Evergreen 3.14 Copyright (symbol) 2025 BC Libraries Cooperative Last Updated April 7, 2025 New Features New Features in Sitka’s Evergreen 3.14 Playlist

New Colour Mode Setting that enables users to use light or dark mode. Keyboard shortcuts now display in the main menus. Changes to grid display and functionality in multiple interfaces. Option to Print Selected Rows available in interfaces with the newer function bar.

Updated Pull List for Hold Requests with new filters. Improved functionality for circulating items with deposits.

Redesigned and updated interface for the Enhanced MARC Editor. Redesigned and updated interface for Importing via Z39.50. Redesigned and updated interface for Record Buckets. The MARC Importer now include a background import option.

A new option to Hide/Show facets. Facet once again have the option to show More. New options for Search Preferences Record Buckets have been integrated further into the search results display. Staff without permission to edit items will no longer see the Edit link in the Item Table. The Quick Receive option for serials has been restored. The Clear Added Content Cache option for records has been restored. In the record details, the Patron View button will now open to your public catalogue. This can be customized for libraries using a discovery layer.

The Library Information page now displays your upcoming closures entered in the Closed Dates Editor. The patron self registration form now includes validation and has new library settings to control the display of two of the fields in the form. Patrons are now able to update their preferred name through My Account.

A new course reserves specific filter available in both the staff catalogue and public catalogue. This allows staff and patrons to search for items attached or not attached to a course list. The appearance of this in the staff catalogue is controlled by a search preference.

All existing Reporter interfaces, except for the actual report output, have been reimplemented using Angular to match the rest of the staff client. To ensure templates work in the updated reporter we will be replacing the shared templates. All templates in the Sitka templates folder will be new. Core templates will be available on April 7th and additional templates will be added in the weeks following. Field display order and output sort order are now separated, and can be controlled independently. Nullability has been simplified, presenting the template creator with a choice between INNER join (linked required on both tables) and LEFT join (only the “parent” table is required to have a contributing row). Can see the list of Reports that make use of a Template, and the list of Outputs that are generated from a Report Security improvement - restricted access to report output. Staff with reporter permissions are only able to view reports they have run, folders they own & folders that are shared with them. This means that any reporter output you wish to share with other staff must be stored in shared output folders. This is the case even if staff have the “View Output” permission and get the email link sent to them.

This manual was published April 7, 2025. BC Libraries Cooperative acknowledges the official documentation for Evergreen which is written and maintained by the Documentation Interest Group (DIG) for their contribution to this manual.

BC Libraries Cooperative Website Evergreen Website The BC Libraries Cooperative website (https://bc.libraries.coop/support/sitka/) provides information about the implementation of Evergreen in BC, Manitoba, and Ontario including Sitka documentation, and Sitka policy and governance documents. See the Evergreen site (http://evergreen-ils.org/) for information about Evergreen for all audiences, not specific to Sitka. Includes links to the Evergreen blog, the software development roadmap, and general documentation.

Sitka Resources Sitka’s Evergreen Policy & Best Practices Manual contains policy and best-practice documents supporting Sitka’s consortial installation of the Evergreen integrated library system (ILS). Sitka’s Evergreen Acquisitions Documentation contains documentation on how to use the Acquisitions module in Sitka’s Evergreen. The Acquisitions module is an add-on service with additional costs. Library Catalogue Help is patron facing documenation on how to use the public catalogue. The Help link in the footer of the public catalogue links to this documentation. Getting Started is a site intended for new staff at Sitka libraries. It highlights basic functions in the different module in Evergreen and includes practice exercises. Welcome to the BC Libraries Cooperative is a site intended for new administrators at Sitka libraries. It highlights information relevant to administrators including how to manage staff accounts, patron notifications, your public catalogue, and annual statistics. It also gives an overview of Interlibrary Connect and integrating Evergreen with 3rd party products. BC Libraries Cooperative YouTube Channel includes short snippet and longer training videos on how to use the features and functions of Sitka’s Evergreen. It also includes recordings of the continuing training webinars. Sitka’s Training Server is available to all Sitka libraries and can be used for training new staff and exploring features your library doesn’t currently use.

We encourage Sitka sites to share locally produced Evergreen documentation with the wider Sitka community. If you have any guides, tutorials, or tip sheets to share please contact Co-op Support.

Mailing Lists Join the Sitka Group on the BC Libraries Cooperative website where current member libraries discuss Sitka’s implementation of Evergreen. Library directors and managers can contact Co-op Support to request BC Libraries Cooperative accounts for their staff. Any library specific questions that include patron information should be directed to Co-op Support. Evergreen Mailing Lists http://evergreen-ils.org/communicate/mailing-lists/ Multiple lists for discussions of Evergreen inclding general, acquisitions, cataloguing, and circulation.

Co-op Support BC Libraries Cooperative Support Emergency Support Support Requests The Co-op Support team strives to respond to new requests within 24 hours, excluding weekends. To manage requests (also referred to as tickets) the Support team uses ticket tracking software called Request Tracker (RT).

There are four ways to contact Co-op Support for regular Evergreen support: Request Tracker Interface. Submit and track requests with RT Self Service. After logging in you may use the form to create new tickets, track the progress of open tickets, or review issues that have been resolved. More information can be found in . Email. Send questions to the support email address. Requests submitted by email generate RT tickets and can also be viewed online by logging in to RT Self Service. Online Contact Form. Send questions to Co-op Support through the contact form on the BC Libraries Cooperative website. Requests submitted through the contact form generate RT tickets and can also be viewed online by logging in to RT Self Service. Phone. Telephone support is available 9:00 AM to 4:00 PM Pacific Time, Monday to Friday. Call our toll free number during regular hours to speak with support staff or leave a message. To protect our staff we do not accept anonymous calls so please ensure your caller ID is not blocked. The Co-op Support toll free number can be found on the Sitka Support page. This information is also given to libraries during migration.

Emergency support is available outside of regular support hours. If you are unable to connect to the Evergreen server, your LibPress site is down, or patron authentication via SIP or PatronAPI is down call our toll free support number and select option 9 to connect to an on-call tech.

Submitting Support Tickets (5:47) Thorough and consistent reporting makes it easier for Co-op Support to respond to your requests. Report problems as they occur. Prompt reporting may help us catch a problem before it affects other patrons, respond quickly to issues that impact multiple libraries, or save you time if there is an easy solution. Please report issues as soon as is convenient. One issue per request. Please submit one issue at a time. Emails generate tickets in RT which are assigned to support team members. Reporting each question separately helps us assign, classify, and prioritize tickets more efficiently. Contact information. We strive to offer friendly, personalized service. Please include your name, your library, and use an email address where we can reach you directly. Descriptive subject. To make tickets easier to identify in RT please provide as descriptive a subject as possible. Example of a descriptive subject line: Circ+Full Cat login unable to edit item record Example of a non-descriptive subject line: Editing question What, where, when, how? Be specific about what you were doing in Evergreen, what results you obtained versus what you expected, and the steps required to reproduce the problem. If you cannot reproduce the problem exactly please describe the circumstances in which it occurred and the symptoms observed, including relevant patron and item barcodes. Include error messages. If the problem caused any OPAC or staff client error messages please copy and paste error text or attach screenshots when possible. See for guidelines. Include example barcodes and IDs. A problem in circulation? Make sure you include the patron and/or item barcodes that were in use when the problem occurred. Cataloguing issues? Make sure you include the item barcode and/or the record ISBN/ISSN or record ID where the problem occurred. Do NOT send passwords. Co-op Support will never ask for patron or staff passwords. Include report output URLs. If you’re reporting an issue or question related to a specific report you’ve run make sure you include the link to the report output so that Support view it. Troubleshooting. Spare yourself a boring or obvious email from the Support Team: tell us what steps you have already taken to try and resolve the problem.

When submitting files to Co-op Support please follow the guidelines below: Submit images as a .jpg or .png. The best file formats in which to save screenshots are .png and .jpg. These files are easily accessed by Sitka Support and are unlikely to contain viruses. Submit plain text files (.txt) for text changes to things such as email notification wording. Do not submit .doc or .docx unless absolutely necessary. Files saved as .doc or.docx require additional software to open them and have a higher potential for carrying viruses.

RT Request Tracker >> RT Each library has one account to access RT. Under this account staff are able to see all the tickets associated with their library. Not sure what the username and password is for your library’s account? Contact Co-op Support to find out.

You can login on the RT website https://support.libraries.coop/rt/ The Self Service home page displays current tickets submitted by email or in RT. To re-open a closed ticket simply add a new reply. This will change the status to open and alert Co-op Support that more attention is required.

Evergreen Staff Client Sitka’s Evergreen web client is only supported in Chrome. You must use Chrome to log in to Evergreen. The web client is responsive to device and to screen size, and can look different on different devices. The URL to log into the staff client is https://catalogue.libraries.coop/eg/staff/ images/intro/accessing-evergreen-1.png

Logging In The URL to log into the staff client is https://catalogue.libraries.coop/eg/staff/ Enter your username and password. Verify that the correct workstation is selected and click Sign In. If there is no workstation registered you will need to register a workstation. See . images/intro/login-1.png If your staff account lacks a working location, Evergreen blocks the login and prompts for a working location. See for information on how local system administrators can assign a working location. images/intro/login-2.png If your account has a working location and you cannot login try the following: Use the visibility toggle to see your password and confirm it is correct. Double check that you are using your username and not your barcode. Your barcode cannot be used to log into the staff client unless your username is your barcode. Have your local system administrator check that your account has not expired. Have your local system administrator check that your account has a working location.

Logging Out Click the menu button in the upper right-hand corner. Select Log Out from the drop down menu. images/intro/logout-1.png You will be prompted to confirm you wish to log out. Click Confirm to complete your log out. Closing all browser windows will automatically log you out of the web client. If you only close the tab where the web client is loaded, you will remain logged in.

Change Operator Click the menu button in the upper right-hand corner. Select Change Operator from the drop down menu. images/intro/change-operator-1.png Enter the username and password for the staff account you would like to switch to. Choose a login type from the drop down menu. Temporary - The new operator will be automatically logged out after a set period of time. Staff - The new operator will remain until the user selects Restore Operator from the Menu. Persistent - The new operator will replace the original operator. images/intro/change-operator-2.png Click OK/Continue

Workstation Registration RegisteringWorkstation Workstation Sitka Snippet Video - Register Workstation (2:06) Every computer used with Sitka’s Evergreen for staff functions must have at least one registered workstation. Staff will be prompted to register a workstation if: this is the first time the computer/browser has been used with Sitka’s Evergreen. they are logging into a different server, such as Co-op Support’s training server. the cookies for the browser have been cleared. Only local system administrator staff accounts can register workstations. Navigate to the web client log in page. The URL to log into the staff client is https://catalogue.libraries.coop/eg/staff/ Enter a local system administrator username and password. Click Sign In images/intro/register-workstation-1.png You will be prompted to register a workstation. Choose your library short code from the drop down menu. images/intro/register-workstation-2.png Enter a unique workstation name. Your workstation settings and preferences are stored on Sitka’s Evergreen server with your workstation name. If you are re-registering a workstation you should use the original workstation’s name or you will lose your stored workstation settings and preferences. Click Register. images/intro/register-workstation-3.png The new workstation is listed in the Workstations Registered With This Browser menu. Click Use Now to return to the login page. images/intro/register-workstation-4.png Your newly registered workstation should be selected by default on the login page. images/intro/register-workstation-5.png You can now use any library staff account to log into Evergreen. Library administrators at multi-branch libraries may wish to register multiple workstations for certain computers/browsers. See for information on how this can be done.

Keyboard Navigation Keyboard Shortcuts Staff can use the following navigation bar functions to navigate Evergreen. Use the Tab key to move between the top-level menu items. Press Enter, Space, or the down arrow on a top-level item to open its submenu. Pressing Esc will close it. Shift-tab from the first submenu item back to the top level, and use Enter or Space to toggle the button again and close the submenu. Within the submenu, use either Tab and Shift-Tab to move up and down, or the up/down arrow keys. Staff can also use the following keyboard shortcuts to navigate Evergreen. Key Function CTRL+H Display Keyboard Shortcut List F1 Check Out F2 Check In F3 Search the Catalogue F4 Search for Patrons F5 Item Status F6 Record In-House Use F8 Retrieve Last Patron F9 Reprint Last Receipt SHIFT+F1 Register Patron SHIFT+F2 Capture Holds SHIFT+F3 Retrieve Bib Record by TCN SHIFT+F8 Retrieve Last Bib Record CTRL+F2 Renew Items CTRL+F3 Create New MARC Record The keyboard shortcut list can be access from the menu in the upper right-hand corner. images/intro/keyboard-navigation-1.png The shortcuts also display in the menus beside the associated options. images/intro/keyboard-navigation-2.png

Hatch Hatch is an optional installable program that works with your browser to manage complex printing needs, such as printing to different printers under different circumstances. Install Java Runtime Environment (JRE). Windows only requires a JRE to run Hatch, not a full JDK. Download and install JRE version 1.8 or higher from java. Install Hatch Download the executable file from Hatch and refer to the Installation Instructions Install Chrome extension. If the extension was not installed automatically when installing Hatch you can get it directly in the browser from the Chrome App Store Chrome App Store

Log into Evergreen as LSA. Click Administration → Workstation. Click Print Service (Hatch) Make sure that you see that Hatch is available. Select Use Hatch For Printing . Log out. Print preferences will now be stored in Hatch. Refer to to configure printer settings. Refer to if you are having issues with Hatch.

Configuration

Colour ModeConfiguration Configuration The Evergreen staff client can be used in light mode or dark mode. By default, Evergreen will use the colour mode setting from your operating system. However, you can manually switch from Auto to Light or Dark using the Colour Mode menu. images/intro/colour-mode-1.png images/intro/colour-mode-2.png

GridsConfiguration Configuration Throughout Evergreen tables, also called grids, are used to display information. All grids can be navigated and modified using the same buttons, even if the available buttons or options might change between grids. Some grids allow you to perform actions on items selected in the grid.

Function BarConfiguration Configuration The function bar can be found throughout Evergreen and enables you to work with the grids to page through pages, adjust the number of rows displaying, access the Actions menu, and manage your columns and Actions menus. The function bar currently comes in two styles with similar functionality. Eventually all interfaces in the staff client will use the second function bar pictured below. images/intro/function-bar-1.png images/intro/function-bar-2.png Page through pages Actions Menu Adjust number of rows Jump to page Show Grid Options menu Text wrap

To perform actions, you must first select items in the grid. Select items by checking the checkbox on the left side of the item’s row. You may select all items on the current page of a grid by checking the checkbox at the top of the grid. Then select the Actions button and choose an action. The available actions will depend on which interface you are currently using. Selecting the checkbox at the top of the grid will only select items on the current page. To select more items, you may navigate to other pages and make additional selections, or change the number of rows that appear on each page.

Grid OptionsConfiguration Configuration The Grid Options menu can be accessed from the Function Bar by clicking on the gear symbol. images/intro/grid-options-1.png Some options in the menu and the resulting screens will differ depending on the version of the function bar. Display Columns Column Width Reset Columns Column Selections Manage Actions Menu Save Grid Settings Print Full Grid Print Selected Rows Download Full CSV Sorting Filters

ColumnsConfiguration Configuration Library staff can customize what columns display, and how they display, in the grid for interfaces in the staff client using the Manage Columns option in the Grid Options. Available configuration options are: Visible: Whether a column is visible or hidden. Align: Whether the contents of the column aligns left, centre, or right. By default, text aligns left and numbers align right. Width (Characters): What the width of a column is. Sort Priority: What order the data is sorted by default when displayed in the grid. Move: What order the columns display in. Columns can also be manually dragged and dropped when viewing the grid. images/intro/grid-display-columns-1.png

The width of columns can be adjusted for the grids. The method to do so depends on the version of the function bar. In newer interfaces, you can use your cursor to drag the edges of the columns to expand or shrink them. You can also set a width, measured in characters, by selecting Manage Columns from the Grid Options menu. You can then enter a value in the Width (Characters) field for the applicable column. images/intro/grid-column-width-1.png In older interfaces, you can select Manage Column Widths from the Grid Options menu and then click Expand or Shrink to adjust the column sizes. images/intro/grid-column-width-2.png

The column display can be reset to its defaults using the Reset Columns option in the Grid Options. This does not affect your saved settings.

All available columns for the interface are listed at the bottom of the Grid Options menu. In newer interfaces, visible columns have a blue box next to them. Hidden columns have a white box next to them. To toggle the visibility of a column, select the column name in the menu. The change is applied to the grid and the menu remains open. In older interfaces, visible columns have a green check next to them. Hidden columns have a yellow x next to them. To toggle the visibility of a column, select the column name in the menu. The menu closes and the change is applied. images/intro/grid-column-selection-1.png

Manage Actions Menu Actions MenuConfiguration Configuration The newer function bar includes the Manage Actions Menu option. Click on the Show Grid Options (gear icon) menu. Select Manage Actions Menu. images/intro/grid-manage-action-menu-1.png Make required changes and click Close. images/intro/grid-manage-action-menu-2.png Click on the Show Grid Options (gear icon) menu again. Select Save Grid Settings. images/intro/grid-manage-action-menu-3.png

Changes made to a grid through the grid options are temporary and the display of the grid will revert to its previous settings the next time it’s viewed unless the grid settings are saved. Click on the Show Grid Options (gear icon) menu. Click Save Grid Settings. images/intro/grid-manage-action-menu-3.png When saved, grid options are saved for the particular workstation. If you need to re-register your workstation you should use the original workstation’s name or you will need to re-set all your grid settings across the staff client.

Printing The Print Full Grid option available on the Grid Options menu (Gear Icon) will open a print dialogue and allow you to print the list which will include all the columns currently visible on the screen. images/circ/print-hold-pull-list-2.png The printed list will only include the items currently displaying on the screen.

Printing The Print Selected Rows option available on the Grid Options menu (Gear Icon) will open a print dialogue and allow you to print the selected rows as a list which will include all the columns currently visible on the screen. images/circ/print-hold-pull-list-3.png The printed list will only include the items currently displaying on the screen.

Downloading The Download Full CSV option available on the Grid Options menu (Gear Icon) will download a CSV file which will include all the columns currently visible on the screen. images/circ/download-hold-pull-list-1.png The downloaded list will only include the items currently displaying on the screen.

SortingConfiguration Configuration Some grids allow you to sort the grid by column. If this is possible, the column headings will be blue and underlined. To sort the grid by a given column in ascending order (0-9, a-z), select the column heading. An up arrow will appear in the selected column heading. The grid will be sorted automatically. To sort the grid by a given column in descending order (z-a, 0-9), select the same column heading twice. A down arrow will appear in the selected column heading. The grid will be sorted automatically. To remove your sorting selections, refresh the page. This may erase your other grid selections.

FiltersConfiguration Configuration Some interfaces include filters in the grid that enable staff to filter the available rows in the grid. images/intro/filters-1.png Depending on the data in the field the filters will either allow you to filter on Any/Yes/No or the text values. images/intro/filters-2.png images/intro/filters-3.png When a column is filtered, it will display with a pencil icon. Clicking on that icon enables you to change the value of the filter. Filters can be removed individually per column by clearing the filter, or, all filters can be removed at once using the Remove Filters button. images/intro/filters-4.png Some interfaces, such as the Shelving Location Editor, have default filters applied. The Shelving Location Editor has the filter for Is Deleted set to No so that deleted shelving locations do not display by default. images/intro/filters-5.png

Library SelectorConfiguration Configuration Some interfaces include a library selector that enables staff to set the scope for the interface. There are currently several styles of the library selector. The library selector in newer interfaces shows the full names of the library if full names are enabled. Where applicable, Ancestor and Descendants checkboxes are included. Multi-branch libraries can set the library to their system and then check the Descendants checkbox to include all of their branches. images/intro/library-selector-1.png The library selector in older interfaces only shows the library shortcode. This older style of library selector will be phased out as future updates to Evergreen replace the older interfaces. images/intro/library-selector-2.png

Workstation Administration Workstation specific information can be set by going to Administration → Workstation. Here staff can: register additional workstations configure printer settings customize receipt printer templates view and remove stored preferences view information about Hatch run latency tests disable and test sounds for the staff client set the library selector to include the full name of libraries Staff should not use the search preferences settings found in Workstation Administration. Instead, search preferences should be set from within the staff catalogue. See .

