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Circulation
Contents
This section provides information on procedures for borrowing resources from the library using an automated system.
Borrower details
Before any resources can be borrowed, information or data about borrowers needs to entered onto the library system and matched with a barcode or other unique identifier, e.g. version of their name, or their Personal Identification Number (PIN). These identifiers are matched to numbers allocated to resources when borrowing items. There are three ways in which details can be entered: manually, downloaded from the school administration system, or, downloaded by the software supplier from another database.
Borrower details should be maintained on a regular basis to ensure that the library system contains up-to-date details.
This involves adding new borrowers, deleting borrowers who have left the school and updating borrower information such as change of address, change of year group or change of class group. Downloading from a school administration system will automatically ensure that this data is up-to-date. Schools without such a facility will need to manually
enter the changes each year. For specific information, refer to your library system manual.
To delete borrowers follow the directions contained in your library system manual. Borrowers should not be deleted if they have resources on loan but the library system usually prevents this from occurring.
Borrower parameters
Schools may tailor the circulation system to meet the specific needs of the
school. These parameters are initially set before the library system is installed but may
be altered at a later stage. They should be based on policy developed in
consultation with the principal and school staff to establish borrower privileges. The number of resources available should also be considered.
Following are the main points to consider when setting borrowing parameters.
- Loan period
You will need to specify the length of time allowed for borrowing resources. This may vary widely among types of borrowers and the types of materials.
- Number of loans allowed
The number of loans allowed for each borrower type is the total number of items,
not the number that the borrower may borrow per visit.
- Number of reservations allowed
The number of reservations allowed for each borrower type is the total number
of items that a student is allowed to reserve.
- Final date of borrowing
The final date of borrowing indicates the last due date in the term or calendar
year for borrowers within this borrower type.
- During circulation the system will calculate the loan period for resources
according to the borrowing privileges for each borrower.
These parameters are not set in concrete and can be changed as the school's needs change. Schools should discuss alterations to the parameters with the software supplier before implementing changes.
Borrowing resources
The student/staff member selects a resource and takes it to the circulation desk with their identity card (if in use).
The borrower's barcode, PIN or short name is entered into the library system and the barcode of the resource is added to the borrower's record. When a whole class comes to the library for borrowing, the returns
need to be checked in before borrowing commences.
- Using barcodes
Barcodes may be attached to class lists or individual cards. Class lists of students can have barcodes attached adjacent to each name.These lists can be placed inside plastic sheets and stored in ring binders at
the issue desk. Individual student cards are used with commercial barcodes attached. These
may be given to students or stored in at the circulation desk. For primary schools it is recommended that these cards are stored in the library.
- Using an alpha code/student name (short name)
This is generated by the school administration system program or may be added
to the patron details.
- Using a PIN
This is generated by the software program. Class lists can be generated to provide both the PIN and the short name.
Photocopies can be made of the barcodes so that cards can be given to students
but a list of these barcodes is always available at the issue desk.
Loan periods for staff and students should be decided in consultation with the
principal, resource centre staff and teaching staff. Due to the ease in locating
needed resources with the library system, consideration can be given to allowing
a greater number of resources to be borrowed over longer periods without disadvantaging
other students.
- Bulk Loans
Teachers may borrow a number of items which they consider suitable for work
in their classrooms. Students could be involved in the selection of materials.
For specific information concerning the procedure for your library system refer
to the library system manual.
Resources requiring special consideration
Materials such as pamphlets, sheets of paper, etc. that will be stored away from the shelves and periodicals that are available as separate issues may need to made available differently from other resources.
- The vertical file
A series of numbered and barcoded envelopes or folders should be organised for
lending ephemeral material. A skeleton record for the envelopes or folders with
the title Vertical File Material or Bulk Loan is entered on the database and
each envelope or folder is added as an individual copy with its own barcode. These
envelopes or folders are now available for use.
To borrow material the student selects pamphlets/articles and moves to the circulation desk. The library staff member may wish to record, in short form, the contents of the envelope on the library system, or may record the number of
items borrowed in each envelope.
NB: The bulk loan function may alternatively be used for vertical file
material. This allows for individual titles of materials to be listed.
- Periodicals
Student/teacher access to periodicals should be determined according to the
circulation policy in place.
Catalogue records are provided for periodicals as ongoing publications. If you want to provide access to individual issues some mechanism for loaning each issue will need to be developed. For example, you might consider creating skeleton records on your library system.
Overdues
A policy regarding overdue materials is a collaborative decision made by the
staff. Points to consider include time spent on overdue follow up, and methods of dealing with overdues.
One suggestion is to make one manila folder per class and print overdues on a regular (not necessarily weekly) basis, place each class list within its respective folder. You can then send the folder to the class/form teacher to inform students. This is best done on the day before the class is booked into the Library Resource Centre.
Individual letters can be printed by the system and sent to parents/guardians
if there is a school policy concerning this strategy.
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