ and „Earth‟ appear but not necessarily together, type in Quick Search „Planet Earth‟ and then click Go. In the screenshot below, the search has brought up 10 resources where the words Planet and Earth appear together and separately.
Type Planet
Earth here and then click Go
Minus (-)
Using the minus symbol in front of a word enables you to exclude that word from the search results.
Example search using minus
If you want to find all of your „Non-Fiction History‟ books, type in the Quick Search box
„History –Fiction‟ and then click Go. When the search is performed (see screenshot below), it will bring up all resources which have the w ord „History‟ in them, but will ignore all resources where the word „Fiction‟ appears in any of the default search fields.
Type History -
Fiction here and then click Go
For a list of the default search fields, please see the beginning of this section.
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The Advanced Search option enables you to perform a more detailed search of your library data using Boolean logic
. Boolean logic uses the words „and‟ and „or‟ to allow you to perform more complex searches of your library data.
To access the Advanced Search click on Advanced Search at the top right of the screen.
Click on
Advanced
Search here
The Advanced Search box will then appear. Select the arrow underneath Boolean to change the Boolean search criteria and then select which Field you‟d like to search by clicking on the blue box at the end of the field. Select the Operator type by clicking on the drop down arrow and then lastly type in the search criteria in the Value box. The examples below will give you a better understanding of how Boolean logic works.
Click this arrow to change the
Boolean search option
Type the word/s you’d like to search for here
Once you’ve clicked Add, the search criteria will appear here
Use these arrows to change the
order of the searches you’ve requested
Click Add to add your search criteria
Click Apply when you are happy with the search criteria within the box
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Boolean
„And‟
When using AND in your search, the results you get will contain all of the words you have entered. The results will not include those records which contain only one of the words.
For example: You may want to conduct a search of your resources to find all books which have
both a keyword of magic and wizard.
Under the Boolean drop down menu, select And.
In the Field box, click the blue box and select Keywords from the list.
Under the Operator field, click the drop down arrow and select Equal to. By selecting Equal to, you are saying that you only want to search for the exact word you specify and not any words which include that word.
Please note the Is
Empty field. This is useful if you want to find items where the Location is empty for example.
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In the Value box, type magic.
Click Add to add this search criterion. It will now appear in the white box.
The search criteria appears here after you click Add
Repeat the above instructions but type the word wizard in the Value box. You‟ll see both search criteria is now detailed in the white box. To perform your search, click on Apply.
When using
Boolean „And‟ only the resources with both keywords of magic and wizard will be shown. If a resource contains the keyword of magic but not wizard it won‟t be shown. Likewise, if a resource contains the keyword of wizard but not magic
, it won‟t be shown.
Click Apply to perform your search
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Boolean „Or‟
When using Or in your search, the results you get will contain either or all of the words you have entered.
For example: You may want to conduct a search of your resources to find all books which have a keyword of magic or wizard and resources which have both of these keywords.
Under the Boolean drop down menu, select Or.
In the Field box, click the blue box and select Keywords from the list.
Under the Operator field, click the drop down arrow and select Equal to. By selecting Equal to, you are saying that you only want to search for the exact word you specify and not any words which include that word.
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In the Value box, type magic.
Click Add to add this search criterion. It will now appear in the white box.
The search criteria appears here after you click Add
Repeat the above instructions but type the word wizard in the Value box. You‟ll see both search criteria is now detailed in the white box. To perform your search, click on Apply.
When using
Boolean „Or‟, the resources with both the keywords of magic and wizard will be shown, and also the resources which have either of those keywords.
Click Apply to perform your search
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Flagging is a way of selecting more than one record at a time. Usually, if you click on a record and then on another, the first one you clicked on will be de-selected. When you turn on Flagging, you can select as many records as you like all at the same time. Flagging is available on all of the databases.
To turn on Flagging, click on the icon under the Tools tab on the right of the screen. A small menu will appear, click on flagging by mouse.
Once flagging is turned on, select whether you are going to
flag by mouse or flag by
barcode reader
Once Flagging is enabled, the icon will be highlighted.
Click on each
resource that you’d like to flag
Click on the Flagging icon to turn on
Flagging
When Flagging is selected, it appears highlighted here
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There may be occasions when you want to print out a bibliography of selected titles for some or all of your library users. For example, if you are asked to produce a list of books dealing with astronomy, it may be that all the books listed in a keyword search for astronomy are not relevant to your needs. You will then need to flag the items required before printing the final list.
Firstly, using the Advanced Search, search for a list of records which will form the basis for your final list e.g. Keywords including Astronomy.
Then click on the icon under the Tools tab on the right of the screen. A Small menu will appear, click on flagging by mouse.
Click on each record that you‟d like to select. As you do this, the record will become highlighted.
If you change your mind, simply click on the record again and it will be de-selected.
Once the flagged items show, click on Show Flagged Only under the Records tab on the right of the screen. This will remove any un-flagged records from the screen, leaving you with just the flagged ones.
Click on each
resource that you’d like to select
Click on Show
Flagged Only
When Flagging is selected, it appears highlighted as shown here
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To print the list of Flagged items, click on the right of the screen. icon under the Records tab on the
Click Print to print a list of the flagged records
There may be times when you wish to flag using the barcode reader, e.g. selecting a number of resources which require deletion from the system.