To ensure that staff can easily get to the web client portal page on login without additional steps, you can set the browser’s home page to default to the web client. Click Menu. (three vertical dots in the upper-right corner). images/intro/browser1.png Click Settings. In the On startup section, select Open a specific page or set of pages. images/intro/homepage1.png Click Add a new page. Site URL: https://catalogue.libraries.coop/eg/staff/. Click Add. images/intro/homepage2.png

BrowserBookmarks Bookmarks BrowserKeyboard Shortcuts Keyboard Shortcuts Keyboard Navigation

Sitka Snippet Video - Bookmark Toolbar (3:44) The web client allows you to bookmark the pages that you use the most, and to use your browser’s existing functionality to build your own custom toolbars and even to use browser profiles for different activities. Google Chrome Help - Create, view & edit bookmarks

As the staff client is loaded in a web browser, library staff can use browser-based tab controls and keyboard shortcuts to help with navigation. Below are some tips for browser navigation that can be used in Chrome on Windows PCs. Use CTRL+T or click the browser’s new tab button to open a new tab. Use CTRL+W or click the x in the tab to close the tab. Undo closing a tab by hitting CTRL+Shift+Tab. Use CTRL+F5 or click the Refresh button to refresh the tab. To open a link from the web client in a new tab, CTRL+click the link or right-click the link and select Open Link in New Tab. Using this method, you can also open options from the web client’s dropdown menus in a new tab Navigate from one tab to another using CTRL+Tab on the keyboard.

Some users may want to automatically open the web client’s portal page in a new tab. Chrome will not open your home page by default when you open a new tab. However, optional add-ons will allow you to set the browsers to automatically open the home page whenever open opening a new tab. These add-ons may be useful for those libraries that want the new tab to open to the web client portal page.

BrowserConfiguration Configuration

Click Menu. images/intro/browser1.png Click Help. Click About Google Chrome. You should see a message saying Google Chrome is up to date.

BrowserPop-ups Pop-ups Your browser must allow pop-ups from https://catalogue.libraries.coop or you will see a small icon or message when a pop-up is triggered. images/intro/popup.png Click Menu. images/intro/browserpopup.png Click Settings. Click Privacy and Security on left side of screen. Scroll down and click Site settings. Scroll down to Content and click on Pop ups and redirects. images/intro/browser2.png Under Customised behaviors click Add beside Allowed to send pop-ups and use redirects . Site: https://catalogue.libraries.coop. Click Add. images/intro/popupallow.png

BrowserCookies Cookies Click Menu. images/intro/browser1.png Click Settings. Select Privacy and security from the left hand side. Click Third-Party cookies. Under General Settings make sure Block third-party cookies in Incognito is selected. Click Add beside Sites allowed to use third-party cookies. images/intro/cookies-1.png Enter catalogue.libraries.coop and click Add. images/intro/cookies-2.png

If you have cookies enabled in your browser, but they are disappearing, check your computer’s security or antivirus software to see if it may be deleting your cookies on a regular basis.

BrowserAutofill Autofill Click Menu. images/intro/browser1.png Click Settings. Select Autofill and passwords from the left hand side. Click Addresses and more. Turn off Save and fill addresses. images/intro/autofill.png

BrowserTroubleshooting Troubleshooting

BrowserConsole Messages Console Messages If you are encountering issues in Evergreen please check the browser console and send any error messages that appear to Co-op Support. Click Menu. images/intro/browser1.png Select More Tools. Select Developer Tools. (This will open a pane on the right-side of your browser.) Select the Console tab if it is not opened by default. Change the Default levels dropdown to be sure that Verbose is checked. Either take a screenshot or copy and paste the text that appears in the console when you see the errors occurring. Be sure to include any of the errors that display in red. In Chrome, click Menu. Select More tools. Select Extensions. Check the box at the top of the screen that says Developer Mode. Scroll down to Hatch Native Messenger. Click on the link that says background page. (This will open a new window.) Select the Console tab. Change the Default levels dropdown to be sure that Verbose is checked. Either take a screenshot or copy and paste the text that appears in the console when you see the errors occurring. Be sure to include any of the errors that display in red. Please read before submitting your ticket.

BrowserCache Cache Click Menu. images/intro/browser1.png Click Settings. Select Delete browsing data. Set Time Range to All time. Check the box next to Cached images and files . Click Delete data. images/intro/clearcache.png

BrowserCookies Cookies If you log in and see a blank page with the green bar across the top, but nothing else will load, you may need to clear your browser’s cache and cookies. Clearing the cookies will clear all workstations registered to the browser; this clears all workstation settings. Co-op Support recommends writing down your workstation name before clearing cookies so that you can register with the same workstation name which will preserve your workstation settings. Click Menu. images/intro/browser1.png Click Settings. Select Delete browsing data. Set Time Range to All time. Check the boxes next to Cookies and other site data and Cached images and files . Click Delete data. images/intro/clear-cookies-1.png Return to https://catalogue.libraries.coop/eg/staff You will need to register a workstation. See .

BrowserSettings Settings If you still see a blank page with the green bar across after clearing your cookies the next step is to reset your settings for Chrome. Click Menu. images/intro/browser1.png Click Settings. Click Reset Settings from the left hand side. Click Restore settings to their original defaults. Click Reset settings. Return to https://catalogue.libraries.coop/eg/staff

BrowserOffline Database Offline Database If you still see a blank page with the green bar across after clearing your cookies and resetting your settings the next step is to delete the offline database. Navigate to https://catalogue.libraries.coop/eg/staff Click Menu. images/intro/browser1.png Click More tools. Click Developer tools. Switch to the Application tab (you may need to click on the double arrow so see all the tabs). Expand the Indexed DB section. Click on the offline - https://catalogue.libraries.coop section. Click the Delete database button. Click the X in the upper-right corner of the section to close the tool frame. images/intro/browser3.png

Hatch If you have Hatch installed, use these directions to reconnect your browser to Hatch after clearing your cache or deleting the offline database. Reconnect your browser to Hatch Log in with a Local System Administrator account. Register workstation and click Use Now to log in again. Navigate to Administration → Workstation → Print/Storage Service ("Hatch"). Select Use Hatch For Printing. Click on the Home icon. You will be returned to the workstation registration screen again - click Use Now to log in again. Your local settings should now be restored.

Patron Search Search Patron Patron Scan Patron accounts can be retrieved in Evergreen using the patron’s barcode or other searchable terms from the patron’s account.

The check out screen allows you to enter a patron’s barcode. Go to Circulation → Check Out. Enter the patron’s barcode. If manually entering the barcode click Submit. images/circ/retrieve-patron-1.png The patron’s account will open.

Sitka Snippet Video - Opting Patrons Into Your Library (1:10) Libraries participating in reciprocal borrowing agreements, like BC OneCard, can opt-in patrons from other participating libraries. When the barcode is scanned a pop-up requesting the patron’s consent appears. Click OK/Continue or Cancel as appropriate. images/circ/patron-opt-in-1.png If a barcode is scanned from a non-participating library a message will indicate that the patron’s record is not viewable at that library and the account cannot be opened. images/circ/patron-opt-in-2.png

Sitka Snippet Video - Patron Search (1:04) The patron search enables you search using information in a patron account to retrieve your patrons and those patrons opted into your library. Go to Search → Search for Patrons. Click on the arrow to see all possible search fields. images/circ/patron-search-1.png Enter your search term or terms and click Search. images/circ/patron-search-2.png To ensure all relevant patrons are searched, Co-op Support recommends having Include Inactive? checked. Libraries participating in reciprocal borrowing agreements should always set SITKA as the search library to ensure all opted-in patrons are included in the search. The name fields search both the primary and preferred name fields. Name keywords will retrieve patrons with the specified term present in any of the name fields. Doing a search with Profile Group set to Post-Sec Library Staff, Public Library Staff, etc. is a quick way to retrieve all staff accounts for your library so you can review them on a regular basis to ensure the appropriate people have access to the staff client.

The patron account has a summary, which displays on the left side of the patron account, and a tabbed interface allowing staff to look at different aspects of the patron account. images/circ/patron-account-1.png

The patron summary pulls together pertinent information about the patron so it can be seen at a glance. Some things of note in the patron summary. The patron’s name displays at the top of the summary. The patron’s name will be in red and highlighted if they have alerts, blocks, or owe fines. Evergreen will use the patron’s preferred name and fall back to the primary name if there is no preferred name. Any alerts and/or blocks will appear under the patron’s name. Last Activity - Last time the patron accessed their account via My Account or the account was accessed for 3rd party authentication. Last Updated - Last time the account was updated via the Edit tab. Create Date - Date on which the account was originally created. Expire Date - Date on which the account will expire. This can be updated via the Edit tab. Sitka does not use Long Overdue. If a library uses Homeroom or Student ID as Primary Identification it will display in the ID1 field. The patron’s primary name displays in the Legal Name field in the summary. The patron’s email address is a Mail To link. Any addresses associated with the patron display and can be easily copied to the clipboard or printed. Patron statistical category values will display if the checkbox for User Summary has been checked for that particular statistical category. The patron summary can be hidden using the arrows beside the patron’s name. This choice is sticky and will stay on collapsed or expanded view until changed. images/circ/patron-summary-6.png

The Check Out tab allows library staff to check items out to patrons. If the patron’s account has been retrieved with an inactive patron barcode the check out field is grayed out and the patron will not be able to check out items. For more information on the Check Out tab see .

The Items Out tab shows items currently out to a patron. It is subdivided into three tabs.

The Items Checked Out tab shows the items currently out to the patron. Overdue items will display highlighted in red. Using the Actions menu staff can perform functions such as printing an items out receipt, renewing items, marking items with a different status, and showing triggered events for notifications sent to patrons about particular items. Staff should only use Check In from the Actions menu if a checked out item has accidentally been deleted; deleted items cannot be checked in via the Check In interface. images/circ/check-out-tab-1.png

The Other/Special Circulations tab shows items that are considered to be lost by the patron or that the patron claims they have returned. The Fines Stopped column will show the reason the item has been moved to this tab. Items are removed from this tab when they are checked in, changed to a different status, or paid for. See for more information on handling these items. images/circ/check-out-tab-2.png

The Non-Catalogued Circulations tab shows a count of non-catalogued items. These items will disappear from the patron’s account when they reach their due date as non-catalogued check out is for statistical purposes only. See for more information on handling these items. images/circ/check-out-tab-3.png

The Holds tab is divided into two tabs which show a patron’s open hold requests and their recently cancelled holds.

The Open Hold Requests tab shows holds that are waiting to be filled or are ready to be picked up by the patron. images/circ/holds-tab-1.png Staff can place new holds for the patron from this tab as well as manage their existing holds. The columns Notifications Phone Number, Notifications SMS Number, and Notify by Email? can be used to determine how a patron will be or should have been notified about a particular hold.

The Recently Canceled Holds tab shows holds that have been cancelled. Holds can be cancelled by the patron, by staff, or by Evergreen. images/circ/holds-tab-2.png The Cancelation Cause column will indicate why the hold was cancelled and from that staff can determine whether the cancellation was done by the patron, staff, or Evergreen. The Hold Canceling Staff column will display the username of the user who cancelled the hold. The Hold Canceling Workstation column will display the workstation used when a hold is cancelled by a staff member. See for information on how holds are cancelled.

For information on the Bills tab see .

For information on the Notes tab see .

For information on the Edit tab see .

Additional options for the patron account can be found in the Other drop down menu. Refresh Penalties Evergreen will re-calculate patron penalties. Display Alerts Evergreen will display the initial alert/blocks page. Triggered Events/Notifications Check to see if emails and/or SMS messages have been generated for patrons. See . Statistical Categories View information about any patron statistical categories assigned to the patron. For more information on statistical categories see . Hold Groups View any hold groups the patron is part of. For more information on hold groups see . Surveys View the patron’s responses to surveys. For more information on surveys see . Group Member Details See any groups the patron is part of. Sitka does not recommend using patron groups. User Permission Editor View and update staff working locations and individual permissions. Test Password Allows you to enter the password assigned to the account and confirm it works. Acquisitions Patron Requests Not currently used by Sitka. Booking: Manage Reservations This link opens the Manage Reservations interface in the same tab with the patron’s barcode pre-filled. Booking: Create Reservations This link opens the Create Reservation interface in the same tab. Booking: Pick Up Reservations This link opens the Booking Pickup interface in the same tab with the patron’s barcode pre-filled. Booking: Return Reservations This link opens the Booking Return interface in the same tab with the patron’s barcode pre-filled. Completely Purge Account Not used by Sitka. See .

Register Patron New Patron Juvenile Flag Main (Profile) Permission Group Statistical Categories Sitka Training Video - Registering a Patron (3:35) Sitka Training Video - Registering a Patron for Libraries Participating in BC OneCard (5:12) Before registering a new patron, best practice is to check for an existing account in Sitka’s Evergreen. Public libraries with reciprocal borrowing agreements, such as BC OneCard, should ask the patron if they have a library card at another public library and then retrieve the account via barcode and opt in the patron. As the registration form is completed Evergreen will alert you if the name, phone number, email, or address you are entering matches that of another patron belonging to or opted in at your library. The alert text is a link that will take you to a patron search of the matching patrons so you can check if they are the same patron. images/circ/patronregister1.png

Select Circulation → Register Patron. The fields that display will depend on whether you’re showing Required Fields, Suggested Fields, or All Fields. See for the settings that control which fields display. images/circ/patron-fields-1.png Enter the required information, based on your library’s policies. Any fields highlighted in yellow must be filled in. See for information on specific fields. images/circ/patronregister2.png If you do not wish to record the address, you need to delete the fields by clicking the red X. Blank address fields will result in an error. images/circ/patronregister3.png The Holds Notices default setting is Email which makes Email Address a required field. You can override this setting, and the required field, with the patron’s actual preferences as needed. You must de-select the Email option to save a patron record without an email address. images/circ/patronregister5.png Click Save or Save & Clone at top-right of screen. Save & Clone will save the record and open a new record with some shared details such as phone number and optionally address. When using Save & Clone it is important to know whether Evergreen is linking the accounts through the address or merely creating a copy of the address. Local system administrators can control this with the library setting Patron Registration: Cloned patrons get address copy. images/circ/patronregister4.png If any required fields have been missed an alert will appear asking you to enter valid values for all the required fields.

Libraries can turn on self-registration so prospective patrons can request an account via the public catalogue. These self-registrations become pending patrons in Evergreen which staff can save or delete. In the staff client select Circulation → Pending Patrons. Pending patrons for your library or branch will display. Managing Pending Patrons To create an account for the patron, select the pending patron and click the Load Patron button. Managing Pending Patrons The patron’s information will be loaded into the registration form. Fill in any additional patron information required by your library and click Save to create the patron account. After loading the patron into the registration form you should click in the pre-filled fields (name, email, street address) to trigger Evergreen to check for duplicate patrons. You also have the option to delete pending patron accounts if the account is determined to be duplicate or no longer needed. Select the pending patrons you wish to delete and click the Delete Pending Patron(s) button. Managing Pending Patrons

Edit Patron Patron Account Renew Patron Card Library Card To access a patron’s account: Scan the patron’s barcode or search for the patron by name. When the patron account is loaded, Check Out is the default tab. Click Edit to retrieve the patron information. images/circ/patronupdate1.png Make the needed edits and click Save at top right of screen. If you edit phone numbers, email addresses, or hold notification preferences, you will be given the option to update any outstanding holds with the new information. Sitka Snippet Video - Hold Notification Updates (0:41)

Click Replace Barcode. images/circ/patronupdate3.png Enter the new barcode. images/circ/patronupdate8.png If the username is still the original barcode, update it to match new barcode number. Click Save at top right of screen. Co-op Support strongly recommends deleting barcodes that have been replaced. See .

When patron accounts are merged together or a patron barcode is replaced, Evergreen marks the barcode as inactive and keeps it in the database. If a patron presents an inactive card Evergreen will retrieve the account with a warning that the barcode is inactive and will not allow check outs. Staff can then decide which cards should be active or inactive. Best practice is to delete inactive patron cards. Click See All. images/circ/patronupdate4.png All barcodes that the patron has had are displayed in a pop-up window. Click Active to activate an inactive card. Click Primary on the Active card, Active must be the Primary Card. Click Apply Changes. images/circ/patronupdate9.png Click Save at top right of screen.

Co-op Support recommends libraries encourage their patrons to reset their own passwords whenever possible. Patrons can use the Forgot Your Password link in the public catalogue or staff can use the Send Password Reset Link button found beside the Password field on the Edit tab of the patron account. images/circ/reset-patron-password-1.png When needed it is also possible for staff to reset a patron’s password in the staff client. This should be a temporary password and patrons should be encouraged to sign into My Account and update the password to something secure that only they know. Click Generate Password to generate a random 4 digit password or type a new password into the field. images/circ/patronupdate10.png If your library uses the last 4 digits of phone number as default password, you may wish to set the password to match their phone number. Click Save at top right of screen. The existing password is not displayed in the patron account for security reasons. As well, Co-op staff cannot retrieve existing passwords.

Enter the new email address. Multiple email addresses can be entered, separated by commas. Click Save and then click Send Test Email. images/circ/patronupdate5.png Confirm with the patron whether or not they received the test email.

It is good practice to keep patron email addresses current to ensure service from Evergreen’s automated messaging features. If an email to a patron bounces back you can invalidate the email address. Click Invalidate. images/circ/patronupdate11.png The email address will be removed and a penalty will be added to the Messages tab which will display when the patron’s account is retrieved. images/circ/patronupdate12.png Evergreen will automatically archive the penalty when a new email address is entered. To resolve the penalty manually see . Accumulated bounced back emails may result in notification emails from Evergreen being blocked by some email service providers such as Gmail and Outlook/Hotmail. This denial of service affects all Sitka’s Evergreen users and we request your cooperation in maintaining current email addresses.

It is good practice to invalidate phone numbers that are no longer valid for your patron to prevent staff from continuing to call an out of service number or a phone number that has been re-assigned to a different person. Click Invalidate. images/circ/patronupdate14.png The phone number will be removed and a penalty will be added to the Messages tab which will display when the patron’s account is retrieved. To resolve the penalty manually see .

Click Update Expire Date or use the calendar widget to renew a card. images/circ/patronupdate2.png Click Save at top right of screen. Update Expire Date will give a date 3 years in the future for all Permission Groups except PL New User, which gets a date 3 months in the future. Libraries can manually edit the expiry date to match their local policy.

It is good practice to invalidate addresses that are no longer valid. Paper overdues do not check whether an address is valid so staff handling paper overdues should have a method for tracking notices returned to sender. Uncheck the check box Valid Address?. Click Save. If the library setting Invalid patron address penalty is set to False for your library the box will simply be unchecked. If the library setting Invalid patron address penalty is set to True for your library a penalty will be applied that can be seen in the Messages tab. Additionally, in the summary the address label will appear in red. images/circ/patronupdate15.png

Retrieve the patron account and click Edit. Scroll down to Address to edit it, and click Save. To delete an address, click the red coloured cross, and click Save. To add a new address, click New Address at the bottom of Address section, and enter required information. Select Mailing or Physical and click Save.