Click on the icon
flagging by barcode reader. under the Tools tab on the right of the screen and select
The flagging by barcode reader window will appear. Scan your resources and click Apply.
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A View is a screen containing the fields and data of your choice. The views, both standard and ones you have created, will vary depending on the database you are in.
The Page Views facility in Junior Librarian.net allows you to customise the display in each of the databases by setting your own default view. MLS have already set up a number of standard views within each database for you to utilise, these are called System Page Views. However, you can create your own Views containing the fields and data you wish to display.
For information on how to create a new view, see Chapter 11: Customising Junior
Librarian.net, section on Page Views.
To sort any of the databases into a particular order, click on the Column heading.
Example: To sort the Class column into ascending order, click on Class once. To sort Class into descending order, simply click on Class again.
If you want to sort by more than one column, click on the icon under the Records tab on the right of the screen.
For example: You could sort by Class and Author, whi ch would mean all the „200‟
Classifications would be shown together but would be in alphabetical order by Author.
Highlight each field in turn that you want to sort and use the field into the right hand box. icon to move the selected
Once the field is listed, click on it to highlight it and then choose whether you‟d like the column data to be listed in Ascending or Descending order by clicking
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If you want to move a field back, highlight it from the list in the right hand box and then click on the icon.
Highlight the field you’d like to sort and then click here to select the order
Select the field you’d like to sort and use the arrows to move it to the right hand column
Click Apply when you have finished.
Use these arrows to move up and down your selected fields.
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Whilst you are in any of the databases, you can export the data on screen to a different format.
Currently the options are Comma Separated Values (CSV) and Tab Separated Values (TSV).
Search the database for the information you want to export and then click on the icon under the Records tab on the right of the screen.
The Export screen will then appear. Highlight the format you‟d like to export to and then click
Export.
Highlight the format you’d like to export to and then click Export
When you have clicked Export, you will need to select a location for the file to be saved to by clicking on Save, or if you want to view it you can select Open.
Select Open to see the file or Save to choose a location to save it to
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You can print data from any of the databases in Junior Librarian.net.
Search the database for the information you want to print and then click on the icon under the Records tab on the right of the screen.
It‟s possible for you to restrict the pages which are printed from Enquiry. Please see Chapter 3:
Settings, section on Printing for more information.
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Chapter 15: Silverlight Home Page
This chapter will explain how your borrowers can use Junior Librarian.net by using the Silverlight
Home Page application.
The Launching Silverlight Home Page section explains what Silverlight Home Page is and how to open it.
The Using Silverlight Home Page section explains how your borrowers use all of the functions of
Silverlight, as well as how to view their own borrower account details.
Silverlight Home Page is the general home page for Junior Librarian.net. It requires Microsoft
Silverlight to run; this is covered in the Prerequisites section of Chapter 1: Getting Started. As long as Silverlight is installed on the computer, this page can be accessed by the students from any computer in the world.
You‟ll notice that there are only limited options available in Silverlight Home Page for students; compared to the Grown Ups login, which have access to Grown Ups; Multi Issue ; Multi Return etc. This is because student login permissions are designed to be used by any students wanting to
view the library‟s resources, as opposed to wanting to make any changes to it. User account security is covered in great detail in Chapter 13: Security.
Once you have launched Junior Librarian.net (See the Getting Started with Junior
Librarian.net section of Chapter 1: Getting Started) you are in the Silverlight Home Page.
Without logging in, you will have access to Search the library catalogue; view News items (by clicking on the Newspaper), Top Ten resources (by clicking on the books on the towel), and New
Resources added to the system (by clicking on the hot air balloon).
In order for the student to start using the library in a more interactive way, they need to
Students may login either by using their barcode; a username and password; or the identikit.
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Once the borrower has logged into My Account there are various different ways in which they can view resources. Read the captions below for further details.
Please Note: The information shown in Search / Views depends on the views which have been created specifically for the Silverlight Home Page. For more information on Views see Chapter
12: Customising My Library Software, section on Page Views.
Enter search criteria to locate resources
Click here to see newly added resources
Click on
Reviews to see resources you have reviewed or are waiting to be reviewed
Click on Search to view various available page views for searching
Click on My Books to view books you have chosen to save for future loaning or reservations
Click here to view details of
Book of the
Week
Click here to see the Top
Ten resources
To view a resource from the Home Page, simply click on the resource once to expand the view, and then click on the More icon to open the record.
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If you like the resource and would like to add it to My Stuff, simply click and drag the resource into the My Stuff treasure chest.
Then click on the treasure chest to enter My Books, where you can Reserve the resource, or put it in your queue for Reviews.
Drag the resource into one of these treasure chests
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The Summary pane will be populated with information from that resource record. Click on What
Other People Have Said.... to read any reviews written for that resource.
Also click on I want to write a review to write a review for that resource; or Show me where it is to view where the resource is in the library via means of a floor plan.
Summary
The Summary pane gives a brief description of the resource; usually taken from the synopsis on the back of the book.
Reviews
There are two Reviews icons: which allows you to write a review for that resource; and... which allows you to read reviews which written for that resource; simply click on have been the name of the student who has written the review.