If your library links addresses in cloned accounts, the address in the new, cloned record is greyed out, and can only be edited in the original record. The address' owning account can not be deleted or merged when other accounts are still using the address, so there are times when you need to unlink shared addresses. You do this by adding a new address to the cloned patron account record. Uncheck the checkboxes for Mailing and Physical on the shared address. Click New Address button. Check the checkboxes for Mailing and Physical on the new address. Enter the address and click Save. The linked address is replaced.

Sitka Training Video - Patron Account Fields (17:09) The patron account is made up of required and optional fields, some of which are filled out based on local library policy and some of which are determined by global Sitka policy. Some fields can be edited by patrons via My Account in your public catalogue. Identification Field Required? Description Barcode Yes The barcode assigned to the patron. Generally this will be a 14 digit codabar barcode; some libraries may use a different format for older cards or if student numbers are used. If your library uses non-14 digit codabar barcodes with barcode completion make sure the correct prefix, often your library code, is included. OPAC/Staff Client User Name Yes By default the username will match the barcode. Patrons can update their username via My Account. Password Yes Saved passwords are not visible to library or Co-op Staff. Patrons can reset their password via the public catalogue. Sitka Snippet Video - Changing an Existing Password (1:07) Primary Name Yes A first and last name must be entered for all patrons. Prefix, suffix, and middle name are optional and can be used as needed. Preferred Name No These field can be used if the patron goes by a name different from their primary name. The preferred name is used instead of the primary for notifications and displays in My Account. Name Keywords No Additional keywords that can be used to group accounts for searching purposes. OPAC/Staff Client Holds Alias No The alias can be used if a patron doesn’t want items on the hold shelf appearing under their real name. Date of Birth Can be set as required by libraries Date of birth of the patron. Juvenile Check Box No Can be used to tag accounts as juvenile for policy and reporting purposes. When a date of birth is entered Evergreen checks the value for the library setting Juvenile Age Threshold and automatically checks the box if the patron’s age falls below the threshold. However, Evergreen does not automatically un-check the box when the patron’s age is above the threshold and library staff must manually un-check the box. Generally the PL Juvenile permission group is used instead of this flag. Parent/Guardian No Can be used to include the parent or guardian’s name for juvenile patrons. Primary Identification Type Yes A value of Other has been set as a Sitka default for this field. Co-op Support recommends using the value of Other unless you have a legitimate use case for collecting data for one of the other values. Primary Identification Can be set as required by libraries This field is used to collect identification information about the patron. Generally this is used by academic libraries for data such as student number or homeroom. Secondary Identification Type No Co-op Support recommends using the value of Other unless you have a legitimate use case for collecting data for one of the other values. Secondary Identification No This field is used to collect identification information about the patron. Generally this is used by academic libraries for data such as student number or homeroom. Photo URL Can be set as required by libraries This field allows libraries to link to a picture of a patron. Sitka does not store the photos. Additional permissions are required to use this field. Please contact Co-op Support for more information. Patron Preferred Language No Patrons can set English or French as their preferred language to receive email notifications in that language. Patrons can update their preference via My Account. To set up notifications in French libraries must provide Co-op Support with French translations for their notifications. Contact Details Field Required? Description Email Address Can be set as required by libraries The email address the patron would like to be contacted at. Multiple adresses can be separated by a comma followed by a space. Patrons can edit their email via My Account unless the option has been disabled for your library. Email checkout receipts by default? Check Box N/A Unchecked by default, this setting enables patrons to automatically be sent email check out receipts. Patrons can update this check box via My Account. Daytime Phone Can be set as required by libraries Primary phone number for the patron. Evening Phone Can be set as required by libraries Phone number to be used in the evenings. Other Phone Can be set as required by libraries Additional phone number for the patron. Account Settings Field Required? Description Home Library Yes For public libraries home library should always be set to the library whose tax base the patron falls into or the library at which the patron paid for library service as a non-resident. For academic and special libraries the home library should be the library or applicable branch. Main (Profile) Permission Group Yes The profile groups are set globally by library type. All groups have a three year expiry period with the exception of PL New User which is 3 months. Individual libraries can choose which profiles to use and how to configure your chosen profiles to suit local policy. Profiles are used by Evergreen to determine how items circulate so it’s important to know which profile are used at your library and for which patrons. See for information on viewing and customizing the list that displays. Privilege Expiration Date Yes By default the date will be three years in the future for all profile groups, except PL New User which has an interval of 3 months. Library staff can manually adjust the date to conform to local policy. Internet Access Level Yes This field can be used by staff to manually track if patrons may access the internet at the library. The value set doesn’t affect patron’s access to the public catalogue or subscribed 3rd party products. A default value can be set using the library setting Default level of patrons' internet access. Active Check Box N/A This check box is checked by default. Patron set to Inactive are not included in patron searches when the Include Inactive? check box is unchecked on search form. Barred Check Box N/A This check box is left unchecked by default. Patrons should only be barred in extreme situations, especially if they belong to a library that participates in reciprocal borrowing. Is Group Lead Account Check Box N/A This check box is left unchecked by default. This feature isn’t used by Sitka. Claims-returned Count No Evergreen will update the value in this field if the patron has items marked claimed returned. Local system administrators can manually update this value. Claims Never Checked Out Count No Evergreen will update the value in this field if the patron has items marked claimed never checked out. Local system administrators can manually update this value. User Settings Field Required? Description Default Hold Notification Phone Number Required if Phone checked for Hold Notices This is the phone number used for hold notifications via phone. If blank Evergreen will use the value in Daytime Phone. Patrons can update this via My Account. Default Hold Pickup Location No The location at which the patron would like to pickup their holds. Patrons can update this via My Account. Collections: Exempt No Not currently used by Sitka. Holds Notices Check Boxes No, but highly recommend at least one option selected The selected options will be checked by default when the patron places a hold. Patrons and staff can uncheck options in the process of placing a hold. Patrons can also update their defaults via My Account. Receive Overdue and Courtesy Emails N/A Checked by default, this setting enables patrons to automatically be sent courtesy and overdue notices. Patrons can update this check box via My Account. If patrons opt out they will no longer receive courtey or overdue emails but will still receive hold notifications, depending the option chosen when the hold is place, and paper overdue notices for libraries that use paper overdues. Allow others to use my account No This allows patrons to indicate other people who can place holds, pick up holds, check out items, and/or view their borrowing history. Patrons can update who can use their account via My Account. This feature is enabled for all libraries by default but can be disabled by setting the library setting Allow others to use patron account (privacy waiver) to False. Address Libraries can choose to require at least one address on every account. When required a patron account cannot be saved if an address is not included. Field Required? Description Type Yes By default this will be set as Mailing. Postal Code Yes Entering the patron’s postal code will automatically fill in the City and State fields. Street (1) Yes Street address details are entered here. Street (2) No Optional field for additional street address details. City Yes This will be autofilled when postal code is entered. County No This field can be used if there is an applicable county for the address. State Yes The provincial or territorial abbreviation must be used. Country Yes Canada is entered by default. This can be manually updated if entering an address from another country. Valid Address? N/As Checked by default, this check box indicates that the address is valid for the patron. This can be used in conjuntion with the library setting Invalid patron address penalty. Within City Limits? N/A Unchecked by default, this check box indicates that the address is within the city limits. This can be used in reporting; however, libraries may choose to use patron statistical categories to track service areas instead. Multiple addresses can be included if the patron has more than one address that should be entered in their account. Click the New Address button to add an additional address. Libraries can allow their patrons to edit their address via My Account by setting the library setting Allow pending addresses to True. Editing an address creates a pending address in the patron’s account that must be approved by library staff. images/circ/patron-fields-3.png Statistical Categories Patron statistical categories are used to further group patrons by categories not otherwise captured in the patron account fields. Whether statistical categories are required or not depends on how they are set up. For information on setting up patron statistical categories see .

The patron form can display Required Fields, Suggested Fields, or All Fields. images/circ/patron-fields-1.png By default all fields will display. The local system administrator at your library can set the default to Suggested Fields using the library setting Default showing suggested patron registration fields. Customizing the fields that display and are required in the patron account can help ensure the relevant information is being recorded for your patrons and can cut down on unnessary information being saved. These customizations apply to both the staff client patron registration form and the patron self-registration form.

There are a number of fields that are required for all patron accounts across Sitka, such as barcode, home library and permission group. Required fields that must be filled in to save the account are indicated in yellow. Libraries can decide to set additional fields as required to conform with local policy. The applicable library settings are: Require State field on patron registration Require at least one address for Patron Registration Require day_phone field on patron registration Require dob field on patron registration Require email field on patron registration Require evening_phone field on patron registration Require other_phone field on patron registration Require prefix field on patron registration require ident_value field on patron registration When the setting is set to True the field will be indicated as required in yellow and will display when Required Fields is selected. Additionally, setting any of the library settings that begin with Show to True will cause the applicable field to display when Required Fields is selected, though the field does not have to be filled in to save the account. The Email Address, Default Phone Number, and Default SMS/Text Number fields are always required when the equivalent check box is checked for Hold Notices. Unchecking the relevant box will stop the field from being required. images/circ/patron-fields-2.png

Setting any of the library settings that begin with Suggest to True will cause the applicable field to display when Suggested Fields is selected.

Libraries can display examples for how information should be input for certain fields. The applicable library settings are: Example dob field on patron registration Example for day_phone field on patron registration Example for email field on patron registration Example for evening_phone field on patron registration Example for other_phone field on patron registration Example for phone fields on patron registration Example for post_code field on patron registration

Patron Messages Patron Alerts There are three types of patron notes in Evergreen: Note - information recorded on the patron account. Alert - information recorded on the patron account that generates an alert when the patron’s account is retrieved. Block - information recorded on the patron account that blocks patrons from checking out, renewing, and placing items on hold. Notes, alerts, and blocks can be applied to a patron’s account automatically by the system or manually by staff. These can be viewed and managed on the Notes tab in the patron account.

When a patron has an alert or a block on their account a red Stop sign is displayed when the account is retrieved. images/circ/patron-note-1.png Evergreen will automatically apply alerts in the following situations: patron’s account has expired. patron has a hold ready for pick up. patron has an invalid email address. patron has an invalid phone number. patron has an invalid address. Evergreen will automatically apply blocks in the following situations: patron exceeds fine threshold. patron exceeds max overdue threshold. patron exceeds max checked out item threshold. patron exceeds max lost item threshold. When these blocks are applied to an account the patron is blocked from checking out, renewing, and placing items on hold. Evergreen will also not capture or fulfill holds for the patron. The max checked out item threshold is an exception; patrons with this block can still renew and place holds on items. The thresholds for these blocks are set per library and can be edited by a local system administrator in Group Penalty Thresholds. Evergreen will remove these blocks and alerts when the cause is resolved. Blocks can also be overridden by staff with appropriate permissions when placing holds, checking out items, or renewing items.

To add a note: In the patron’s account click on the Notes tab. Click Create Note. Select the type of note you would like to created by clicking the appropriate button or selecting the option from the Penalty Type drop down. images/circ/patron-note-2.png If the note should be visible to patrons in My Account check the box for Patron Visible. images/circ/patron-note-3.png Select the depth at which the note should be visible. Libraries participating in reciprocal borrowing may wish to set some notes at the Regional Libraries level so all libraries that interact with the patron account can see the note. images/circ/patron-note-4.png Enter a Title for the note. Optionally, enter additional text for the note. Enter your initials and click OK to save the note. images/circ/patron-note-5.png To edit a note: In the patron’s account click on the Notes tab. Select the note you would like to edit. From the Actions menu select Edit Note. images/circ/patron-note-6.png Make the needed changes and enter your initials. images/circ/patron-note-7.png Click OK. Patron visible notes cannot be edited after the patron has viewed the note. To delete or archive a note: In the patron’s account click on the Notes tab. Select the note you would like to delete or archive. From the Actions menu select the appropriate action. images/circ/patron-note-8.png A pop up will appear asking you to confirm your action. Click OK/Continue. If archived, the note will now display in the archived section. By default archived notes from the last year display. Use the date selectors to adjust this period as needed. images/circ/patron-note-9.png Patron visible notes cannot be deleted after the patron has viewed the note. Instead, these notes must be archived to remove them from the active notes section. To unarchive a note: In the patron’s account click on the Notes tab. In the Archived Notes section, select the note you would like to unarchive. From the Actions menu select Unarchive Note. images/circ/patron-note-10.png A pop up will appear asking you to confirm your action. Click OK/Continue. Your note will now display in the top Notes section. Any blocks or penalties associated with the note are reapplied to the patron’s account.

User Buckets allow staff to batch delete and make batch modifications to user accounts in Evergreen. Batch modifications can be made to selected fields in the patron account: Home Library Profile Group Network Access Level Barred flag Active flag Juvenile flag Privilege Expiration Date Statistical Categories Batch modifications and deletions can be rolled back or reversed, with the exception of batch changes to statistical categories. Patron accounts can be added to User Buckets by scanning individual patron barcodes or by uploading a file of patron barcodes directly in the Patron Bucket interface. They can also be added to a User Bucket from the Patron Search screen. Batch changes and batch edit sets are tied to the Patron Bucket itself, not to the login of the bucket owner.

To add users to a bucket via the Patron Search screen: Go to Search → Search for Patrons. Enter your search and select the users you want to add to the user bucket by checking the box next to each user row. You can also hold down the CTRL or SHIFT on your keyboard and select multiple users. Click Add to Bucket and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket. After adding users to a bucket, an update will appear at the bottom-right hand corner of the screen that says "Successfully added # users to bucket [Name]". To add users to a bucket by scanning user barcodes in the User Bucket interface: Go to Circulation → User Buckets and select the Pending Users tab at the top of the screen. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field. Scan in the barcodes of the users that you want to add to the selected bucket into the Scan Card field. Each user account will be added to the Pending Users tab. Hit ENTER on your keyboard after manually typing in a barcode to add it to the list of Pending Users. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users. Go to Actions → Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket. To add users to a bucket by uploading a file of user barcodes: Go to Circulation → User Buckets and select the Pending Users tab at the top of the screen. Click on Buckets and select an existing bucket from the drop down menu or click New Bucket to create a new user bucket. If creating a new user bucket, a dialog box called Create Bucket will appear where you can enter a bucket Name and Description and indicate if the bucket is Staff Shareable?. Click Create Bucket. After selecting or creating a bucket, the Name, Description, number of items, and creation date of the bucket will appear above the Scan Card field. In the Pending Users tab, click Choose File and select the file of barcodes to be uploaded. The file that is uploaded must be a .txt file that contains a single barcode per row. The user accounts will automatically appear in the list of Pending Users. Select the user accounts that you want to add to the bucket by checking the box next to each user row or by using the CTRL or SHIFT key on your keyboard to select multiple users. Go to Actions → Add To Bucket or right-click on a selected user account to view the Actions menu and select Add To Bucket. The user accounts will move to the Bucket View tab and are now in the selected User Bucket.

To batch edit all users in a user bucket: Go to Circulation → User Buckets and select the Bucket View tab. Click Buckets and select the bucket you want to modify from the list of existing buckets. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen. Verify the list of users in the bucket and click Batch edit all users. A dialogue box will appear where you can select the batch modifications to be made to the user accounts. Assign a Name for edit set. This name will allow staff to identify the batch edit for future verification or rollbacks. Set the values that you want to modify. The following fields can be modified in batch: Home Library Profile Group Network Access Level Barred flag Active flag Juvenile flag Privilege Expiration Date Click Apply Changes. The modification(s) will be applied in batch. Permissions All permissions must be granted at the organizational unit that the workstation is registered to or higher, and are checked against the users' Home Library when a batch modification or deletion is executed.

Go to Circulation → User Buckets and select the Bucket View tab. Click Buckets and select the bucket you want to modify from the list of existing buckets. After selecting a bucket, the Name, Description, number of items, and creation date of the bucket will appear at the top of the screen. Verify the list of users in the bucket and click Batch modify statistical categories. A dialogue box will appear where you can select the batch modifications to be made to the user accounts. The existing patron statistical categories will be listed and staff can choose: To leave the stat cat value unchanged in the patron accounts. To select a new stat cat value for the patron accounts. Check the box next to Remove to delete the current stat cat value from the patron accounts. Click Apply Changes. The stat cat modification(s) will be applied in batch.

To ensure needed statistics are preserved it is not currently possible to delete users through User Buckets. To delete users refer to

The batch changes that have been made to User Buckets can be viewed by going to Circulation → User Buckets and selecting the Bucket View tab. Click Buckets to select an existing bucket. Click View batch changes. A dialogue box will appear that lists the Name, date Completed, and date Rolled back of any batch changes made to the bucket. There is also an option to Delete a batch change. This will remove this batch change from the list of actions that can be rolled back. It will not delete or reverse the batch change. Click OK to close the dialog box.

Batch Changes and Batch Deletions can be rolled back or reversed by going to Circulation → User Buckets and selecting the Bucket View tab. Click Buckets to select an existing bucket. Click Roll back batch edit. A dialog box will appear that contains a drop down menu that lists all batch edits that can be rolled back. Select the batch edit to roll back and click Roll Back Changes. The batch change will be reversed and the roll back is recorded under View batch changes. Batch statistical category changes cannot be rolled back.

If a User Bucket has been made Staff Shareable, it can be retrieved via bucket ID by another staff account. The ID for each bucket can be found at the end of the URL for the bucket. For example, in the screenshot below, the bucket ID is 32. To retrieve a shared bucket click Circulation → User Buckets and click the Bucket View tab. Click Buckets and select Shared Bucket. A dialogue box will appear. Enter the ID of the bucket you wish to retrieve and click Load Bucket. The shared bucket will load in the Bucket View tab.

Merge Patrons Patron Merge Local System Administration permission is required to merge patron accounts. Patron accounts can only be merged if both accounts have the same home library; you may need to update the home library in one of the accounts before merging. Click Search → Search for Patrons. Search by terms shared by the two accounts such as name or phone number. Select the checkboxes for the two accounts you want to merge and click Merge Patrons. images/circ/patron-merge-1.png Review the details of the two accounts to confirm that both accounts are for the same user. Check the radio button Use as lead above the account you want to keep. images/circ/patron-merge-2.png Click Merge. The accounts will be merged together. The notes, bills, holds, and outstanding items from the non-lead card are transferred to the lead account and the non-lead card is marked inactive by default. If you scan an inactive card on the Check Out screen, Evergreen will retrieve the account and show the message Patron account retrieved with an INACTIVE card. Co-op Support recommends manually deleting inactive cards using the Patron Deletion Tool or automatically deleting inactive cards by setting the library setting Patron Merge Barcode Delete to True.

Sitka Training Video - Circulation (5:49)

Check Out Check OutPre-catalogued Pre-catalogued Check OutNon-catalogued Non-catalogued Check OutExceptions Exceptions Check OutOverride Override Check OutOpen Circulation Open Circulation Check OutSpecific Due Date Specific Due Date Sitka Training Video - Check Out (3:12) Three types of items can be circulated in Evergreen: Catalogued - items that are catalogued in Evergreen Pre-catalogued - items that haven’t been catalogued yet or have been borrowed via interlibrary loan Non-catalogued items - items that won’t be catalogued but that the library wants to track statistics for

Retrieve the patron’s account. On the Check Out tab, scan or enter item barcode. The item will appear below in the grid. The due date will be determined by your circulation policies. images/circ/check-out-1.png Click Done to exit the Check Out screen and generate a check out receipt for the patron. The icon will indicate the patron’s receipt default - print or email. Staff can select a different option from the drop down menu. images/circ/check-out-2.png

Retrieve the patron’s account. On the Check Out tab, scan or enter a temporary item barcode. Enter the the item information into the pop-up. The circulation modifier applicable to the item must be chosen from the drop down menu in order for the item to follow the expected circulation policy. images/circ/check-out-pre-cat-1.png Click Precat Checkout. The item will appear below in the grid. The due date will be determined by your circulation policies. Information on using pre-catalogued items for interlibrary loans can be found in the Using Pre-cats for Incoming ILL section of Sitka’s Evergreen Policy & Best Practices Manual. Pre-cats should never be used to check out Interlibrary Connect items.

Libraries can create non-catalogued types to track statistics for items that the library will not catalogue and does not expect to have returned. Retrieve the patron’s account. On the Check Out tab, click on the drop down arrow beside Barcode to choose the applicable non-catalogued type. images/circ/check-out-non-cat-1.png Click Submit. Enter the number of items and click OK. images/circ/check-out-non-cat-2.png A record of the check out will appear in the grid. The items can be viewed on the Non-Catalogued Circulations tab in Items Out until the due date passes at which time the items disappear from the patron’s record.

If an item has a check out alert it will appear when the item is scanned at check out. images/circ/check-out-exceptions-4.png Staff can click OK/Continue after reading the alert to proceed with check out. Temporary alerts will have a Clear button which can be used to clear the alert when it is no longer needed.

An item can be blocked from circulation for the following reasons: Patron has a system generated or staff generated block on their account Item is in a non-circulating status Item is in a non-circulating shelving location Item has been set to Circulate = No in the item record Item has been set to Is Deposit Required = Yes in the item record The library’s circulation policies block the patron from borrowing the item Item is on the holds shelf for another patron Check or un-check the box for Automatically override for subsequent items as applicable to the check out. Click Force Action?. Staff must have the appropriate permissions to force the check out. images/circ/check-out-exceptions-1.png The item will appear below in the grid. The due date will be determined by your circulation policies. Not all staff accounts can perform overrides. Please see for a general outline of the different staff account permission groups.

Occasionally a patron may try to check out an item that is already checked out. This most commonly occurs with items that got missed at check in. Staff have three options to resolve the open circulation: Click Normal Checkin then Checkout - this checks the item in and then out to the new patron Check the box for Forgive Fines and then click Normal Checkin then Checkout - this checks the item in, forgives any existing fines, and then checks the item out to the new patron Click Cancel - this cancels the check out and allows staff to manually resolve the open circulation images/circ/check-out-exceptions-2.png

Staff can assign specific due dates to items at check out which override the due date the system would assign. Retrieve the patron’s account. On the Check Out tab, click on Date Options. Select Specific Due Date or Use Specific Due Date Until Logout. images/circ/check-out-exceptions-3.png Use the calendar widget or enter a date. For hourly loans use the time picker to select the due date time. (Daily loans always have 11:59pm/23:59pm as the due date time regardless of what is selected for due date time.) Scan or enter item barcode. The item will appear below in the grid. The specified due date will display.

Check In Check InCheckin Modifiers Checkin Modifiers Backdated Check In Sitka Training Video - Check In (3:44)

Go to Circulation → Check In. Scan or enter the item barcode(s). images/circ/check-in-1.png The item will be listed under Items Checked In. This list will grow with each check in until you close or refresh the browser tab.

Backdate Check In Check InBackdate Backdate Library staff can adjust the effective date to check items in as if they were returned on a different day. You must change the effective date before checking the items in. Go to Circulation → Check In. Use the calendar widget or enter a date in the Effective Date field. images/circ/check-in-backdate-1.png The check in screen will update to show that backdating is enabled and the date to which items will be backdated. images/circ/check-in-backdate-2.png If desired, check the box Use effective date until logout to make the backdate effective until you log out of the staff client. images/circ/check-in-backdate-3.png Scan or enter the item barcode(s). The items will be backdated to the selected date. images/circ/check-in-backdate-4.png To switch back to regular check in, edit Effective Date to the current date or log out of the staff client.

Select the item(s) on the Check In screen and click Actions → Backdate Post-Checkin. images/circ/checkin3.png Use the calendar widget to select an effective check in date and click Submit. Overdue fines will be adjusted according to the new effective check in date.

Click the Checkin Modifiers drop down arrow. These options may be selected singly or simultaneously. The selected option is displayed in the header area. Ignore Pre-cat Items: No prompt when checking in a pre-cat item. Item will be routed to Cataloguing with Cataloguing status. Suppress Holds and Transit: Item will not be used to fill holds or sent in transit. Item has Reshelving status. Amnesty Mode/Forgive Fines: Overdue fines will be voided or not created. Auto-Print Hold and Transit Slips: Slips will be automatically printed without prompt for confirmation. Clear Holds Shelf: Checking in hold-shelf-expired items will clear the items from the holds shelf (holds to be cancelled). Retarget Local Holds: Makes Evergreen’s hold targeter find the items immediately, and is useful for checking in newly holdable items. Retarget All Statuses: Checks for a local hold to retarget, regardless of the status of the item being checked in. This modifier must be used in conjunction with the Retarget Local Holds modifier. Capture Local Holds as Transits: Local holds will be given an In transit status instead of On holds shelf. The intent is to stop the system from sending holds notifications before the item is ready to be placed on the holds shelf, and item will have a status of In transit until checked in again. If you wish to simply delay notification and allow time for staff to process item to holds shelf, you may wish to use the library setting Hold shelf status delay instead. Manual Floating Active: Works in conjunction with floating groups (if configured for your library by Co-op Support). Update Inventory: Adds a date and time stamp, as well as workstation name, to item records as they are checked in, to facilitate inventory processes.

Barcode Completion Barcode completion can be enabled for items or patrons or both depending on a library’s needs. It is Sitka policy for libraries to use 14 digit codabar barcodes with their assigned prefix for items and patrons. Barcode completion can be used temporarily to handle duplication within Sitka’s Evergreen while libraries re-barcode any items or patrons with non-14 digit codabar barcodes.

In some cases 14 digit codabar barcodes can’t be used, such as student numbers issued by a registar’s office. In those cases a barcode prefix is used to create unique barcodes within Sitka’s Evergreen. When creating new patrons, either from patron registration or by loading patron records, the assigned barcode prefix must be included in the barcode for all non-14 digit codabar barcodes. For example, 123456 would be entered as MPL123456.

Scan a barcode into Check Out, Check In, or Item Status. If there is only one match Evergreen automatically adds the prefix and retrieves the appropriate item or patron. If there are multiple matches a pop-up will appear listing the possible barcodes. images/circ/barcode-completion-1.png Select the barcode that matches the patron or item. The patron will be retrieved or the item loaded on the screen. Barcode completion is not currently available for My Account or the Evergreen self check-out. Barcode completion will only work at your library. We recommend rebarcoding items before they are sent to fill interlibrary loans via Interlibrary Connect or make a note that the item barcode must be entered as MPL123456.

Libraries that use patron barcode completion for patrons need to ensure that patrons include the prefix when logging into 3rd party services that authenticate against Evergreen, such as Overdrive. For example, Maple Public Library uses barcode completion with the prefix MPL. The patron’s barcode is 123456 on their card and is MPL123456 in the Sitka database. To log into their Overdrive account the patron must enter MPL123456.

Renewal Items that are checked out can be manually renewed by staff or by patrons. The new due date is calculated from the renewal date unless a specific due date is specified. The number of renewals allowed for a circulation is determined by the library’s circulation policy. images/circ/renewal-1.png Evergreen can also be set up to auto-renew items when they reach their due date. Items will not be automatically renewed if the item has holds, exceeds the maximum number of auto-renewals allowed, or if the patron has been blocked from renewing items. An email notification is sent to patrons to inform them of the renewal or if the item could not be renewed. images/circ/autorenewalremaining.png

Retrieve the patron’s account. Click the Items Out tab. Select the item(s) you wish to renew and click Actions. Select, Renew, Renew All, or Renew With Specific Due Date. images/circ/renew1.png You can also renew items on the Item Status screen. It is not currently possible to select a specific due date time when renewing hourly loans with Renew With Specific Due Date. For now the Edit Due Date function should be used if a specific time is required.

An item can be blocked from renewing for the following reasons: Patron has a system generated or staff generated block on their account. The item has no more renewals allowed as per the library’s circulation policies. The item is needed to fill a hold. Check or un-check the box for Automatically override for subsequent items as applicable to the check out. Click Force Action?. Staff must have the appropriate permissions to force the check out. images/circ/renewal-exceptions-1.png The item will be updated in the grid. The new due date will be determined by your circulation policies.

Due DateEdit Edit Click the Items Out tab in the patron account. Select the items and click Actions. Select, Edit Due Date. Select the new due date and due date time (if working with hourly loans). images/circ/renew2.png Edit Due Date changes the due date in the existing circulation record without reducing remaining renewals, or creating a new circulation record. It does not generate new circulation statistics, and no new notices are generated. For example, editing the due date will not generate a new pre-due notice near the new due date. Co-op Support strongly recommends you use Renew With Specific Due Date rather than manually edit a due date unless you are working with hourly loans.

Claims Never Checked Out Claims Returned Claimed Returned Damaged Discard/Weed Missing Missing Pieces Lost Mark ItemsClaims Never Checked Out Claims Never Checked Out Mark ItemsClaims Returned Claims Returned Mark ItemsClaimed Returned Claimed Returned Mark ItemsDamaged Damaged Mark ItemsDiscard/Weed Discard/Weed Mark ItemsMissing Missing Mark ItemsMissing Pieces Missing Pieces Mark ItemsLost Lost Items can have their status changed via the Mark functions on the Actions menus. See for more information on how particular item statuses behave.

If a patron believes an item was erroneously checked out on their account and staff cannot locate it to check it in the item can be marked as claims never checked out. Go to the Items Out tab in the patron account. Select the item and click Actions → Mark Claims Never Checked Out. images/circ/mark-claims-never-checked-out-1.png A pop-up appears where staff can confirm that they wish to mark the item by clicking OK/Continue. The item is checked in and set to Missing. The item is no longer associated with the patron’s account. Libraries may wish to routinely run reports on items with the status of Missing so they can be searched for and replaced/deleted as appropriate.

If a patron believes an item out on their account was returned and staff cannot locate it to check it in the item can be marked as claims returned. Go to the Items Out tab in the patron account. Select the item and click Actions → Mark Claims Returned. images/circ/mark-claims-returned-1.png Enter the date on which the patron claims they returned the item and click Submit. If the chosen date is in the past any overdue fines will be adjusted accordingly. images/circ/mark-claims-returned-2.png The item’s status is updated to Claimed Returned. It remains associated with the patron’s account and is now displayed on the Other/Special Circulations tab. Some libraries prefer to use the status Missing. This can be set using the library setting Claim Return: Mark copy as missing. images/circ/mark-claims-returned-3.png The patron’s Claims-returned Count is automatically increased. This can be viewed in the patron summary and the Edit tab. Libraries can use the library setting Max Patron Claims Returned Count to set a maximum number of items a patron can claim as returned before a staff override is required. A claimed returned items is resolved when it is checked in or when the status is updated to Missing or Lost following local library policy. An alert displays on check in to let staff know a claimed returned item has been found. When an item is located staff may wish to adjust the patron’s Claims-returned Count accordingly on the Edit tab.

If a patron damages an item it can be marked as damaged at check in, via the Item Status interface, or from within a patron’s account. On the appropriate interface select the item and click Actions → Mark Damaged images/circ/mark-damaged-1.png A pop-up appears indicating that the item will be marked damaged. Click Submit. If your library has the library setting Charge item price when marked damaged set to True a second pop-up will appear. If needed, adjust the amount being billed. The processing fee from the library setting Charge processing fee for damaged items is included in the total. Select the bill type from the drop down menu. If needed, add a note. If you are not charging the patron in this particular case, click No Charge. Click Submit. images/circ/mark-damaged-2.png The item’s status is updated to Damaged and removed from the patron’s account. If the patron has been billed for the damage the bill will display in the Bills tab. The bill displays as a single charge which includes the processing fee. A damaged item is resolved when it is checked in to return it to circulation, when the status is updated to Discard/Weed, or when the item is deleted. An alert displays on check in to let staff know a damaged item has been checked in. Checking in a damaged item does not affect any bills that were generated when the item was set to Damaged.

If an item is slated to be removed from the collection it can be marked as discard/weed at check in, via the Item Status interface, or from the Holds Shelf. Libraries may wish to use the Discard/Weed status when items to be discarded need to be reviewed before being deleted. On the appropriate interface select the item and click Actions → Mark as Discard/Weed. images/circ/mark-discard-1.png A pop-up appears where staff can confirm that they wish to mark the item by clicking OK/Continue. The item is set to Discard/Weed. A discarded item is resolved when it is checked in to return it to circulation or deleted from Evergreen. Staff may wish to put discarded items into item buckets to make it easier for subsequent staff to view and work with the items. See for information on using item buckets.

If an item cannot be located it can be marked as missing via the Item Status interface, from within a patron’s account, or from the Holds Shelf. On the appropriate interface select the item and click Actions → Mark Missing images/circ/mark-missing-1.png A pop-up appears where staff can confirm that they wish to mark the item by clicking OK/Continue. If the item is currently checked out a second pop-up will ask staff to confirm that they wish to check in the item. The item is set to Missing and, if previously checked out, is no longer associated with the patron’s account. A missing item is resolved when it is found and checked in or when it is deleted from Evergreen.

If an item is returned with pieces missing it can be marked as missing pieces from Check In or the Scan Item as Missing Pieces interface. The feature currently functions slightly different depending on which interface it is accessed through.

Go to Circulation → Check In. Check the item in. Select the item and click Actions → Mark Missing Pieces. images/circ/mark-missing-pieces-1.png A pop-up appears where staff can confirm that they wish to mark the item by clicking OK/Continue. A print dialog will appear. Staff can print the slip to keep with the item. The Create Note pop-up will appear. Use the pop-up to create a note, alert, or block on the patron’s account. This note can be set as patron visible so it displays to the patron in My Account. Click OK. The note is applied to the last borrower’s account and the item is set to Damaged and checked back out to the patron’s account. This method of setting an item as missing pieces is missing the letter that is generated at the end of the process. If that letter is important to your workflow you should always mark items missing pieces via the Scan Item as Missing Pieces interface.

Go to Circulation → Scan Item as Missing Pieces. Scan the item’s barcode. Click Mark Item as Missing Pieces?. images/circ/mark-missing-pieces-2.png A print dialog will appear. Staff can print the slip to keep with the item. The Create Note pop-up will appear. Use the pop-up to create a note, alert, or block on the patron’s account. This pop-up is the old Notes pop-up and is missing the functionality that allows staff to select the display depth and set a note as patron visible so it displays to the patron in My Account. Click OK. The note is applied to the last borrower’s account and the item is set to Damaged and renewed on the patron’s account, if there are remaining renewals. A letter is generated that can be edited and then printed and mailed to the patron. images/circ/mark-missing-pieces-3.png A missing pieces item is resolved when the pieces are returned and the item is checked in or the pieces are never returned and the item is deleted. Notes related to the item must be manually removed from the patron’s account. Libraries can choose to use a different item status for missing pieces instead of Damaged. The library setting Item Status for Missing Pieces is used to set this.

If a patron loses an item, it can be marked as lost in their account. Go to the Items Out tab in the patron account. Select the item and click Actions → Mark Lost (By Patron). images/circ/mark-lost-1.png The item’s status is updated to Lost. It remains associated with the patron’s account and is now displayed on the Other/Special Circulations tab. images/circ/mark-lost-2.png A bill is automatically added to the patron’s account on the Bills tab for the replacement cost of the item and displays in dark red. A processing fee is included if the library has a value in the library setting Lost Materials Processing Fee. images/circ/mark-lost-3.png Evergreen can also automatically mark an item as lost after the item is a set number of days overdue. See for information on this process. A lost item is resolved when it is checked in or paid for. A checked in lost item will continue to display on a patron’s Other/Special Circulations tab until all bills linked to the item are resolved. This includes replacement charges, overdue charges, and manual charges added to the existing bills. See for more information on managing Lost bills.

deposits Libraries may have some items that require a deposit. This may be materials like special books that are hard to replace, or items in a Library of Things collection that are expensive to replace. Items that require a deposit will have the Is Deposit Required item attribute set to Yes and have an amount entered for the Deposit Amount item attribute. See for more information. For libraries that refund the deposit when the item is returned, the library setting Void item deposit fee on checkin should be set to TRUE.

Retrieve the patron’s account. On the Check Out tab, scan or enter item barcode. A pop-up will appear indicating that a deposit is required and the amount owed. Click Force Action. images/circ/deposit/deposit-checkout-1.png The item is checked out to the patron. Click on the Bills tab. A bill has been added in the amount of the deposit. images/circ/deposit/deposit-checkout-2.png Have the patron pay the deposit the same as any other bill.

Go to Circulation → Check In. Scan or enter the item barcode(s). A pop-up will appear indicating that a deposit was paid for the item. Click Force Action. images/circ/deposit/deposit-checkin-1.png The item will be checked in and the screen will indicate the amount of the deposit (if the library setting Void item deposit fee on checkin is set to TRUE. Click on the patron’s barcode in the Fine Tally message to open their account in a new tab. images/circ/deposit/deposit-checkin-2.png Click on the Bills tab. In the summary section of the Bills tab you will see the amount you are refunding reflected in the Refunds Available and Pending Payment fields. images/circ/deposit/deposit-checkin-3.png Enter 1 in the Payment Received box. (There is currently a bug preventing the "Apply Payment" button from being used without a positive number in this box. The $1.00 payment won’t actually be applied.) Click Apply Payment. images/circ/deposit/deposit-checkin-4.png The payment has been refunded and you can return the money to the patron. A record of the refund is available in the patron’s bill history in the full details of the payment.

In-house Use In-house use can be recorded for catalogued and non-catalogued items. The library setting Record In-House Use: # of uses thresholds for Are You Sure? dialog allows you to set a threshold at which Evergreen will ask staff to confirm that they really want to record that many in-house uses. The library setting Record In-House Use: Maximum # of uses allowed per entry allows you to set a maximum number of uses that Evergreen will allow to be recorded at a time. These settings can be useful in preventing an accidental scan of a barcode in the # of Uses from inflating in-house statistics. The statistics for in-house use are separate from regular circulation statistics. The in-house use count of catalogued items is not included in an item’s total use count.

Go to Circulation → Record In-House Use. Enter the number of uses if it is more than the default of 1. Scan or enter barcode. images/circ/in-house-1.png The in-house use will be recorded in the grid. images/circ/in-house-2.png Keep an eye on the Item Status column when recording in-house use. You may need to take further action if you find items with a status other than Available or Reshelving.

Go to Circulation → Record In-House Use. Enter the number of uses if it is more than the default of 1. Click on the drop down arrow in Barcode to choose the non-catalogued item type. images/circ/in-house-3.png Click Submit. images/circ/in-house-4.png The in-house use will be recorded in the grid. images/circ/in-house-5.png

Item Status Sitka Snippet Video - Item Status (2:26) Sitka Snippet Video - Batch Update (4:30) The Item Status screen is very useful to circulators and cataloguers at your library. Scanning a barcode into Item Status does not affect the item’s current status. To access Item Status select Cataloguing → Item Status or Circulation → Item Status. By default the List View will open. The List View allows staff to view information for multiple items at a glance as well as performing many actions on selected items via the Actions menu. images/circ/item-status-1.png The Detail View allows staff to use the different tabs to see a variety of information about a specific item. images/circ/item-status-2.png Clicking on the item’s title in either the List View or Detail View will open the record in the staff catalogue.