Only once a written review has been approved within Grown Ups is it available for the rest of the students to view (discussed in greater detail in Chapter 10: Reviews)
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Floor Plan
The Floor Plan button located. shows where the resource is
Simply type in the desired search criteria into the Search box. Once entered, either click on the magnifying glass, or press enter on your keyboard.
To clear the search, click on the white X within the red circle.
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The Search facility is quick and simple to use. Simply click on the Search link displayed on the Home page.
Use the Picture search facility to search under topics, which are illustrated in picture form. For example; Food and Drink
The A to Z search facility allows you to search for all
Resources in an alphabetical order.
Distinguish the search between Author; Title; Series and Genre. Then simply click on the letter of the alphabet that you wish to search by. For example; All Authors beginning with the letter V
Use the Views search to search by particular Page Views. These Page Views are created by your librarian; it may be an idea to ask her to create specific page views for a project you may be doing. For Example; a page view for Monet, to display all resources linked to
Monet.
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Once the borrower has logged into their individual area of the Junior Librarian.net site which details all of their loan information, reservations and reviews, it is possible for them to click on My
Books.
The All link displays all resources saved in the My Books area.
The Current link lists all of the resources the borrower currently has on loan.
The Past link lists all of the resources they have previously borrowed
If a borrower would like to reserve a resource they simply need to drag a resource into the Reserve treasure chest. Please note, this chest is only available on the My Books / My Stuff page.
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There are two Reviews icons: which allows you to write a review for that resource; and... which allows you to read reviews which written for that resource; simply click on have been the name of the student who has written the review.
Only once a written review has been approved within Grown Ups is it available for the rest of the students to view (discussed in greater detail in Chapter 10: Reviews)
Type the review in here; using the toolbar to make text more interesting, or insert
smiley‟s to show your approval / disapproval
Give the resource a
star rating
Click Save
When the review is finished, click Save. The review will then be listed in the Grown Ups section in the Reviews database. It will need to be approved by the librarian before it can be viewed by other borrowers in SearchStar. (See Chapter 10: Reviews; section How Do I Approve a Review)
Simply by clicking on the Read Review link displayed on the Search and My Stuff pages
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Chapter 16: Reports
This chapter tells you how to access and view the various reports which have been created for you in Junior Librarian.net.
From the menu bar at the top of the screen select Modules and then Reporting.
Click Reporting
Highlight the report from the list that you wish to view and then click Generate.
Highlight the report from the list that you want to view
Click Run
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Specify a date range for your report enter your start date and then click on Run to enter your end date.
Enter a Start Date and End Date for the report
Click Run
Shown below is an example of the report 10 Most Popular Books by Gender from 08/09/2008 to
20/04/2009
Click on the
Print button to print this report
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Chapter 17: Label Print
This chapter explains how to use Label Print.
The Technical Information section tells you what you‟ll need before being able to use Label Print.
The Printing Labels section tells you how to print the different types of barcode labels for your resources and borrowers.
LabelPrint is a program designed to offer users of Junior Librarian.net a facility to print their own bar code labels for resources and borrowers. These can be replacement labels for those lost or damaged or extra labels for new stock. It will also print labels without bar codes, for example classification spine labels.
Any laser, ink jet or bubble jet printer, but please ensure your printer is working with the correct driver installed. We recommend your printer is set to 'Best Quality' and not economy or draft mode.
See your own technical support if this is not the case.
It is assumed you are printing on to A4 sheets with removable sticky labels. There are many different shapes and sizes of labels available from any stationers or office supplies outlets.
„Avery‟ labels are probably the most common and several of the more popular configurations of
Avery labels are automatically selectable within the software.
However any label type should work, but may have to be described in terms of the dimensions etc. before they are added to the built-in list (see below). LabelPrint comes with various predefined label templates. Please note if you are using style J8658 this is not suitable for barcodes.
When buying labels we advise:
Buy labels which are suitable for your printer
If you are printing barcodes make sure you use labels with a white background
To guard against wastage, print a test page first or use plain paper (the test page will show guidelines which will not actually be printed when you print the labels.)
Scan the test barcode label to make sure that it beeps
Ensure you insert your labels in the printer the correct way round!
(If it prints over the label borders, then this is probably the case)
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When Label Print is launched, if the background list displays your whole catalogue or borrower database, then the entire range will be printed.
Within Grown Ups open the Modules menu from the top menu options. Place your mouse over
Labelprint to expand the sub-menu. From the sub-menu click on Card Print.
Click on Card Print to print library cards for your borrowers.
In the General tab of the Card Print screen below, either individually select the groups for which you wish to print cards by selecting Selected Groups and individually ticking the group boxes. Or choose to print for all groups by leaving All Groups selected.
Use these options to choose whether you wish to print a few
Selected Groups, or All Groups
It is within the Options tab in the Card Print screen that customisation of the library cards is available. Below is a list of available formatting options.
Borrower Drop down (000) = this defines how many digits you would like the barcode to be. I.e. borrower „1‟ in this instance will show as „001‟.
No Formatting = greys out the above option, giving no formatting to borrower barcodes.
Include Photograph
= will include the pupil‟s photograph on each card, if entered on the system.
System Default = keeps the school name as the default (entered when you register this product)
Custom School Name = enter your own customer school name in the box below.