You can upload a .csv file of multiple barcodes using the Choose File option. To ensure smooth uploading and further processing of the items, it is recommended that the list contain no more than 100 items. Run a report in Evergreen to list the items you’d like to load into Item Status. Open the report in a program like Excel and remove all columns other than the barcode column, remove the header row, and save the file as a .csv file. In Evergreen, open Item Status. Click Choose File. images/circ/item-status-upload-file-1.png Follow the on screen prompts to select your file. A progress bar will display as the file loads. The items will be listed and the file name displays at the top. images/circ/item-status-upload-file-2.png Ensure you’ve set the row count high enough so that all your items display in the list. images/circ/item-status-upload-file-3.png

BillsAdd Bills Add Bills Bill Patron There are two categories of bills in Evergreen: System Generated Bills Bills created by Evergreen show a type of circulation. Evergreen will generate bills when items are marked as lost or damaged and include any set processing fees. Additionally, once an item is overdue, Evergreen will generate on-going overdue fines based on a library’s circulation policies; overdue fines are generated overnight. Staff Generated Bills Bills created manually by staff show a type of grocery. Sitka libraries share a list of billing types which staff can choose from. Additional library specific bill types can be added by Co-op Support if a library requires a unique bill type; default prices can be attached to the unique bill type.

Staff can manually add bills to a patron’s account for fees like non-resident memberships, photocopying, replacing lost library cards, and more. In the patron’s account click on the Bills tab. Click Bills in patron account. Click Bill Patron images/circ/billpatron1.png In the pop up that appears, select the appropriate billing type from the drop down menu. Enter the amount you wish to bill the patron. Optionally, include a note about the bill. Click Submit Bill. images/circ/billpatron2.png The bill will display with a type of grocery to indicate that the bill was manually created by staff. images/circ/billpatron3.png

If the patron incurs additional charges that are related to existing charges, staff can add the new charge to the existing one instead of creating a new bill. In the patron’s account click on the Bills tab. Select the bill you wish to add additional charges to and click Actions → Add Billing. images/circ/bill-patron-4.png In the pop up that appears, select the appropriate billing type from the drop down menu. Enter the amount you wish to bill the patron. Optionally, include a note about the bill. Click Submit Bill. images/circ/bill-patron-5.png The bill will be updated to reflect the new total.

Bills Payment Pay Bills Bills can be paid by cash, cheque, or credit, or be resolved by forgiveness, work, or goods. If the patron should not have to pay the bill (e.g. the patron should not have been billed in the first place) see and for additional options to resolve the bill. In the patron’s account click on the Bills tab. Select or de-select bills to pay. Oldest bills are paid first by default. If the patron would like a printed receipt check the box for Receipt On Payment and enter the number of copies to print in the # Items field. images/circ/bills-payments-1.png If the patron is paying in cash and would like their change added as credit to their account check the box for Convert Change to Patron Credit. images/circ/bills-payments-1a.png Libraries that do not allow patrons to have credit can set the library setting Disable Patron Credit to TRUE to turn off this feature. Select the payment type from the drop down menu. images/circ/bills-payments-2.png Enter the amount given by the patron in the Payment Received field. If the patron is paying in cash you can enter the total amount received and the amount of change to give to the patron will display in the Pending Change field. images/circ/bills-payments-3.png Check the box for Annotate if you wish to include a note with the payment. Click Apply Payment. images/circ/bills-payments-4.png The payment is applied and a receipt will print if that option was checked. Details of payments can be seen by clicking on the History button.

Refund If a paid bill is voided, either by staff or by the system, it may result in a negative balance on the patron’s account. To close negative bills, you can adjust the balance to zero, add a bill entry to the negative line item, or refund the balance amount. On occasion staff may need to manually void a payment in order to trigger the refund. See . The most common scenario resulting in a negative balance is a lost item that has been paid for being returned within the library’s refund interval. In the patron’s account click on the Bills tab. Select the line for the refund and go to Actions → Refund. images/circ/billing-refund-1.png Click OK/Continue. images/circ/billing-refund-2.png In the summary section of the Bills tab you will see the amount you are refunding reflected in the Refunds Available and Pending Payment fields. images/circ/billing-refund-3.png Enter 1 in the Payment Received box. (There is currently a bug preventing the "Apply Payment" button from being used without a positive number in this box. The $1.00 payment won’t actually be applied.) Click Apply Payment. images/circ/billing-refund-4.png The payment has been refunded and you can return the money to the patron. A record of the refund is available in the patron’s bill history in the full details of the payment.

Adjust to Zero This function sets any balance to zero and can be used to clear bills that you have determined the patron should not pay, possibly because they shouldn’t have been billed in the first place. A record of the adjustment is kept in the patron’s transaction history. For bills that the patron should have been billed but that staff are choosing to forgive Co-op Support recommends using the Forgive payment instead to enable staff to track amounts that are forgiven. See . Adjust to zero can also be used to clear a negative balance from a patron account. If money is being returned to the patron staff should refund the payment instead of adjusting it. In the patron’s account click on the Bills tab. Select the bill line item and click Actions → Adjust to Zero. images/circ/adjust-zero-1.png Click OK/Continue on the pop-up that appears. The bill has been adjusted to zero and no longer appears on the bill screen. A record of the adjustment is available in the patron’s bill history in the full details of the payment. images/circ/adjust-zero-2.png

Void Bills Local system administrators can void bills, either entirely or in part.

When an entire bill is voided there is no record of the bill or that is was voided. Co-op Support recommends you use the adjust to zero function instead of voiding entire bills. In the patron’s account click on the Bills tab. Select the bill line you wish to void and click Actions → Void All Billings. images/circ/void-bill-1.png Click OK/Continue on the pop-up that appears. The bill will no longer display on the patron’s bill tab. There is no record in the patron’s account of the bill.

Sometimes you may wish to void part of a bill, such as overdue fines for a specific day or a processing charge for a lost item. In the patron’s account click on the Bills tab. Select the bill line you wish to partially void and click Actions → Full Details. images/circ/void-bill-2.png The bill will open on the Statement tab. Click the Details tab. images/circ/void-bill-3.png Select the specific bill line you would like to void and click Actions → Void Billings. images/circ/void-bill-4.png Due to a bug, you must have the column Billing ID displayed in order to select individual bill lines. Click OK/Continue on the pop-up that appears. The amount owing for the bill will be updated.

Sometimes you may need to void a bill a patron has already paid in order to process a refund. In the patron’s account click on the Bills tab. Click History images/circ/void-paid-bill-1.png Click on the Payments tab. Select the relevant transaction and go to Actions → Full Details. images/circ/void-paid-bill-2.png The bill will open on the Statement tab. Click the Details tab. Select the bill(s) you wish to void and go to Actions → Void Billings images/circ/void-paid-bill-3.png Click OK/Continue on the pop-up that appears. The patron will now have a credit of the amount voided on their account.

Bill History In bill history, staff can see both open and closed transactions that have taken place with the patron’s account, as well as a history of payments made by the patron.

In the patron’s account click on the Bills tab. Click History By default transactions from the last 12 months will display. Use the calendar widgets to choose select a different timeframe if needed. images/circ/billhistory1.png Select a line and go to the Actions menu to see the full details, add billing, or print the bill out. images/circ/billhistory2.png

In the patron’s account click on the Bills tab. Click History Select the Payments tab. By default transactions from the last 12 months will display. Use the calendar widgets to choose select a different timeframe if needed. For more information about a particular payment, select the line item and click Actions → Full Details. The value in the Payment Type field will show how the bill was paid. images/circ/bill-history-3.png Bills can be paid automatically by the system adjusting bills when lost items are returned or manually by staff accepting a form of payment, using patron credit or forgiving a patron’s fines.

A hold is placed by the patron or by library staff on behalf of the patron. Library staff capture the hold. This can happen when an item on hold is returned and checked in or when staff pull and check in available items listed on the pull list. The patron is notified automatically by text or email, or manually by staff. The item is placed on the hold shelf. The hold is complete when the patron checks out or cancels their hold or when staff cancel or clear the hold. Staff regularly check their hopeless holds list to resolve unfillable holds.

A number of factors determine whether or not a hold can be placed. The status of the item Some item statuses are not holdable How the item is catalogued Shelving locations can be set to Holdable = NO Items can be set to Holdable = NO The library’s hold policies can block holds based on: Patron types Circulation modifiers Owning/Pickup library Age based hold protection Maximum number of holds allowed at a time The library setting Has Local Copy Block When this is set to TRUE holds cannot be placed on available items Individual patrons can also be blocked from placing holds due to exceeding group penalty thresholds.

Evergreen has four different holds levels. Library staff can place holds at all four levels, while patrons can only place meta-record, title level, and call number level holds. Hold level Abbreviation When to use How to use Who can use Hold tied to Meta-record M Patron wants first available copy of multiple titles of the same/different format. Click on place hold to the right of the record. From holds confirmation screen, click Advanced hold options and select other applicable formats. Patron or staff Holdings attached to multiple MARC (title) records sharing the same title and author of selected format(s)(book, video, audiobook, etc.) Title T Patron wants first available copy of a title. Staff or patron click on place hold to the right of a record on search result list or record summary screen. Libraries participating in Interlibrary Connect should use title level holds for ILC holds. Patron or staff Holdings attached to a single MARC (title) record Call Number V Patron wants the first available copy of a specific call number of a title. Staff click Call Number Hold in Holdable? column on the record summary screen. Patron or staff Call number record Item C Patron or staff want a specific copy of a title. Staff click Item hold in Holdable? column on the record summary screen. Staff Item barcode

Holds will have one of the following statuses: Status Description Cancelled The hold has been cancelled. Staff need to check the item in to return it to circulation or capture the next hold. In Transit The item is in transit to the pickup library from another library. Ready for Pickup The item is on the holds shelf and ready for pick up. The status of the item will show as On Holds Shelf. Reserved/Pending The hold has been captured and has not been put on the holds shelf. The status will be automatically changed to Ready for Pickup once the delay period specified in library setting Hold Shelf Status Delay. Suspended The hold is suspended and will not be filled until it is automatically or manually activated. Waiting for Capture An available item has been assigned to the hold but it hasn’t been captured for the hold yet. The item will display on the Pull List for Hold Requests. Waiting for Item All holdable item are currently checked out or otherwise not available. Wrong Shelf The pickup library for the hold has changed. Staff need to check the item in to send it into transit to the new pickup library.

Age Based Hold Protection Age based hold protection enables libraries to block holds from being filled for patrons from other libraries or branches until the item has been active for a specified amount of time. Age based hold protection can be set up as part of your hold policies or can be applied on a per item basis via item attributes. Protection via hold policies will apply to holds on all items or holds using specified circulation modifiers. Protection via item attributes is applied by cataloguers on an item by item basis. Single branch libraries can use age based hold protection via hold policies OR via item attribute; you should not use both at the same time. Multi-branch libraries can use a combination of age based hold protection through hold policies AND item attributes to control hold filling between their branches and other libraries. Make sure you know if and how your library does age based hold protection.

HoldsPlace Holds Place Holds Sitka Training Video - Placing Holds (6:18) Sitka Snippet Video - Patron Search in Place Hold (0:51) Sitka Snippet Video - Suspend a Hold While Placing the Hold (1:10) Holds can be placed by staff in the staff catalogue and by patrons on your public catalogue.

Sitka Snippet Video - Placing Title Level Holds (2:05) To place a title level hold, click the Place Hold button to the right of the record in the search result list, or on the record summary screen. images/circ/holds/title-hold-1.png Enter the patron’s barcode if you have it or click Search for Patron. You can also use the radio buttons to select the logged in staff account. images/circ/holds/title-hold-2.png The selected patron’s information will populate. Edit notification methods and pickup location if necessary and click Place Hold(s). Any method or contact number entered on this screen will override defaults in patron record and will be used for display and print purposes for this hold. images/circ/holds/title-hold-3.png The Holds Status field will update to indicate whether or not the hold was sucessfully placed. See for the possible messages. You can now place another hold for this title or click Return to go back to the search results. images/circ/holds/title-hold-4.png

You can request acceptable formats and languages of a title at time of hold placement, or you can group formats at time of search. Records are grouped by title, author, and format. Format information is from the MARC record leader and fixed fields.

On the Keyword Search tab, check the box for Group Formats and Editions. Enter your search terms and click Search. images/circ/holds/group-formats-1.png Click Place Hold button to the right of the record in the search result list. images/circ/holds/group-formats-2.png All formats and languages are selected by default. Un-select options as desired. images/circ/holds/group-formats-3.png Enter the patron’s barcode if you have it or click Search for Patron. Edit the patron notification fields if necessary and click Place Hold(s). Any method or contact number entered on this screen will override defaults in patron record and will be used for display and print purposes for this hold. images/circ/holds/group-formats-4.png After a meta-record hold is placed, if a new MARC record is added and it meets the grouping criteria, items under this new record will be targeted.

To place a call number or item level hold, retrieve and display the record. In the Item Table click Call Number Hold or Item Hold in the Holdable? column. images/circ/callnumberhold1.png Edit the patron hold notification fields as required and click Submit. Co-op Support recommends only using items holds if it’s absolutely necessary to target a particular physical item. Item holds should never be used when placing holds on items owned by other libraries. Do not use Recall Hold or Force Item Hold.

Sitka Snippet Video - Placing Holds from the Patron Account (1:03) Click the Holds tab in the patron’s account . Click Place Hold. images/circ/patron-place-hold-1.png The catalogue will open. Search for the title and place your hold as described in . Click Return to return to your search results or click on the patron’s name to return to the patron’s account. images/circ/patron-place-hold-2.png

Holds can be placed for an entire hold group at once: In the staff catalogue find the bibliographic record for the title you would like to place the group hold on. Copy or record the Database ID for the record. images/circ/holds/hold-group-place-hold-1.png Go to Circulation → Hold Groups. From the Hold Groups tab, double-click the hold group you wish to open. images/circ/holds/hold-group-place-hold-2.png The group will be opened on the Current Users tab. Click on the Hold Events tab. images/circ/holds/hold-group-place-hold-3.png Click on New Hold Group Event. images/circ/holds/hold-group-place-hold-4.png Enter the Record ID number for the bibliographic record on which you wish to place the hold. Use the checkbox to override all hold-blocking conditions possible if desired. Click Create Event. images/circ/holds/hold-group-place-hold-5.png Holds are placed for all members of the groups. images/circ/holds/hold-group-place-hold-6.png When the library setting Randomize group hold order is set to TRUE Evergreen will randomize the patrons in the group when the holds are placed so the same patron isn’t always first in line.

When placing a hold in the staff client library staff may see the following messages in the Holds Status column: Hold Pending - Evergreen is waiting for the hold to be placed. Hold Succeeded - The hold has successfully been placed for the patron. HIGH_LEVEL_HOLD_HAS_NO_COPIES - This indicates that there are no holdable items that can fill the hold. ITEM_AGE_PROTECTED - This indicates that the item is under age-based hold protection set through the items attributes and cannot currently fill holds at your library. If you override and place the hold it will eventually be filled when the item is no longer protected. ITEM_NOT_HOLDABLE - This indicates that the item is under age-based hold protection set through the Hold Policies and cannot currently fill holds at your library. If you override and place the hold it will eventually be filled when the item is no longer protected. The following messages indicate that the patron’s account has a system or staff generated block on it preventing holds from being placed. The thresholds for staff generated blocks are determined by your group penalty thresholds. PATRON_EXCEEDS_FINES - This indicates that the patron has a system generated block because they have exceeded your fine threshold. PATRON_EXCEEDS_OVERDUE_COUNT - This indicates that the patron has a system generated block because they have exceeded your overdue item threshold. PATRON_EXCEEDS_LOST_COUNT - This indicates that the patron has a system generated block because they have exceeded your lost item threshold. STAFF_CHR - This indicates that the patron has had a manual block placed on their account by staff. Staff with appropriate permissions can choose to override these blocks and place the hold. images/circ/hold-status-message-1.png

Library staff can view a patron’s current holds and recently cancelled holds from within the patron’s account. Open the patron’s account. Select the Holds tab. By default Open Hold Requests display. images/circ/holds/viewing-holds-1.png From here library staff can use the Actions menu to: Modify a hold. Cancel a hold. Find another target for the hold. Transfer the hold to another title. Mark the current item as Damaged, Discard/Weed, or Missing.

Library staff can view the current holds on a particular title by looking at the bibliographic record in the staff catalogue. Open the bibliographic record for the title. Select the View Holds tab. Any holds placed on the particular title, or any volumes or item attached to it, will display. images/circ/holds/viewing-holds-2.png From here library staff can use the Actions menu to: Modify a hold. Cancel a hold. Find another target for the hold. Transfer the hold to another title. Mark the current item as Damaged, Discard/Weed, or Missing.

Patrons can view and manage their own holds through My Account in the public catalogue. See for more information.

Items that have been captured for a hold can be viewed on the Holds Shelf. See for more information.

HoldsHolds Management Holds Management HoldsHolds Edit Holds Edit Library staff can manage holds through the staff catalogue, the patron account, and in some cases, the holds shelf. Patrons can manage some aspects of their holds via My Account in the public catalogue.

Set Desired Item Condition/Quality Edit Pickup Library Edit Notification Settings Edit Hold Dates Suspend and Activate Top of Queue Holds can be modified from the View Holds tab in the bibliographic record by selecting a hold and going to Actions → Modify Hold(s). images/circ/holds/modify-holds-1.png Holds can be modified from the Holds tab in the patron’s account by selecting a hold and going to the Actions menu and choosing the desired action. images/circ/holds/modify-holds-2.png

Co-op Support does not recommend the use of Item Quality/Condition. To prevent issues with filling holds libraries should leave the quality for all holds and items as Good.

On the View Holds tab in the staff catalogue, select the hold to edit and go to Actions → Modify Hold(s). In the pop-up that appears, click the drop down for Pickup Library. images/circ/holds/modify-holds-pickup-library-1.png Select a valid pickup library: a library within your system or your interlibrary connect zone. Click Apply. If the item is already captured for a hold the hold status will be updated to Wrong Shelf. The item needs to be checked in so it can transit to its new pickup library. OR On the Holds tab in the patron’s account, select the hold to edit and go to Actions → Edit Pickup Library. In the pop-up that appears, click the drop down for Pickup Library. images/circ/holds/modify-holds-pickup-library-2.png Select a valid pickup library: a library within your system or your interlibrary connect zone. Click Submit. If the item is already captured for a hold the hold status will be updated to Wrong Shelf . The item needs to be checked in so it can transit to its new pickup library.

Patrons can edit their own notification settings via My Account. On the View Holds tab in the staff catalogue, select the hold to edit and go to Actions → Modify Hold(s). In the pop-up that appears, add and/or remove information from the notification fields to change how the patron will be notified. images/circ/holds/modify-holds-notification-settings-1.png Click Apply. OR On the Holds tab in the patron’s account, select the hold to edit and go to Actions → Edit Notification Settings. Initially all fields in the pop-up will be blank and un-selected. images/circ/holds/modify-holds-notification-settings-2.png Check the box(es) beside the notification methods you wish to edit. To remove a method of notification check the box and leave the field blank. To add or edit a method of notification check the box and fill in the relevant information. Sitka’s Evergreen does not currently support the use of Text/SMS so these options should be ignored. images/circ/holds/modify-holds-notification-settings-3.png Click Submit.

On the View Holds tab in the staff catalogue, select the hold to edit and go to Actions → Modify Hold(s). In the pop-up that appears, edit the hold dates you wish to change. images/circ/holds/modify-holds-hold-dates-1.png Activate Date: The date on which a suspended hold will be activated. Expire Date: The date on which the hold will expire in Evergreen if it is never filled. Request Date: The date on which the hold was placed. Holds are generally filled in the order they were placed so editing the request date can change the order of the queue. Shelf Expire Date: The date on which the hold will expire from the holds shelf, based on the value in the library setting Default hold shelf expire interval. Click Apply. OR On the Holds tab in the patron’s account, select the hold to edit and go to Actions → Edit Hold Dates. Initially all fields in the pop-up will display today’s date and be un-selected. images/circ/holds/modify-holds-hold-dates-2.png Check the box(es) beside the hold date(s) you wish to edit and enter the new date(s). images/circ/holds/modify-holds-hold-dates-3.png Activate Date: The date on which a suspended hold will be activated. Expire Date: The date on which the hold will expire in Evergreen if it is never filled. Request Date: The date on which the hold was placed. Holds are generally filled in the order they were placed so editing the request date can change the order of the queue. Shelf Expire Date: The date on which the hold will expire from the holds shelf, based on the value in the library setting Default hold shelf expire interval. Click Submit. Patrons can edit the Request Date and Activate Date via My Account.