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Once all details are as you would like them to be, click Generate to generate the library cards.
Click on the
Print button to print the cards
Within Grown Ups open the Modules menu from the top menu options. Place your mouse over
Labelprint to expand the sub-menu. From the sub-menu click on Generate Barcodes.
Click on Generate
Barcodes to print barcodes for your resources.
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On the Generate Barcodes screen below, there is the option to choose From which barcode number you would like to begin printing. The amount of Pages you would like to print. What Label
Style you would like to choose. To tick Unused number only which will print brand new numbers not yet on the system, or to leave it un-ticked so you may print existing numbers on your system.
There is even the option to Include School Name
Tick this option to Include
School Name
Click Generate to generate the barcodes.
We strongly recommend that in the Label Style box, you select Avery
– Mini Laser Labels
(L7651).
Shown below is the Options screen. It is quite similar to that of the Card Print screen (Page 215), in the way that there is a drop down list of barcode lengths to choose from, along with a tick box option to choose No Formatting. Because the Generate Barcodes function allows you to generate both Resource and Borrower barcodes, there is the option to select the length for each of these below.
The System Default school name enters the school name entered when registering the software.
The Custom School Name allows you to type your own custom school name in the box below.
Please note: The school name will only be included if you tick Include School Name on the above screen.
Select the
format by choosing from these drop down lists.
Select preferred school name here
Click on Save to return back to the
Generate
Barcodes page
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After clicking Save on the Options screen, click Generate to generate your page of Borrower
barcodes or Resource Barcodes.
Please Note: In order to print Resource Barcodes, you need to be on the screen
In order to print Borrower Barcodes, you need to be on the screen
Click on the Print button to print these labels
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Whether you wish to generate Spine Labels showing the Dewey number, or Renaissance
Learning labels showing the Quiz Number, all of these label templates are accessible from the
Labels option on the Label Print sub-menu.
Click on Labels
In the Label Print window, shown below, there is a large selection of label templates to choose from.
Click Run to run the selected template
Available Label
Print templates are listed here.
Options allows modification of formatting
Import to import a new template
Click Delete to delete a selected
Label Print template
Please Note: Label Print will generate exactly what is shown on either the Resources or
Borrowers screen behind. Therefore, if you only wish to print labels for a certain amount of Resources or Borrowers, perform either an Advanced
Search; or flag items and Show flagged only.
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The Label Print Options screen is exactly the same as the Generate Barcodes Options screen.
Because the Label Print function allows you to generate both Resource and Borrower barcodes, there is the option to select the length for each of these below.
The System Default school name enters the school name entered when registering the software.
The Custom School Name allows you to type your own custom school name in the box below.
The Start from label allows you to specify from which label you would like to start printing.
Please Note: Only edit the options page if you choose to print barcode labels from
LabelPrint.
Select the
format by choosing from these drop down lists.
Specify from which label you would like to start printing
Select preferred
school name here
Click on Save to return back to the
LabelPrint screen
Below is an example of Renaissance Learning labels.
Click on the
Print button to print the labels
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Depending on whether Label Print is accessed from the screen, the label print templates differ.
This is an example of Label Print in the Borrowers screen:
screen, or the
Note how only templates relating to Borrowers are available.
Below is an example of Label Print in the Resources screen:
Note how there are many more available templates when accessed from the Resources screen.
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Chapter 18: StockCheck
This chapter explains how you can StockCheck all of your resources by using the StockCheck facility.
Scanning the bar code labels of shelved items will enable StockCheck to produce details of
Missing items by comparing those scanned with the full „official‟ catalogue list. Items currently onloan are kept as a separate list, but are effectively treated as „in-stock‟.
You can identify shelved (i.e. in-stock) items by scanning the accession number bar code label which was fixed in the resource when it was catalogued (NOT the ISBN bar code on the back
cover!). If this label is missing or unreadable, you can use the keyboard to enter the resource barcode manually.
StockCheck do
‟s & don‟ts
D on‟t
catalogue any new resources whilst a stock-take is in progress
D on‟t
issue any resources whilst a stock-take is in progress
Do
read through all this documentation before you start
Do
ensure you are using the latest version of your library system
If you have bought or hired a Portable Bar Code Reader,
do
ensure you read through all the separate documentation for this
If possible,
do
try to complete a stock-take without stopping or being interrupted
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To create a new StockCheck, click on Modules and then StockCheck from the menu bar at the top of the screen within Management.
Click Module,
StockCheck
Click on New on the right of the screen.
Click New
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Today‟s date will show in the Description field. To rename the StockCheck to something else simply type over the text in this box.
It is possible to StockCheck different sections of your catalogue at a time. Under the StockCheck
Criteria option, specify which resources you would like to StockCheck by placing a tick in the relevant box.
Once you have selected which resources you would like to StockCheck, click Create at the bottom of the screen.
Choose which resources you would like to StockCheck
Today‟s date will be the default Description for your StockCheck.
Rename by typing in your own Description
Ticking this option means that any resources which are on loan won‟t be included in the
StockCheck.
Note: This option is not ticked by default
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Once you have clicked on Create, the main StockCheck screen will appear.
StockCheck starts from the standpoint that everything is missing until scanned.