On the View Holds tab in the staff catalogue, select the hold to edit and go to Actions → Modify Hold(s). In the pop-up that appears, check or un-check the box for Hold is Suspended to suspend or activate the hold. images/circ/holds/modify-holds-suspend-activate-1.png When suspending a hold you can add an Activate Date so that the hold will automatically be activated after hours on the activation date; otherwise, staff or the patron will need to manually activate the hold. Click Apply. OR On the Holds tab in the patron’s account, select the hold to edit and go to Actions → Suspend or Actions → Activate. Click OK/Continue on the pop-up that appears. images/circ/holds/modify-holds-suspend-activate-2.png The hold will be suspended or activated. For suspended holds you can go to Actions → Edit Hold Dates to add an activation date so the hold will automatically be activated after hours on the activation date; otherwise, staff or the patron will need to manually activate the hold. Patrons can suspend and activate their holds via My Account.

On the View Holds tab in the staff catalogue, select the hold to edit and go to Actions → Modify Hold(s). In the pop-up that appears, check the box for Top of Queue. images/circ/holds/modify-holds-top-of-queue-1.png Click Apply. The hold will now have the queue position of 1. OR On the Holds tab in the patron’s account, select the hold to edit and go to Actions → Set Top of Queue or Actions → Un-Set Top of Queue. Click OK/Continue on the pop-up that appears images/circ/holds/modify-holds-top-of-queue-2.png The hold will be set or un-set to the top of the queue. If you want to move a hold to the top of the queue and an item has already been assigned to the hold currently on top of the queue you need to do the following. Set the new hold to the top of the queue. Suspend the original top hold. Find another target for the new hold at the top of the queue. Activate the original top hold.

Holds Transfer HoldsTransfer Holds Transfer Holds Holds on one title can be transferred to another title with the hold request time preserved. In the staff catalogue, retrieve the bibliographic record you would like the holds to be transferred to. Click Mark for → Title Hold Transfer. images/circ/holds/transfer-title-hold-1.png The bibliographic record ID of the marked record will now display beside the Title Hold Transfer menu option. images/circ/holds/transfer-title-hold-2.png Retrieve the bibliographic record that currently has the hold(s) attached to it. Go to the View Holds tab. Select the hold you wish to transfer and click Actions → Transfer to Marked Title. images/circ/holds/transfer-title-hold-3.png Click Transfer. The title hold is moved to the marked bibliographic record.

When a hold has an item assigned to it the item can be marked as Damaged, Discard/Weed, or Missing via the Actions menu. For more information on marking items with these statuses see .

Re-Target Holds HoldsRe-Target Holds Re-Target Holds Newly created items, or items whose status was just changed from a non-holdable to a holdable status, may not trigger holds on regular check in. This is because Evergreen automatically updates the table of items eligible to fill a particular hold every 24 hours. Library staff can retarget holds which forces Evergreen to update the table of eligible items right away. You can retarget local holds in two ways: on the check in screen, using the checkin modifiers Retarget Local Holds and Retarget All Statuses. by manually retargetting the hold from staff catalogue or patron account. Co-op Support recommends multi-branch libraries manually retarget holds through the staff catalogue or patron account in order to retarget all holds in the system. For single branch libraries, Co-op Support recommends using the retarget related checkin modifiers at check in. On the View Holds tab in the staff catalogue or on the Holds tab in the patron’s account, select the hold you wish to retarget and go to Actions → Find Another Target. images/circ/holds/retarget-hold-1.png Click Retarget. The hold is retargeted. If there is an item available to fill the hold it will be assigned to the hold with the hold status of Waiting for Capture. Check in the item to capture the hold.

Additional information about a hold can be seen in the hold details view. On the Holds tab in the patron’s account or on the Holds Shelf select the hold you wish to view and click the Detail View button. images/circ/holds/hold-details-view-1.png On the View Holds tab in the staff catalogue select the hold you wish to view and go to Actions → Show Hold Details. images/circ/holds/hold-details-view-2.png Useful information about the hold displays. images/circ/holds/hold-details-view-3.png Notes and Staff Notifications can be added to the hold record. On the Notes tab click New Note. Enter the relevant information. Notes that have Patron Visible checked will appear in the patron’s account in the public catalogue. Notes that have Print on Slip checked will print on the hold slip. images/circ/holds/hold-details-view-4.png Click Create Note. The note will display. On the Staff Notifications tab click Add Record of Notification. Enter the information about the notification and click Create. images/circ/holds/hold-details-view-5.png The record of notification will display.

HoldsCancelling Cancelling Holds can be cancelled in numerous ways by patrons, library staff, and Evergreen. Patrons can cancel their own holds through the Items on Hold interface in My Account in the public catalogue. Library staff can cancel holds for patrons through the Open Holds Requests tab in a patron’s account, the Holds View in the staff catalogue, the Pull List for Hold Requests, the Hold Shelf, and the Hopeless Holds interface. Libraries participating in Interlibrary Connect should NEVER cancel a hold if the pick up library is not their own. If a library deletes the last holding from a record, Evergreen will automatically delete the bibligraphic record and any holds associated with it including ILC holds. A warning is given to the staff member deleting the item if there are holds but Evergreen does not alert other libraries that have holds associated with the record. Co-op Support recommends libraries run a report to catch holds cancelled by Evergreen in this way. The template Monthly Cancelled Holds List with Cancelation Cause can be run as needed or set up as a monthly recurring report. These holds will show with a cancel reason of Untargeted expiration.

Staff can manually cancel holds for patrons in the staff client through the Open Holds Requests tab in a patron’s account, the Holds View in the staff catalogue, the Pull List for Hold Requests, the Hold Shelf, and the Hopeless Holds interface. In the interface of your choice, select the hold(s) you wish to cancel. Go to Actions → Cancel Hold. images/circ/holds/cancel-hold-1.png Choose the appropriate cancel reason from the drop down menu. If cancelling multiple holds at once the same cancel reason will be used for all. images/circ/holds/cancel-hold-2.png Enter a note if applicable. If your library has the Holds Cancelled by Staff notification enabled anything entered into the Notes field when cancelling a hold appears as the Cancel Cause in the email sent to the patron. Click Cancel Hold. images/circ/holds/cancel-hold-3.png The hold is now cancelled and appear on the Recently Canceled Holds tab in Holds within the patron’s account. images/circ/holds/cancel-hold-4.png The hold will also appear in the Holds History interface in My Account in the public catalogue if the patron has opted into saving their holds history. If the item was on the holds shelf it needs to be checked in. The item will go into Reshelving or be captured to fill the next hold. Patrons can cancel their own holds via My Account.

Library staff can also cancel a set of holds placed for a particular hold group. Go to Circulation → Hold Groups. From the Hold Groups tab, double-click the hold group you wish to open. images/circ/holds/hold-group-place-hold-2.png The group will be opened on the Current Users tab. Click on the Hold Events tab. images/circ/holds/hold-group-place-hold-3.png Select the set of holds you wish to cancel. Click Actions → Cancel hold group event. images/circ/holds/hold-group-cancel-hold-1.png Click OK/Continue. All holds in the set are cancelled. If an item was captured for one of the holds and on holds shelf, check it in. The item will go into Reshelving or be captured to fill the next hold.

Cancel reasons, also called cancel causes, show why a hold was cancelled. When holds are manually cancelled, staff can include a note to further explain the circumstances around the cancellation. Staff can apply the following cancel reasons manually when cancelling a hold through the Open Holds Requests tab in a patron’s account, the Holds View in the staff catalogue, the Pull List for Hold Requests, the Hold Shelf, or the Hopeless Holds interface: Hold shelf expiration - This hold reason can be used if the hold is not picked up from the holds shelf in the time alloted. Staff forced - This hold reason can be used if staff need to cancel a patron’s hold, such as when the library no longer owns a local item that can fill a hold and so needs to place a hold via Interlibrary Connect instead. Patron via phone - This hold reason can be used if the patron calls the library to cancel their hold. Patron in person - This hold reason can be used if the patron comes into the library to cancel their hold. Patron via email - This hold reason can be used if the patron emails the library to cancel their hold. Patron via SMS - This hold reason can be used if the patron sends an SMS message to the library to cancel their hold. Evergreen will apply the following cancel reasons when a particular action is performed in Evergreen: Hold shelf expiration - Evergreen applies this hold reason when holds are cleared from the hold shelf using the Clear These Holds button. Untargeted expiration - Evergreen applies this hold reason when the last item that could fill the hold is deleted and the associated bibliographic record is automatically deleted. Patron via OPAC - Evergreen applies this hold reason when a patron via cancels a hold via My Account in the public catalogue. Patron via SIP - Evergreen applies this hold reason when a hold is cancelled via a 3rd party product that authenticates with Evergreen via SIP. Hold Group Event rollback - Evergreen applies this hold reason when a hold is cancelled via Hold Groups.

Holds Pull List HoldsHolds Pull List Holds Pull List Sitka Training Video - Pull List for Hold Requests (4:26) Items that are available on your shelf and have been requested to fill a hold will appear on the pull list for hold requests. Staff can print the list, pull the items from the shelf, and then check them in to capture the holds. Co-op Support recommends checking the pull list at once day; libraries with a high volume of holds may find it beneficial to check the list multiple times a day.

Go to Circulation → Pull List for Hold Requests. The pull list displays. By default the items on the list are grouped first by shelving location, then by call number. The order the shelving locations display in can be adjusted to better reflect the physical arrangement of your shelves. For information on re-ordering your shelving locations see . Multi-branch libraries can use the library selector to look at the pull lists for any of their branches. images/circ/hold-pull-list-1.png The Pickup Library filter can be used to filter the pull list to show items to be picked up at a particular library or branch. This filter is sticky and will remain for the workstation until cleared. images/circ/hold-pull-list-2.png The Shelving Locations filter can be used to show items at a particular shelving location or a selection of shelving locations. This filter is sticky and will remain for the workstation until cleared. images/circ/hold-pull-list-3.png Print the pull list. See for printing and downloading options. Pull the items from your shelves and check them in to capture the holds. Items that cannot be found should have their status set to Missing via the Actions menu. images/circ/hold-pull-list-4.png

There are three ways to print the pull list for hold requests and one way to download it. In all cases the list will only include the items currently displaying on the screen.

The Print Full List button will open a print dialogue and allow you to print the list. The columns that print will depend on the library’s print template for the Hold Pull List. See for information on print templates. images/circ/print-hold-pull-list-1.png

The Print Full Grid option available on the Grid Options menu (Gear Icon) will open a print dialogue and allow you to print the list which will include all the columns currently visible on the screen. images/circ/print-hold-pull-list-2.png

The Print Selected Rows option available on the Grid Options menu (Gear Icon) will open a print dialogue and allow you to print the selected rows as a list which will include all the columns currently visible on the screen. images/circ/print-hold-pull-list-3.png

The Download Full CSV option available on the Grid Options menu (Gear Icon) will download a CSV file which will include all the columns currently visible on the screen. images/circ/download-hold-pull-list-1.png

Libraries participating in Interlibrary Connect should ensure they always have the Pickup Library column visible in the grid to easily distinguish between local and ILC holds. In the event of a short closure of ILC, the Pickup Library filter can be used so that only local holds are visible and appear on printed lists. If an item on the pull list is not captured for an ILC hold within 24 hours, Evergreen will re-target the ILC hold to another library, unless there is no other item in the ILC zone that can fill the hold. If an item cannot be found, it is especially important for ILC libraries to set that item to Missing so that Evergreen knows it cannot be used to fill the hold. If the item is the only item in the ILC zone that could fill the hold, once the item is set to Missing the hold will be moved to the pickup library’s hopeless holds list and the pickup library can then resolve the hold.

Holds Filling When library staff or patrons initiate a hold through the staff or public catalogue, Evergreen checks all related library settings, hold policies, and holdings under the title, to decide whether or not the hold can be placed. If the hold can be placed Evergreen creates a hold request record which includes information such as patron, pickup library, request time, and notification method and contact details.

Evergreen also records the range of libraries' items that may be used to fill the hold in the hold record. This is recorded in the hold request record in a field called Selection Depth, which is viewable when viewing holds in either the patron’s account or the title record. The value for Selection Depth will either be 2 or 3. 3 means the hold will be filled by items belonging to the owning library or system. 2 means the hold can be filled by any holdable item within the library’s reciprocal borrowing zone. Selection depth is not editable and Evergreen will not reassess the selection depth when the holdability of items change. To change the selection depth for a hold staff have to manually cancel then place the hold anew. A common situation where this may be needed if a library’s item has gone missing and they now want the hold to be filled by an interlibrary connect item.

When a hold is placed Evergreen creates an eligible item table which includes all eligible items that could potentially fill the hold. This table is not viewable within the staff client. In the first 24 hours after a hold is placed, Evergreen looks for potential items to add to the eligible item table approximately every 15 minutes. After the first 24 hours, Evergreen checks for eligible items once a day at approximately the time the hold was initially placed. The time is recorded in the hold request record in a field called Previous Check Time, which is viewable when viewing holds. If a potential target is found, it will be added to the hold target table. Items that are age hold protected will not be used to fill holds at other libraries. While checking for eligible items to add to the table Evergreen is also retargeting the hold. It does this by removing the current target, checking the table, and picking another target, which may or may not be the originally targeted item. When an item is checked in, Evergreen quickly goes through the eligible item table to see if the item can fill a hold and captures it if it can. When an eligible item has the status of Available or Reshelving Evergreen will add it to the library’s pull list for hold requests. Though there may be multiple eligible items available, only one item may be put on the pull list at a time. If a different item is checked in first Evergreen will opportunistically capture the hold and the item will disappear from the pull list. Items will also disappear from the pull list as Evergreen retargets holds daily and assigns new hold targets. When there are multiple eligible items available, Evergreen will first choose the pickup library’s copy, if available. Otherwise it will randomly pick up an item at another library, unless the pickup library imposes special rules prioritizing a preferred hold target source. Newly catalogued items and items coming out of a non-holdable status (such as Lost) are not automatically added to the eligible item table. These items will be added when Evergreen does its daily check but libraries may prefer to force an earlier update of the table. This is done by retargeting the hold.

Holds are queued based on request time unless manually changed by library staff. Separate holds queues are formed based on the potential target item range. For example, there is a hold queue for item level holds and another for title level holds. If a hold is targeting your library’s item for pick up at your library then other libraries' holds are not counted in the queue of holds. Item level holds have a simple queue, which includes all holds targeting the item. The title level holds queue counts all holds targeting any of the eligible items attached to that particular bibliographic record that the title hold may target, including the item level holds. You may notice missing queue numbers in item level holds queues; they are taken by the title level holds. For libraries participating in reciprocal borrowing there will be separate queues based on the selection depth of the hold. Holds with a selection depth of 3 will have a separate queue based on the pickup library since they specially target the items owned by the pickup library. This means each library or system has its own queue if it has holdable copies. Holds with a selection depth of 2 are queued together with the holds with a selection depth of 3 as items from any library in the zone including the pickup library can fill the hold. When looking at You may see missing queue numbers in selection depth 3 holds queues, which are taken by selection depth 2 holds. To view holds with a selection depth of 3 for your library simply filter the holds by pickup library, where the pickup library is your library. The queue is arranged based on request time. As you view the queue you may notice that some queue numbers are missing. This means there hold with a selection depth of 2 that is filling that hold queue position.

Holds HoldsCapture Holds Capture Holds Sitka Training Video - Capturing Holds (2:29) Items are captured for holds at check in either opportunistically when an item is returned by a patron or deliberately when items on the Pull List for Hold Requests are pulled and checked in. Multi-branch libraries and libraries participating in reciprocal borrowing will see both holds and hold transits captured at check in. When the Checkin Modifer Auto-Print Hold and Transit Slips is enabled hold and hold transit slips will print automatically without displaying a slip pop up within Evergreen.

When a hold is captured at check in a hold slip pop-up will appear, unless auto-printing is enabled. Staff can click Print or Do Not Print depending on their needs. The item is checked in and the item status is updated to On Holds Shelf. The patron will be notified automatically by Evergreen or by library staff depending on the method chosen for notification when the hold was placed. The chosen method will display on the hold slip and is included on the printed slip by default. images/circ/holds-capture-1.png Do NOT check out the item to the patron until after the notification processing delay has passed or Evergreen will NOT send the automatic notification. For information on hold notification processing delays see . The item is placed on the library’s hold shelf. Libraries with self pickup hold shelfs can customize the hold slip to limit the amount of patron personal information that is printed. A patron’s contact information on the hold slip may differ from what is in their patron account. Patrons have the option to enter different notification information when placing a hold. Evergreen will use the information saved in the hold record when notifying patrons.

When a hold transit is captured at check in a hold transit slip pop-up will appear, unless auto-printing is enabled. The pop up will indicate what location the item needs to be sent to. This information is also available on the printed slip by default. images/circ/holds-capture-2.png The Route To column on the Check In screen will also show the library code of the library the item is to be sent to. images/circ/holds/holds-capture-3.png The item is shipped to the destination library. When the destination library checks in the item, they will capture the hold.

Holds Shelf List Browse Holds Shelf Clear Shelf-Expired Holds Sitka Training Video - Holds Shelf (1:12) Items that have been captured for a hold and are waiting to be picked up by the patron will display on your Hold Shelf. Go to Circulation → Holds Shelf. The holds shelf will display. images/circ/holds/holds-shelf-1.png Holds on the hold shelf will have a hold status of Ready for Pickup or Cancelled or Wrong Shelf. Items remain on your hold shelf until they are checked out to the patron or cleared by library staff. See for more information.

There are two types of clearable holds: Cancelled Holds - holds that patrons or library staff have cancelled after they were already on the holds shelf. Expired Holds - holds have been on the holds shelf past your library’s hold shelf expire interval. Evergreen calculates a hold’s expire time based on the value entered for the library setting Default hold shelf expire interval. To clear these holds: On the holds shelf, click the Show Clearable Holds button. images/circ/holds/clear-holds-shelf-1.png Only holds that have been cancelled or are expired will now display. Click Clear These Holds. This will cancel the expired holds. images/circ/holds/clear-holds-shelf-2.png The Post-Clear column will indicate what will happen when the item is checked in. images/circ/holds/clear-holds-shelf-3.png Pull all the cleared items from the holds shelf. Go to Circulation → Check In. Check in all the items. The items will either go into reshelving or generate a hold notification if there is another patron on hold. The Print Full List button will give you a list of the holds that needs to been pulled from the holds shelf for check in. images/circ/holds/clear-holds-shelf-4.png

HoldsHold Groups Hold Groups Sitka Snippet Video - Hold Groups (2:45) Hold groups allow library staff to create lists of patrons that can then be used to place multiple title level holds on the same bibliographic record. This is useful for book clubs, new or on-order items, and/or high demand items. Libraries may wish to set up a mechanism by which patrons can subscribe to be added to a hold group. For example, a library may set up a form on their website with a list of authors to select from that is sent to library staff so they can add the patron to the selected author hold groups.