Please Note: Only resources which you have chosen to StockCheck will appear in the StockCheck screen. All other resources will be ignored.
On the main StockCheck screen there are 3 tabs, each showing different sections of your
StockCheck:
Checked Items (default tab)
– shows which resources you have scanned; this tab is empty upon creation of the StockCheck as it assumes that all books are missing until scanned.
Lists the resources you have checked or scanned
Missing Items
– shows resources which haven‟t yet been scanned
Lists resources which have not yet been checked or scanned
Please Note: The Missing Items screen only shows the resources which you have chosen to
StockCheck and which haven‟t yet been checked or scanned.
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All Items - shows all the resources included in the StockCheck, both scanned and not scanned.
Lists all of the resources you have chosen to
StockCheck. The date and time they were checked or scanned is also shown
Please Note: The All Items screen only shows the resources you have chosen to StockCheck. If you have chosen to StockCheck all of your resources, they will all be listed on this screen.
In each tab under Totals at the top of the screen, you can see how many resources have been
Checked and Not Checked.
Shows the number of checked and not checked resources here
These three tabs show different sections of your
StockCheck
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When you are ready to start scanning your resources, firstly ensure you are in the Checked Items screen.
Each scanned resource will be listed here
Click on Bulk
Scan to begin scanning resources
Click on Bulk Scan to begin scanning your resources, 25 at a time. As you are on a hosted system, adding the resources a few at a time aids system speed.
Scan or type resource barcodes
Click Apply to check them in
StockCheck
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Once you have clicked Apply on the Bulk Scan screen, the screen will go blank but remain open so that you may scan the next batch of resources and all checked resources will display in the
Checked Items screen behind.
Once you have completed scanning resources into Bulk Scan click on Apply for the last time, followed by Close. This will return you to the Checked Items tab of the StockCheck screen, displaying all checked items.
Shows the number of checked and not checked resources here
The time and date that the resource was scanned is shown here
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What if I do not have the resource barcode to scan?
There are two options if you do not have a barcode reader or a barcode to scan.
First, open the Bulk Scan screen by clicking on the icon.
Type the barcode into the box and press Enter on the keyboard. Click Apply and Save to check the resource.
Scan or type resource barcodes
Click Apply to check them in
StockCheck
Alternatively, type the barcode into the Quick Search field and click Go.
Once the resource has been found you may manually check the resource by highlighting the resource the list and then click on the icon.
The resource will be added to the list in the Checked Items screen.
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How do I un-check a resource?
If you change your mind and wish to remove a resource from the list of Checked Items, simply highlight it from the list in the Checked Items screen and then click on the icon.
The resource will then be removed from the checked list and placed in the Missing Items list.
How do I remove a resource
from the StockCheck?
You may wish to completely remove a resource from the StockCheck, perhaps because you do not want to include it at this time.
You can remove a resource whilst in any of the screens (Checked Items, Missing Items and All
Items). Highlight the resource which you want to remove and then click on the icon.
Please Note: The resource will only be deleted from the StockCheck.
How does Flagging work?
It is possible to select more than one resource at a time in StockCheck by turning on the Flagging function. You can use Flagging in all three screens (Checked Items, Missing Items and All Items) and it enables you to either check, un-check or remove multiple resources from the StockCheck
(depending on which screen you are in).
Click on the icon.
Then simply highlight each resource on which you would like to perform the action. Once all resources are highlighted, click the Check; Un-check; or Remove button, depending on the action you wish to take.
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It is possible to search for specific resources in StockCheck by using the Quick Search function.
At the top right of the main StockCheck screen type the search criteria into the Quick Search box and then click Go.
For more information on Quick Search please see Chapter 15: Viewing Library Data.
Type the search criteria and then click
Go
When a search is done, it is done in all three StockCheck screens (Checked Items, Missing Items and All Items) which means that the results shown will vary depending on which screen you are in.
For example: If you are in the Checked Items screen and you do a search for „Jacqueline Wilson‟, it will only bring up any Jacqueline Wilson resources if they have been checked in. See screenshot below:
Tells you the total number of checked and un-checked resources according to the search results
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If you then go into the Missing Items screen, the same search criteria has already been applied and will show you any Jacqueline Wilson resources which haven‟t yet been checked (scanned).
Tells you the total number of checked and not checked resources according to the search results
Going into the All Items screen will show you all Jacqueline Wilson resources, regardless of whether they have been checked (scanned) or not.
Tells you the total number of checked and not checked resources according to the search results
Please Note: Only resources which you have chosen to StockCheck will show in a search.
If you want to cancel the search, simply click on the icon.
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The most efficient method of scanning your resources is by using a portable bar code reader. The main advantage of a portable bar code reader is that you scan the barcode label whilst the book is still on the shelf so you do not have to bring the book to the computer to be scanned. All the numbers stored in the portable barcode reader can then be „downloaded‟ through a cable (included in the package).
Portable bar code readers can be bought outright or hired for one week, which is usually enough for most libraries. Please contact MLS for the prices and availability of portable bar code readers for sale or hire.
Once you have finished scanning the barcodes with your portable barcode reader, you will need to download the information into StockCheck. You should download after each scanning session.
From the main StockCheck screen click on the icon.
Follow the instructions on screen and then click OK.