Go to Circulation → Hold Groups. On the Hold Group tab, click New Hold Group. images/circ/holds/hold-group-create-1.png Enter a name for the hold group. Enter a description (optional). Choose the owning library from the drop down (defaults to the workstation library). If you want the hold group to be visible to the patrons on the list, check the Visible to Patrons? checkbox. Click Create Bucket. images/circ/holds/hold-group-create-2.png

Go to Circulation → Hold Groups. From the Hold Groups tab, double-click the hold group you wish to open. images/circ/holds/hold-group-place-hold-2.png The group will be opened on the Current Users tab. Click on the Hold Groups button. From the drop down select Edit Hold Group. images/circ/holds/hold-group-edit-1.png In the pop-up that appears you can edit the name, description, owning library, or visibility. Click Apply Changes. The hold group is updated with your changes.

By default, hold groups are only visible to the staff member who created them but they can be shared. Go to Circulation → Hold Groups. Go to the Current Users tab. Click on the Hold Groups button. From the drop down select Shared Hold Group. images/circ/holds/hold-group-share-1.png Enter the hold group ID and click Load Bucket. images/circ/holds/hold-group-share-2.png The shared bucket will display. The hold group ID can be found beside the hold group name. images/circ/holds/hold-group-share-3.png

Patrons can be added to a hold group through the Hold Group interface by barcode or search. Go to Circulation → Hold Groups. From the Hold Groups tab, double-click the hold group you wish to open. images/circ/holds/hold-group-place-hold-2.png The group will be opened on the Current Users tab. Click on the Add Users tab. Enter the patron barcode into the Scan Barcode field or click Search for Patron. images/circ/holds/hold-group-add-user-1.png Added patrons will be listed in the grid. Continue adding patrons as needed. Select the patrons you would like to add to the group and Click Actions → Add to Hold Group or use the Add All To Hold Group to add all patrons at once. images/circ/holds/hold-group-add-user-2.png The patrons will now appear on the Current Users tab as part of the hold group. You can add some or all of the patrons in the add users list to different hold groups. Go to the Hold Groups tab and double-click to select another hold group from the list. Return to the Add Users tab and select the patrons you wish to add to the new hold group. Use the actions menu to add them to the newly select hold group. Patrons can also be added to a hold group via the main patron search. Go to Search → Search for Patrons. Enter your search criteria. Use the checkboxes to select one or more patrons. Click Add to Bucket. Choose the hold group to which you want to add the patron(s). Only hold groups created by the logged in staff member display. images/circ/holds/hold-group-add-user-3.png A message displays on the bottom right corner of the screen to confirm whether or not the patrons were added successfully to the hold group.

Go to Circulation → Hold Groups. From the Hold Groups tab, double-click the hold group you wish to open. images/circ/holds/hold-group-place-hold-2.png The group will be opened on the Current Users tab. Click on the Hold Groups button. From the drop down select Delete Hold Group. images/circ/holds/hold-group-delete-1.png Click Delete Bucket. The hold group is deleted and will no longer show in the list. Deleting a hold group does not cancel any holds placed through the hold group.

Transit In Transit Sitka Training Video - Transits (2:41) Evergreen’s In Transit feature is used to keep track of items transferring among branches within a library system or between separate Sitka libraries. It makes it easy for libraries to provide services such as allowing patrons to return items at any branch or Sitka library, or place holds on items belonging to another branch or library. Sitka services such as BC _ILC and SPRUCE ILL are possible because of Evergreen’s In Transit functionality. When an item is checked in at a non-owning branch or library, the status is changed to In Transit and a Transit Slip can be printed. Items in transit are sent to the destination branch or library according to your library’s policy and workflow. When you capture a hold with a pick-up library other than your branch or library, the item’s status is changed to In Transit. Holds in transit are sent to the destination branch or library according to your library’s policy and workflow. Libraries should check the Transit List on a regular basis for items that have been in transit longer than normal or have been put into transit by misscans. If you capture holds on the Capture Holds screen, a Transit/Hold slip is printed automatically by default. If you capture holds on the Check In screen, you can choose to print slips automatically by selecting Checkin Modifiers → Auto-Print Hold and Transit Slips.

Receive Transit In TransitCheck In Check In Check InIn Transit In Transit All items received from other branches or Sitka libraries must be checked in. Checking in updates an in transit item’s status and its location. If it is your item coming back, its status changes to Reshelving, and its location is updated. If the item has a local hold on it, its status changes to On Holds Shelf, its location is updated, and patron is notified. If the pickup branch for the hold is not your branch, the item is sent in transit again to the pickup branch.

Transit Details Transit dates, and source and destination libraries, are displayed on the Item Status screen. Select Circulation → Item Status and scan the item barcode, or click on item barcode hyperlink to load item in Item Status screen. Click Detail View. Select Holds/Transit tab. Transit information is displayed on the right of the screen.

Cancel Transit Under certain circumstances cancelling a transit may be required, but it effectively cancels the previous check in. Cancelling a transit affects data integrity and the accuracy of circulation statistics. Co-op Support strongly recommends that only sending libraries ever cancel a transit, and only before physically sending out items, while receiving libraries never cancel a transit, but check them in instead. This recommendation is a required work flow for libraries participating in BC_ILC and SPRUCE resource sharing agreements.

Select the transit and click Cancel Transit tab. images/circ/canceltransit2.png Click Cancel Transit at prompt. images/circ/canceltransit1.png Item status is updated to Canceled Transit if it had been "In Transit" “Lost” or “Checked Out” before. Items with any other prior status will return to the status they were in before they were sent into transit. Items in Canceled Transit status must be checked in.

These instructions are specific to the native Evergreen Self Check. For instructions on using third party self check systems, libraries should refer to the instructions provided by the third party vendors.

Open the Evergreen Self Check interface in an internet browser. images/circ/self_check_login_1.png Enter your self check login credentials and click Login. images/circ/self_check_login_2.png

Co-op Support recommends turning off all Evergreen Self Check computers at closing to avoid any conflicts with overnight Sitka processes. Close the browser. Turn off the computer.

Scan a library card and then, if required, enter the password. images/circ/self_check_check_out_1.png For BC public libraries, patrons from other libraries must be opted in by staff at your library before they can use the self check. See for information on opting in patrons. Scan the item barcodes. Items are listed with a check out confirmation message. images/circ/self_check_check_out_2.png If a check out fails a message will advise patrons to see staff. images/circ/self_check_error_1.png Select Email, Print, or None, for a receipt. Email only appears if patron has an email address in their account. Click Logout images/circ/self_check_check_out_3.png If a patron forgets to logout, the system will automatically log out after the time period specified in the library setting Patron Login Timeout (in seconds). An inactivity pop-up will appear to warn patrons 20 seconds before the logout.

Patrons can renew items at the self check if they physically have the item. Scan item barcodes. A renewal confirmation message displays, with item details. Type displays as Renewal, rather than Check out. images/circ/self_check_renew_1.png If the renewal fails, a message advises patron to speak to staff. images/circ/self_check_error_1.png

Click View Items Out. images/circ/self_check_view_items_out_1.png Items out list displays. images/circ/self_check_view_items_out_2.png The Print List button can be enabled and disabled through the Library Settings Editor.

Click View Holds. images/circ/self_check_view_holds_1.png Items on hold list displays. images/circ/self_check_view_holds_2.png The Print List button can be enabled and disabled through the Library Settings Editor.

Click View Details. images/circ/self_check_view_fines_1.png Current fines display. Fines cannot be paid through the self check. images/circ/self_check_view_fines_2.png The Print List button can be enabled and disabled through the Library Settings Editor.

Evergreen’s Offline Circulation Module is designed to log transactions during network outage, then offline transactions are uploaded and processed once network operations are restored. The Offline Circulation module will not work while our servers are down. Please plan to use alternative methods for circulation tracking if your library is open during the annual software upgrade. In order to do offline circulation, you need to prepare your workstations when you have network access. The information that is required by the Offline Circulation program needs to be downloaded to your computers. You need to access Sitka’s Evergreen server to get it.

Prior to using Offline Circulation, you need to do the following, which requires network access: Register the workstation in the recommended browser on the computers you intend to use. Local System Administrator’s account is required to do this. Load configuration information by performing a patron search. Select any patron on the result list. Go to Edit tab. The relevant configuration information for the workstation is downloaded during this process. Set up a default printer for Offline Circulation, if you use Hatch. Go to Administration → Workstation → Printer Settings. Save the Offline Circulation URL as a Chrome Bookmark.

The permanent link for Offline Circulation is https://catalogue.libraries.coop/eg/staff/offline-interface . We recommend that this link is bookmarked on staff workstations. This is the location for both entering transactions while offline as well as processing them later. You will see a slightly different version of this interface depending on whether or not you are logged in.

Browser print options - no additional setup required.

Hatch must be installed and enabled on your workstation. Click Administration → Workstation → Printer Settings. Click Offline → Select Printer → Click Apply Changes

Search → Search for Patrons. Perform a search → select a user from the results → and open the Patron Edit interface. This will allow the Offline interface to collect the information it needs, such as workstation information and the patron registration form.

To access Offline Circulation interface, go to Circulation → Offline Circulation. Alternatively you may bookmark the URL for Offline Circulation: https://catalogue.libraries.coop/eg/staff/offline-interface and access it from there. The top menu bar will load when accessing Evergreen staff client at https://catalogue.libraries.coop/eg/staff/ during offline. You may see different contents when accessing the above two URLs during online and offline time. You may see some different contents on some screens in Offline Circulation module when you access it during online and offline time, and when you are logged in and not. Co-op Support strongly recommends that you only use Offline Circulation for Check Out & Renew.

To check out items in Offline Circulation: Click the Checkout tab. Enter a value in the Due Date field or select a date from the Calendar widget, or choose a loan period from the dropdown list. The date field entry will honor the format set in the Library Settings Editor. Scan the Patron Barcode in the box labelled Patron Barcode. Check out items: For cataloged items, scan the item barcode in the box labelled Item Barcode. Each item barcode will appear on the right side of the screen, along with its due date and the patron barcode. If you are manually typing barcodes, you need to click the Checkout button or hit the Enter key on your keyboard after each Item Barcode entry in order to record the transaction. For non-cataloged items, select a Non-cataloged Type from the dropdown and enter the number of items you wish to check out. Click Checkout. In the list to the right, the item barcode will appear blank since this item is unbarcoded. The due date and patron barcode will appear, however. If you make an error in entry, click Clear to reset the Patron Barcode and Item Barcode fields. Make sure Strict Barcode is unchecked if you use non-codabar barcodes. To print a receipt, check Print Receipt. Offline Checkout Click Save Transactions in the upper-right of the screen to complete the checkout. Save Transactions Save Transactions will save any unsaved transactions across the Offline tabs Checkout, Renew, In-House Use, and Checkin. A value entered in the Due Date field will take precedence over an existing value in the Offset Dropdown; however, if you change the Offset after setting the Due Date field, the Due Date field will update to reflect the Offset value. Due Date and Offset values are sticky between the Checkout and Renew tabs, and also sticky between transactions. Strict Barcode and Print Receipt are sticky among the Checkout, Renew, In-House Use, and Checkin tabs and are also sticky between transactions. Pre-cataloged item checkout is not available in Offline Circulation. Any pre-cataloged item checked out through Offline Circulation will result in an entry in the Exception List and will not successfully check out.

To renew an item, you must know the item’s barcode number. The patron’s barcode is optional. To renew items in Offline Circulation: Click the Renew tab. Ensure that the Due Date value is correct. For each item to be renewed, scan the item’s barcode in the Item Barcode field. If you are typing the item barcode, click the Renew button or hit the Enter key on your keyboard after each item barcode. (Optional): Enter the patron’s library card barcode in the Patron Barcode field by scanning or typing the barcode. Offline Renew The item barcode, due date, and patron barcode (if entered) appear on the right side of the screen. To print a receipt, check Print Receipt. Click Save Transactions in the upper-right of the screen to complete the renewal. Save Transactions

Once you are able to connect to the server, you need to upload the offline transactions. It is good practice to do this as soon as possible, but if the local system administrator is not on site for a day or two do not panic. There are 3 steps to to load offline transactions into Evergreen database: Create a session: to be done by local system administrators at an administration workstation. This process creates a file on the server outside Evergreen database. Upload transactions to a session: to be done by circulation staff at circulation workstations. Offline transactions are uploaded to the file created on the server. Process the uploaded transactions: to be done by local system administrators at an administration workstation. Offline transactions are loaded into Evergreen database. Besides the above regular steps, you may need to handle exceptions if some of your transactions can not be processed. Once the network has come back up, a local system administrator must first create a session before uploading transactions. Then, staff can upload transactions from each of the workstations used in offline circulation to that session. Once all of the library/branch workstations have uploaded their transactions, the local system administrator will process all the transactions in the session at once. Do not use slash (/) or backslash (\) in the session name.

Log into Evergreen with a local system administrator account. Go to Circulation → Offline Circulation. On Session Management tab, click Offline Sessions. Click Create Session. images/circ/offlineupload3.png On the prompt, type in a name. Click OK/Continue. The new session shows up on top of the list.

If there are pending offline transactions on a workstation, on the login page there will be an alert. images/circ/offlineupload1.png You need to upload the transactions to the session just created on each workstation used for offline circulation. To upload, log in to Evergreen. Go to Circulation → Offline Circulation. You will see transactions listed on Pending Transactions tab under Session Management. images/circ/offlineupload1a.png Click Offline Sessions tab. You will see the session your local system administrator just created. Click Upload. images/circ/offlineupload5.png Repeat the above process on each workstation used for offline circulation. Once done, local system administrators may process the session.

To process uploaded transactions, you need to log in with a local system administrator’s account. Go to the offline session you created. Check the Upload Count, which indicates the number of workstations that have uploaded offline transactions. If the number matches the number of workstations used during offline, click Process. images/circ/offlineupload6.png It may take a while if you have many transactions. Click Refresh to see the processing progress. Once all transactions are processed the Date Completed and Transactions Processed columns will be updated. images/circ/offlineupload7.png Scroll to the bottom of the screen to see if there are any entries in the Exception List. Some of these may require staff follow up.

Exceptions are problems that were encountered during processing. For example, a mis-scanned patron barcode, or an item that was not checked in before it was checked out to another patron would all be listed as exceptions. Those transactions causing exceptions might not be loaded into Evergreen database. Staff should examine the exceptions and take necessary action. These are a few notes about possible exceptions. It is not an all-inclusive list. Checking out a item with the wrong date (i.e. the Offline Checkout date is +2 weeks and the item’s regular circulation period is +1 week) does not cause an exception. Overdue books are not flagged as exceptions. Checking out a reference book or another item set to not circulate does not cause an exception. Checking out an item belonging to another library does not cause an exception. An item that is targeted for a patron hold and captured via offline checkin will not cause an exception unless that item also goes to an In Transit status. An item that is on hold for Patron A but checked out to Patron B will not cause an exception. Patron A’s hold will be reset and will retarget the next time the hold targeter is run. In order to avoid this it is recommended to not check out holds to other patrons. If you check out a book to a patron using a previous barcode for that patron, it will cause an exception and you will have to retrieve that patron while online and re-enter the item barcode in order to checkout the item. The Offline Interface can recognize blocked, barred, and expired patrons if you have downloaded the Offline Block List in the browser you are using. You will get an error message indicating the patron status from within the Standalone Interface at check-out time. See the section on the Offline Block List for more information. At the right side of each exception are buttons for Item, Patron, and Debug. Clicking the Item button will retrieve the associated item in a new browser window. Clicking on the Patron button will retrieve the associated patron in a new browser window. Clicking the Debug button will result in a modal with detailed debugging information. images/circ/offlineupload8.png Common event names in the Exceptions List include: ROUTE-ITEM - Indicates the book should be routed to another branch or library system. You’ll need to find the book and re-check it in while online to get the Transit Slip to print. COPY_STATUS_LOST - Indicates a book previously marked as lost was found and checked in. You will need to find the book and re-check it in while online to correctly clear it from the patron’s account. CIRC_CLAIMS_RETURNED - Indicates a book previously marked as claimed-returned was found and checked in. You will need to find the book and re-check it in while online to correctly clear it from the patron’s account. ASSET_COPY_NOT_FOUND - Indicates the item barcode was mis-scanned/mis-typed. ACTOR_CARD_NOT_FOUND - Indicates the patron’s library barcode was mis-scanned, mis-typed, or nonexistent. OPEN_CIRCULATION_EXISTS - Indicates a book was checked out that had never been checked in. MAX_RENEWALS_REACHED - Indicates the item has already been renewed the maximum times allowed. Note that if the staff member processing the offline transaction set has the MAX_RENEWALS_REACHED.override permission at the appropriate level, the system will automatically override the error and will allow the renewal.

Offline transactions can be exported from one workstation and imported to another. This will be helpful when a workstation containing offline transaction can not access network. You may use another workstation to upload the file.

To export transactions while you are offline, navigate to Circulation → Offline Circulation and click Export Transactions in the top-right of the screen. This will save a file entitled pending.xacts to your browser’s default download location. If you will be processing these transactions on another workstation, move this file to an external device like a thumb drive. images/circ/offline-upload9.png Depending on your browser’s setting, you may be prompted to choose a location to save the file. To export transactions while you are logged in, navigate to Circulation → Offline Circulation and click on the Session Management tab. Click on the Export Transactions button to generate the pending.xacts file as above. Double check to make sure the file is saved safely on the workstation, click Clear Transactions to clear the pending transactions. images/circ/offline-upload10.png If you do not clear transactions after exporting, next time when you do offline circulation, your records will be appended to these transactions.

To import transactions, make sure your exported transactions file is available to the workstation you wish to load them to. Log in to the staff client. Navigate to Circulation → Offline Circulation Click on the Session Management tab. Click on the Import Transactions button. images/circ/offline-upload11.png Navigate to the location on your computer where the exported pending.xacts file is saved. Select the file for importing. The Pending Transactions list will populate with your imported transactions. You may now proceed according to the instructions under Upload Offline Transactions.

There are three ways to access the Staff Catalogue. The Staff Catalogue may also be accessed by pressing the F3 key any time while using Evergreen.

On the splash page, enter a keyword into the text box in the Item Search and Cataloguing section. Click Search Catalogue. The Item Search and Cataloguing section of the splash page with the search bar highlighted. The Staff Catalogue page opens with the results of the keyword search for your default search library. Perform your search. Refer to for information on searching in the staff catalogue. You can change the default search library for the workstation in the Search Preferences.

Go to Search → Search the Catalog. Search menu with Search the Catalog highlighted. The Staff Catalogue page opens. Perform your search. Refer to for information on searching in the staff catalogue.

Go to Cataloging → Search the Catalog. Cataloging menu with Search the Catalog highlighted. The Staff Catalogue page opens. Perform your search. Refer to for information on searching in the staff catalogue.

Sitka Snippet Video - Search Preferences (1:48) Catalogue search preferences can be set directly in the staff client.

In the staff catalogue click on Search Preferences. Catalogue Preference Button Set the values you would like for your preferences. Catalogue Preference Options Default Search Library This determines what library is searched from the advanced search screen and portal page by default. You can override this setting when you are actually searching by selecting a different library. One recommendation is to set the search library to the highest point you would normally want to search. Preferred Library This determines which library’s holdings display first in the item grid within a search result and in the Item Table within a record. If your preferred library is a descendant of your search library, the item count in in the search result will display for both your search library and preferred library. One recommendation is to set this to your home library so that local counts show in the search results when you are searching all of Sitka or a particular ILC zone. Default Search Pane You can choose which search pane is loaded by default when opening a new catalogue window. Choose from Keyword Search, Numeric Search, MARC Search, Browse, and Shelf Browse. Default Sort Order You can choose what sort order is used by default for sorting your search results. Default Limit to Available When this setting is checked, the Limit to Available checkbox in the search form will be checked by default. Default Group Formats/Editions When this setting is checked, the Group Formats/Editions checkbox in the search form will be checked by default. Search Results Per Page You can enter the number of search results that display per page. We recommend keeping this number under 200. Exclude Electronic Resources When this setting is checked, the Exclude Electronic Resources checkbox is added to the search form. Note, this does not check the box within the search form by default. Highlight Search Terms When this setting is checked, the search terms used in a keyword search will be highlighted in the search results. The preferences set in the staff client override any preferences for the logged in account that have been set in the public catalogue via My Account.