Your data will then be downloaded into StockCheck. Once the download is complete click OK.
If you have scanned any barcodes which haven‟t been recognised in your StockCheck, you will be presented with a list. Click Copy to Clipboard to enable you to „paste‟ the list into a document i.e. word. Click OK to exit this screen.
Lists the barcodes it was unable to find in your
StockCheck
Click Copy to
Clipboard to enable you to paste the results into a document
Click OK to exit this screen
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From the menu bar at the top of the screen in Management click on Modules and then
StockCheck.
Click
Modules,
StockChec k
Highlight the StockCheck that you would like to edit and then click Edit on the right of the screen.
This will then take you into the main StockCheck screen.
Click Edit to edit the highlighted
StockCheck
Note: You can also delete an uncompleted StockCheck from this screen if it is no longer needed.
Highlight the StockCheck to be deleted and then click on Delete and then Yes.
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Please Note: Once you have completed a StockCheck, it is not possible to make any further changes; so be absolutely sure you have nothing further to do on the StockCheck before you
Complete.
Once you have finished entering the barcodes, you are ready to complete the StockCheck.
From the main StockCheck screen click on the icon.
By default any resources which you haven‟t checked in will be marked as „Missing‟ and placed in the resource Recycle Bin. If you have checked or scanned any resources which were previously placed in the resource recycle bin, these will be restored into the main Resource table.
If you wish to deselect any of these options, un tick the relevant option(s). When you are happy to proceed click Complete.
Your StockCheck is then finished.
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Once a StockCheck has been completed, it stays listed in the Tools, StockCheck screen for you to view when you wish. Highlight the StockCheck and click Edit on the right of the screen.
Highlight the
StockCheck and click Edit
You can view the list of checked, missing and all items in the StockCheck.
If you want to have a paper copy of each list, click the icon.
Click each tab to view and/or print the list of resources
Click the
Print icon to print a list of resources
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Chapter 19: Third Party Products
This chapter explains how third party products can be used in conjunction with Junior
Librarian.net.
The Accelerated Reader Quizzes section tells you how to import the quizzes you‟ve purchased from Renaissance Learning into Junior Librarian.net, and how to view the quiz list information.
Accelerated Reader (AR) is a daily progress monitoring software assessment in wide use by primary and secondary schools for monitoring the practice of reading, and it is created by
Renaissance Learning. Currently there are two versions: a desktop version and a web-based version (Renaissance Place).
Please Note: Renaissance Learning no longer support the desktop version of Accelerated Reader.
Because of this, Junior Librarian.net is only compatible with Renaissance Place.
Once a book has been read, the borrower has the option of taking a quiz. Junior Librarian.net doesn‟t store the Accelerated Reader quizzes; however it does give you a list of the books in your library which do have quizzes available.
Please Note: in order to use quizzes from Accelerated Reader, it is imperative that you have purchased these quizzes; they do not come as part of the package when purchased with Junior
Librarian.net, only the list of the books which have quizzes available are free. If there have been no quizzes purchased, no quizzes will be available.
To find out which of your books have quizzes, all you need to do is import the Accelerated Reader master quiz list into Junior Librarian.net.
The master quiz list is a list of all Accelerated Reader Quizzes provided by Renaissance Learning.
By importing this list into Junior Librarian.net, it adds the Accelerated Reader information to all of the books in your catalogue which have quizzes. You are then able to view a list of your books which have quizzes, and also search for books which have, for example, specific book levels.
Please contact MLS on 0161 449 9357 to obtain the latest master quiz list. Once you have the master quiz list, follow the instructions below.
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Make sure you are in the Resources screen.
Click on Tools and then Import from the menu bar at the top of the screen.
Click on Tools and then Import
Select Accelerated Reader
– Quiz List from the list of file types and then click Browse to browse to where your quiz list file is stored. Click Import.
Select this file type
Click Browse to select the location of the quiz list file
Once you‟ve clicked on Import, it will be added to the Schedule as a task.
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For more information on the Schedule, please see Chapter 11: Customising Junior
Librarian.net, section on Schedule.
Once the task has run click on
More… under the Page Views tab in the Resources screen.
Click More…
Under the System Page Views, highlight the Books with Quizzes view and then click on Select.
Highlight the Books
with Quizzes view
Click Select to show the highlighted view
The list of books which have quizzes is then shown along with the Book Level.
Shows the Book
Level
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From the Resources screen, click on
More… under the Page Views tab on the right of the screen.
Highlight and select the Books with Quizzes view from the list of page views. This will bring up all of the books in your catalogue which have Accelerated Reader quizzes.
Click on the Modules menu along the top of the Resources screen. Then Label Print / Labels.
In the Label Style box, make sure that
– Avery Mini Labels (L7651) is selected.
From the list of label types, highlight Renaissance Learning and then click on Run.
Select Avery – Mini
Laser Labels
Highlight Renaissance
Learning
Click Run
A Preview of the labels will then be shown. Click on the Printer icon to print the labels.
Click on the Printer icon to print
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Highlight the Books with Quizzes Page View, and click Copy. Enter the description and category as shown below. Please note, selecting the Enquiry category makes the view available to students on the Home Page; selecting the General category only makes the view available within
Management.
To modify the appearance of this view, select the newly created Books with Quizzes view beneath the Enquiry heading in the Page Views list. Once selected, click on Edit and navigate to the
Appearance tab.
Set the Font and Size of the view here
Choose the
Accelerate
d Reader icon
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Once all changes have been made click Save
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Once you are happy with the appearance of the page view, navigate to the Home Page and click on Search on the signpost.
Click on to bring up the Books with Quizzes view you have just created.
Click on the Books with Quizzes view.
All the resources with corresponding quizzes will be displayed. These resources are easily distinguishable by the Accelerated Reader icon, which is displayed in the bottom left hand corner.
Accelerated
Reader icon
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You can import resource records in MARC21 or UK MARC format.
Click Tools and then Import
Make sure you are in the Resources screen. From the menu bar at the top of the screen, click on
Tools and then Import.
Select Marc 21 from the list of file types and then click Browse to browse to where your quiz list file is stored. Click Import.
Select Marc 21
Click Browse to select the location of the marc file
Click Import to import resources
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The records will then be imported.
You can import resource records in MARC21 or UK MARC format.
Make sure you are in the Custom Catalogue screen by clicking on Database and then Custom
Catalogue.
Click Database and then Custom
Catalogue
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From the menu bar at the top of the screen click on Tools and then Import.
Click Tools and then Import
Select Marc 21 from the list of file types and then click Browse to browse to where your quiz list file is stored. Click Import.
Select Marc 21
The records will then be imported.
Click Browse to select the location of the marc file
Click Import to import resources
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LinksPlus is a comprehensive directory of the websites most frequently requested by learners when researching in the library.
To purchase LinksPlus you‟ll need to contact Carel Press either by email to [email protected]
or telephone 01228 538928.
Make sure you are in the Resources screen. From the menu bar at the top of the screen, click on
Tools and then Import.
Click Tools and then Import
Select Carel Press Links - Plus from the list of file types and then click Browse to browse to where your quiz list file is stored. Click Import.
Select Carel Press -
LinksPlus
Click Browse to select the location of the LinksPlus file
A message will then show, telling you how many records were imported.
Click Import to import the links
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ITV Signed Stories have made hundreds of children‟s stories available in British Sign Language, and in text, pictures and sound. They believe that the reading of books with a child is one of the most important and enjoyable ways of spending time together
With Signed Stories deaf children can watch and listen to wonderful books with their family, friends, or teachers; allowing them to share all the joy of stories together.
ITV Signed Stories are freely available to everyone on the internet, however Micro Librarian
Systems have integrated ITV Signed Stories with your Junior Librarian.net library system for easily accessible use in and around your school via SearchStar.
To import ITV Signed Stories simply go to Schedule / External Media.
Go to
Schedule
and External
Media
Tick both options displayed in the screen below, and click Schedule to begin the Signed Stories import now.
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To check the status of this task, click on Schedule and View Tasks
Once the download has completed successfully, navigate back to the Resources screen and click on More.... beneath the Page Views heading on the right hand toolbar.
Scroll through the available list of page views to find the newly created Signed Stories view beneath the SearchStar sub-heading.
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Simply by clicking on the Signed Stories icon wherever available
If the icon is greyed out, it means that that particular resource does not have a signed story linked to it.
To search specifically for Signed Stories click on Search and Views to locate the view containing all resources with Signed Stories
Please note; this page view is created as described through Grown Ups
By clicking on the pair of sign hands, the story will launch onto the computer screen, as shown below.
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Junior Librarian.net is now compatible with Text Message alerts. This allows the sending of Text
Messages to borrowers regarding their loans. Text Message Alerts will then send reminders to your Borrowers via text messages, reminding them of over-dues; outstanding balances and
reservations. Text Message Alerts work through third party companies. MLS are currently partners with Truancy Call.
In order to use this service, please go to the following website to set up a free account. (Please
note: Although the account is free, you will be charged a fee per text message sent. Please discuss this fee with Truancy Call.)
Once you have set up an account with Truancy Call, you will be sent an email containing your username and password for the truancy call service. Once you receive this email, log into Junior
Librarian.net and access the Grown Ups area. Navigate to Settings / Module Settings / SMS
Settings.
Click on Settings
/ Module
Settings / SMS
Settings
Use the Forms tab to choose Truancy Call
– SMS Provider from the Select SMS Provider drop down list. Tick the boxes to enable the relevant SMS options; e.g. SMS Reminders and SMS
statements. And choose a display name that the messages should appear to be from; in this example the default value Library has been chosen.
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The billing tab allows the choice of whether the Borrowers should be billed for receiving SMS
Messages. Simply place a tick in the Charge borrower for sent SMS if Borrowers should be charged; or leave blank if this is not required.
If Borrowers are to be charged, then the charges and maximum cost need to be set in the Charge
per text message and Maximum message cost boxes.
The Housekeeping tab is used to set preferences for truncating the SMS log. This means deleting entries in the log which are older than a certain amount of days. The default is set to 365.
The Define sending limits tab is used to define between which hours SMS Messages will be sent to Borrowers. This is in place so that Borrowers don‟t receive text messages from the library in the middle of the night. When setting these times, remember to give the server enough time to go through all the SMS messages that need to be sent.
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Lastly, enter the SMS account settings which were provided from Truancy Call when the account was setup. Without these settings SMS Messages will not work in the Junior Librarian.net software.
Once all these settings have been entered correctly, click Save.
In order for SMS messages to be sent to borrowers, they need to have their Mobile Numbers entered into the borrower record. These numbers have to be entered in a specific format, with the leading
„0‟ replaced with a „44‟. E.g. 07123456789 would become 447123456789, they must also contain only numeric characters with no spaces.
Enter the Mobile
Number into the
Mobile field
If assistance is required in changing the format of mobile numbers in Junior Librarian.net please contact the MLS Help Desk .
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Go to Settings / Module Settings / SMS Settings. On the Forms tab, select the options for which you would like Text Message Alerts to be sent. In the example below, Enable SMS Reminders and Enable SMS Statements have been chosen.
Click Save
Next you need to ensure that the layout for SMS Reminders is set out as you require it to be.
Navigate to Tools / Edit Reminders.
Select Reminder 1 and click Edit.
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Click on the SMS tab; shown below is the default format for a Text Message Reminder. Please modify as you see fit. Note the approximate length of the message is detailed on the top right hand corner; this length is only approximate because the actual data replacing the values (i.e. resource title) may be longer than the value itself, thus resulting in additional text messages being sent.
Insert Fields;
Date; Time here
Approximate message length shown here
Type any additional text in here
Information on text message length
Click Save
Do the same for all other Reminders (Reminder2; Reminder3; Reminder4).
Before setting up the SMS Scheduled Task, ensure that your Reminders Scheduled Task and
Statements Scheduled Task are set up correctly. For further information see the Schedule section in Chapter 11: Customizing Junior Librarian.net.
To set up the SMS Scheduled Task go to Schedule / SMS; tick the SMS Reminders box and the
Run Now box if required. Click Schedule.
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Once scheduled, SMS Reminders will show as a scheduled task within the Schedule / View
Tasks page.
To schedule this task to run on a regular basis, highlight the task and click on
Modify settings as required, and click Save when complete.
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To run SMS
Reminders once a week, change
Interval Type to
Week and ensure
Interval Period is set to 1
Set required
Start Date and
Start Time
Click Save
View the SMS Log by navigating to Database / Logs / SMS, as shown below
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This will display a list of SMS messages with the status of each along side.
Status:
Pending
– Junior Librarian.net is waiting to send message
Sent
– Junior Librarian.net has sent the message to Truancy Call
Delivered
– Truancy Call have marked the message as sent
Failed
– Message failed to Send / Deliver
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ClickView is a 3 rd
party software solution designed to assist learning in the classroom by providing a simple and complete solution for watching digital video and other digital media within a school.
ClickView allows teachers and Borrowers free access to all of the digital video resources in the
ClickView library from any computer in the school removing the possibility of restrictions due to the availability of AV equipment.
Junior Librarian.net software can now provide links to the videos from the Home Page simply by importing the ClickView data into Junior Librarian.net.
For more information on ClickView please visit the following link: http://www.ClickView.co.uk/
Log into Junior Librarian.net and enter the Grown Ups area. Go to Tools / Import, as shown below
Select ClickView from the File Type list, and click on Browse to browse to the location of the
ClickView file you need to import. This file is usually available from the following location:
[ClickView Server] c:\Program Files\ClickView\ClickView Library\ClickViewDataFeed.xml
Once this file has successfully been located, click on Import to begin the import.
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The below notification box will then display, informing that the import has been scheduled to run.
To check on the status of the import, navigate to Schedule / View Tasks.
The best way to find and play a video, if you know what you are looking for, is to search for it.
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On the Home Page click on the Search option on the signpost.
This will take you to the Search box, click on the Views button to display page views available for searching. See Page Views section in Chapter 11: Customising Junior Librarian.net for further information.
Click on the ClickView page view displayed above, which will navigate you to all available
ClickView videos.
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Enter your search criteria in the Search box as displayed below.
Turn off all other media types in the Filter area by clicking on them, in order for just ClickView media types to be displayed.
Simply click on the resource and Go to Site to start playing the video.
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The public link to your chat has been updated. You may view and manage your chat links after registration here.
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Cataloguing resources
Managing borrowers
Issuing and returning books
Setting restrictions
Managing loans
Making reservations
Writing reviews
Maintaining the library
Customising Junior Librarian.net
Security
To issue a resource, you need to open the Circulate module and follow the on-screen instructions. You will need to scan the barcode of the resource and the borrower's card.
To return a resource, you need to open the Circulate module and follow the on-screen instructions. You will need to scan the barcode of the resource and the borrower's card.
To renew a resource, you need to open the Circulate module and follow the on-screen instructions. You will need to scan the barcode of the resource and the borrower's card.
What is the procedure after scanning the barcode label inside a book?
After scanning the barcode label inside a book, scan the student’s barcode label or have the student place their finger on the IdentiKit (if purchased). If they already have this book on loan, it will be returned. Otherwise, the book will be issued to them.
How to set the number of loans per account and disable borrowing overrides?
To set borrowing limits, create Borrower Restriction Groups in Settings > Restrictions and assign resource allowances. To disable borrowing overrides, go to Settings > Junior Librarian and toggle the option 'Allow a reference item to be issued'.
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