Libraries with the course reserves module turned on will see an additional search preference. Catalogue Preference Course Reserves When the box for Show course materials selector is checked an additional filter will appear in the Search Form. Catalogue Course Reserves Filter

Search templates allow you to save search options and inputs for future use. You can create search templates using any search pane. Since the Keyword Search pane contains the most options, search templates are most useful on this pane. The search templates can be accessed by clicking Search Templates below the library selector in the top-right corner on the staff catalogue page. images/staffcat/configure/staff-cat-search-templates-1.png

To create a search template, first make all desired selections. You may make selections in the following fields: Format Catalog Field Matching Sort Results Language Audience Literary Format Shelving Location Publication Year Checkbox selections will not be saved in a search template. You may also add additional search rows. If you use multiple search rows, you can make a selection in the Join With field. Click Search Templates → Save Template. images/staffcat/configure/staff-cat-search-templates-2.png A pop-up will appear. Enter a brief, descriptive name and click Save. images/staffcat/configure/staff-cat-search-templates-3.png Use unique names that describe the selected search settings when naming your search templates. The template will now appear in the drop down.

To use a saved template, click Search Templates located below the library selector in the top-right corner. images/staffcat/configure/staff-cat-search-templates-4.png Select a template from the list in the drop down menu that appears. images/staffcat/configure/staff-cat-search-templates-5.png The template will load and search criteria will be updated. You can now perform your search.

You can delete all your search templates at once or individual search templates. Search Templates menu with Delete Selected and Delete All Templates highlighted To delete an individual template: Click Search Templates located below the library selector in the top-right corner. Select the template you wish to delete. Click Search Templates again. The template you selected with now display in bold. Click Delete Selected. The Confirm Delete dialog box will open. Click Confirm. The template is deleted. To delete all saved templates: Click Search Templates located below the library selector in the top-right corner. Click Delete All Templates. The Confirm Delete All dialog box will open. Click Confirm. All templates are deleted.

The staff catalogue enables staff to search for holdings in their collection and the entire consortium.

The entire panel at the top of the staff catalogue is the search form: Five Search Panes The Library Selector Additional Options Catalogue Search Form

There are five search panes available in the search form that enable staff to search the catalogue in a variety of ways: Keyword Search Numeric Search MARC Search Browse Shelf Browse The default search pane for your workstation can be set in the Search Preferences.

The library selector allows you to change your search library to the consortium, system, branch, or other organization of your choice. To change your search library, click the text box to the left of the Search button and make your selection from the drop down menu. The default search library for your workstation can be set in the Search Preferences. You may also enter the short name of the library you wish to search directly into the text box and then select it from the shortened list that displays. Your library selection will stay until you leave the staff catalogue on that tab. When you open the staff catalogue in a new tab it will reset to the workstation’s default search library. The workstation setting Include Full Library Names in Library Search? controls whether the display in the library selector is the library name and short code or just the short code. See for information on this setting.

The Reset button will clear the search terms and reset the search field to the default. The Sort Results box and the checkboxes are not reset. You can also access the following features: Search Templates Search Preferences Basket Actions Viewing the Basket (represented by a basket icon)

The Keyword Search pane lets you search the catalogue with one or more search terms. You may also apply a variety of filters and sort the results. Go to Cataloguing → Search the Catalogue. Catalogue Menu Select the Keyword Search tab. It will be open by default if it’s set as your default search pane. Use the three dots or the Show more filters button to expand the search form for more filtering options. images/staffcat/search/staff-cat-keyword-search-1.png When searching it’s important to ensure that your desired search scope is set in the library selector. Library selector in the staff catalogue (MPL is the Maple Library on Sitka’s training server.) Multi-branch libraries can search their entire system or a specific branch. Libraries participating in reciprocal borrowing may wish to search their library or their ILC zone. You can set your default search library for the workstation in Search Preferences. Enter your search criteria and click Search. images/staffcat/search/staff-cat-keyword-search-2.png To add an additional search row, click the plus sign (+) to the right of the Search Terms text box. A new search row will appear below the first. Additional search rows are joined to preceding rows with the Boolean operators And or Or, which may be selected in the Join with menu to the left of the additional search row. To delete a search row, click the minus sign (-) to the right of the row you wish to delete. Your results are displayed. Refer to for additional information. images/staffcat/search/staff-cat-keyword-search-3.png

images/staffcat/search/search-filters-1.png There are three options to limit your keyword search: Format, Catalog Field, and Matching. Format: Make a selection from the Format drop down menu to specify what type of item you are seeking. Some options for format include: All Books, Music (CD, cassette), All Videos, Braille, Books (large print), and Software/Video Games. Catalog Field: Make a selection from the Catalog Field drop down menu to specify which bibliographic fields you wish to search. You may select Keyword, Title, Journal Title, Author, Subject, or Series. Matching: Make a selection from the Matching menu to specify how strictly the search should treat your search terms. You may choose from the following options: Contains: The search will look for items that contain your search terms, regardless of how the terms appear in the record. Does not contain: The search will look for items that do not contain your search terms. Contains phrase: The search will look for items that contain your search terms successively in exact order. Matches exactly: The search will look for items that contain only your search terms in exact order. This option is not available when Keyword is selected in the Catalog Field search option. Starts with: The search will look for items that begin with your search terms, regardless of how the terms appear in the record. This option is not available when Keyword is selected in the Catalog Field search option. Keyword searches will look through all relevant fields in the bibliographic record, even if they are not displayed in the search results. For example, searching by title also searches the alternate title field, which is not displayed in search results. Filters let you refine your search beyond the options available in the search row. Use the three dots or the Show more filters button to expand the search form for more filtering options. The filters appear at the bottom of the search form. The options available in each filter depend on the library selected in the Library Selector. The available filters are: Language, Audience, Literary Form, and Shelving Location. To add a filter, select the desired term from the list in the filter. The selected term will be highlighted and the filter will be applied when you run the search. Use the scroll bar in each filter to view more options. Hold CTRL (Windows) or CMD (Mac) to make multiple selections in a single filter. To remove a filter, select the first term in the filter’s list that begins with All and is followed by the name of the filter. For example, to remove the Language filter, select All Languages. To remove all filters, click the Reset button in the top-right corner of the search form. To filter by publication year, select an option from the drop down menu to the right of "Publication Year is" and enter the publication year or years in the text box. You may select Is, Before, After, or Between. If you select Between, an additional text box will appear to the right of the existing text box. Filters will not be applied until you click Search. If you make any changes to filters after beginning a search, you must click Search again to apply your changes.

images/staffcat/search/search-filters-2.png By default, the search results are in order of greatest to least relevance. Search results can be sorted by relevance, title (A to Z or Z to A), author (A to Z or Z to A), publication date (newest to oldest or oldest to newest), or popularity (most to least popular or popularity adjusted relevance). To change the sorting method before your search, select an option from the Sort Results drop down menu located below the search row. To change the sorting method of a search you have already started, select an option from the Sort Results drop down menu, then click Search in the top-right corner to apply your selection.

images/staffcat/search/search-filters-3.png Three checkboxes appear on the Keyword Search pane by default. If the Exclude Electronic Resources checkbox is selected on the workstation’s Search Preferences, the Exclude Electronic Resources checkbox will also appear. Depending on the size of your browser window, these checkboxes appear to the right of or below the Sort Results drop down menu, at the bottom of the search form. The checkboxes appear in the order listed below. The described behaviour applies when the box is checked (selected). Limit to Available: Results will be limited to items with a status of Available or Reshelving. Group Formats/Editions: Results of the same title with different formats or editions will be combined into a single result. Results from All Libraries: Results may come from any library in the highest level of your catalogue, usually a consortium or system. Checking this box overrides any conflicting workstation Search Preferences and any selection in the Library Selector. Exclude Electonic Resources: Results will not include any electronic format, such as e-books. If this checkbox is not visible, check the Exclude Electronic Resources checkbox on the Search Preferences page. If you check or uncheck a checkbox after beginning your search, you must click Search again to apply your changes.

The Numeric Search pane allows you to search numerical fields in bibliographic records. You may search the following fields: ISBN, UPC, ISSN, LCCN, TCN, and Item Barcode. Go to Cataloguing → Search the Catalogue. Catalogue Menu Select the Numeric Search tab. It will be open by default if it’s set as your default search pane. images/staffcat/search/staff-cat-numeric-search-1.png When searching it’s important to ensure that your desired search scope is set in the library selector. Library selector in the staff catalogue (MPL is Maple Library on Sitka’s training server.) Multi-branch libraries can search their entire system or a specific branch. Libraries participating in reciprocal borrowing may wish to search their library or their ILC zone. You can set your default search library for the workstation in Search Preferences. You can search by ISBN, UPC, ISSN, LCCN, TCN, or Item Barcode. images/staffcat/search/staff-cat-numeric-search-2.png A record may have multiple barcodes on it. Item Barcode refers to the barcode created by your library. It is the barcode you scan to check an item in or out. Enter your search criteria and click Search. images/staffcat/search/staff-cat-numeric-search-3.png Your results are displayed. Refer to for additional information. images/staffcat/search/staff-cat-numeric-search-4.png UPC’s are only recognized by the Numeric Search when the 024 indicator 1 is coded as "1" for Universal Product Code. If searching a LCCN do not use a hyphen, add a 0 in place of a hyphen, e.g. 2001001234. If an OCLC number is nine digits then Evergreen uses ocn as a prefix. For example: ocn123456789. If an OCLC number is less than 8 digits then Evergreen uses ocm as a prefix. In addition Evergreen will automatically prefix the number with zeros so that it is nine digits. For example: ocm01234567, or ocm00123456.

The MARC Search pane allows you to search fields and subfields in MARC records. Go to Cataloguing → Search the Catalogue. Catalogue Menu Select the MARC Search tab. It will be open by default if it’s set as your default search pane. images/staffcat/search/staff-cat-marc-search-1.png When searching it’s important to ensure that your desired search scope is set in the library selector. Library selector in the staff catalogue (MPL is the Maple Library on Sitka’s training server.) Multi-branch libraries can search their entire system or a specific branch. Libraries participating in reciprocal borrowing may wish to search their library or their ILC zone. You can set your default search library for the workstation in Search Preferences. Enter the tag, subfield, and value and click Search. images/staffcat/search/staff-cat-marc-search-2.png You can only search one tag or subfield per row. To add additional rows, click the plus sign (+) to the right of the search row. To remove rows, click the minus sign (-) to the right of the search row. Remove any apostrophes from your search value. No results will be returned when apostrophes are included. Your results are displayed. Refer to for additional information. images/staffcat/search/staff-cat-marc-search-3.png

The Browse pane allows you to view bibliographic headings that fall around your search term alphabetically. Each result links to catalogue records that contain the indicated bibliographic information. (To browse by call number, see Shelf Browse.) Go to Cataloguing → Search the Catalogue. Catalogue Menu Select the Browse tab. It will be open by default if it’s set as your default search pane. images/staffcat/search/staff-cat-browse-1.png When searching it’s important to ensure that your desired search scope is set in the library selector. Library selector in the staff catalogue (MPL is the Maple Library on Sitka’s training server.) Multi-branch libraries can search their entire system or a specific branch. Libraries participating in reciprocal borrowing may wish to search their library or their ILC zone. You can set your default search library for the workstation in Search Preferences. Select a field to browse, enter a keyword, and click Search. images/staffcat/search/staff-cat-browse-2.png The following fields are browsable: title author subject series Enter the surname first when searching by author in the Browse pane. Your results are displayed. Click Next or Back, which appear above and below the results, to view more results. images/staffcat/search/staff-cat-browse-3.png

The Shelf Browse pane allows you to browse by call number. It will return results that fall around your search term alphabetically or numerically. Each result links to catalogue records. (To browse by bibliographic headings, see Browse.) Go to Cataloguing → Search the Catalogue. Catalogue Menu Select the Shelf Browse tab. It will be open by default if it’s set as your default search pane. images/staffcat/search/staff-cat-shelf-browse-1.png When searching it’s important to ensure that your desired search scope is set in the library selector. Library selector in the staff catalogue (MPL is the Maple Library on Sitka’s training server.) Multi-branch libraries can search their entire system or a specific branch. Libraries participating in reciprocal borrowing may wish to search their library or their ILC zone. You can set your default search library for the workstation in Search Preferences. Enter a call number in the Browse Call Numbers starting with text box, then click Search. images/staffcat/search/staff-cat-shelf-browse-2.png Your results are displayed. Click Next or Back, which appear above and below the results, to view more results. images/staffcat/search/staff-cat-shelf-browse-3.png Shelf Browse is best used at the smallest appropriate level, usually the branch level, due to possible variations in call number practices.

The results of a search appear below the search form. Search Result Count and Actions Result Details Facets Buckets images/staffcat/search/staff-cat-search-result-1.png

images/staffcat/search/staff-cat-search-result-3.png The number of results returned by the search appears in the top-left corner in parentheses beside the Search Results label. A check box allows you to select and deselect all results on the current page. The Show More Details/Show Fewer Details button allows you to show and hide the item table. The Show Facets/Hide Facets button allows you to show and hide the facet bar on the left side of the screen. The page navigation allows you to page through your results or jump to a specific page.

Each result is made up of six elements. Numbering and Check Box Title Description Holdings Record History Actions Item Table images/staffcat/search/staff-cat-search-result-2.png

Search results are numbered sequentially. The check box within the result can be checked to add the result to the basket. See .

The title description, also called the physical summary, appears on the left side of each search result. It contains the following information: Cover image (if supplied) Title Author Format with descriptive icon Call number Physical description Edition Publisher Identifier (ISBN, ISSN, UPC) All information except for the cover image and call number comes from the MARC record. Clicking on the title or cover image will take you to the bibliographic record. Clicking on the author will conduct a search for that author.

Holdings information appears to the right of the item description. Each line contains information that is specific to the location listed after the @ symbol. The first number on each line is the number of copies on a given record at the specified location that have the status "Available" or "Reshelving." The second number is the total number of copies owned by the specified location or its descendants. This section will show has shaded in blue if there are no physical holdings attached to the record. Records for e-resources and records where physical holdings haven’t been added yet display this way. The consortium or highest-level location always appears on the first line. The library chosen in the Library Selector determines what will be displayed on the next line or lines. The workstation’s preferred library, if set, will appear last, if different from the preceding lines. The title control number (TCN), which is identical to the database ID in Sitka, and the total number of holds on the record are displayed to the right of the location holdings information.

The history of the record appears on the right side of the search result. You can see when the record was created, who created it, when the record was last edited, and who last edited it. While the library staff username is a hyperlink to the staff account, you will be unable to view the account if they are not from your library or opted into your library. If there is a concern about edits to a bibliographic record please contact Co-op Support.

The Place Hold button allows you to place a title hold on the item. See . The Add to Bucket button allows you to add the title to a record bucket. See .

The item table displays when the Show More Details button has been clicked. The table shows basic item information for up to six items attached to the bibliographic records, based on the search library scope. The table will show information in alphabetical order by library unless a preferred library is set, in which case items for the preferred library appear first.

images/staffcat/search/staff-cat-search-result-4.png Facets appear on the left side of the search results. These facets are grouped by categories such as author, subject, genre, series, and more. Each category contains the most common information in your search results' MARC records. Click on a facet within a given category to limit the search results to the selected facet. Click on the facet again to remove your selection.

images/staffcat/search/staff-cat-search-result-5.png Favourite and recent record buckets can also be accessed to the left of the search result. For more information see .

Each title in the catalogue is represented by a bibliographic record. This record contains detailed information about the title. There may be multiple records for a given title if the title has multiple editions, formats, or publishers in your catalogue. While the goal is to have one MARC record in the database for each discrete bibliographic title which all libraries add their holdings to, in practice this doesn’t always happen so libraries may see duplication of records when searching beyond their library or system. The bibliographic record display can be accessed: through the staff catalogue by clicking on the hyperlinked title or cover image in a search result throughout the staff client by clicking on the hyperlinked title in any grid it appears in

The Bibliographic Record Display is a robust interface through which you can view the MARC record, information about the items attached to the record, holds associated with the record, and more. You can also perform a number of actions through this interface. The display is divided into 4 sections: Record Summary Search Result Navigation Record Action Buttons Record Views images/staffcat/bib/staff-cat-bibliographic-record-display-1.png

The Record Summary contains basic information about the title. Field Description Note Format Icon The type of item, such as book, DVD, or large print book. See for information on how Evergreen determines which format icon to display. Cover Image An image of the specific version of this title or non-bibliographic item. If the cover image is missing see the Sitka FAQ Why isn’t there cover art for my record? for more information. Title The title of the work from the 245 $a field of the MARC record. The title is a hyperlink. Selecting the title will direct you to the record with no other information in the URL which can be useful for sharing the record with other staff. Author The author’s name exactly as it appears in the MARC record. Bib Call # The bibliographic call number from the 050 or 082 field of the MARC record. This is not the call number created through the Holdings Details section of the Holdings Editor and associated with an item. Edition The title’s edition from the 250 field of the MARC record. Pubdate The title’s publication date, taken from character 07-10 of the 008 field in the MARC record. Record Owner This field currently has no use in Evergreen. All bibliographic records in the Sitka database are the shared property of the BC Libraries Cooperative, regardless of the holdings attached. TCN The record’s Title Control Number. In Sitka, the TCN is always the same as the record’s database ID. Database ID The record’s database ID. When reporting issues with bibliographic records to Co-op Support please include the database ID. Created On The date the record was created. Created By The staff account that created the record. While this is field is a hyperlink to the staff account, you will be unable to view the account if they are not from your library or opted into your library. Last Edited By The staff account that last edited the record While this is field is a hyperlink to the staff account, you will be unable to view the account if they are not from your library or opted into your library. If there is a concern about edits to a bibliographic record please contact Co-op Support. Last Edited On The date the record was last edited on. Use the arrow in the right hand corner to collapse and expand the record summary panel as desired. When collapsed only Title, Edition, TCN, and Created By will be shown. images/staffcat/bib/staff-cat-bibliographic-record-display-2.png

If you accessed the bibliographic record through a search, you can navigate to the records for other results from your search directly from this record. Use the buttons below the Record Summary to the left to navigate your search results. images/staffcat/bib/staff-cat-bibliographic-record-display-3.png The following buttons are available: Start: View the record for the first search result. Previous: View the record for the search result before this one. Next: View the record for the search result after this one. End: View the record for the last search result. Back to Results (# / #): Return to the search results page. The first number indicates the position of the current record in the search results. The second number indicates the total number of results. If you accessed the record by clicking on the title hyperlink in a grid, such as in Item Status, the search results navigation buttons will not display.

A number of actions can be performed using the Action buttons located below the Record Summary. images/staffcat/bib/staff-cat-bibliographic-record-display-4.png The following actions are available: Patron View - The record will open in your public catalogue or discovery layer in a new tab. The value set in the library setting Patron view discovery layer URL determines what public catalogue or discover layer opens. Place Hold - See . Add Holdings - See . Serials → Quick Receive - See . Serials → Manage Subscriptions - See . Serials → Manage MFHDs Mark For… → Conjoined Items Mark For… → Overlay Target - See . Mark For… → Title Hold Transfer - See . Mark For… → Holding Transfer - See . Mark For… → Reset Record Marks - This removes all marks from the record. Other Actions → Add To Bucket - See . Other Actions → Add To Carousel - See Sitka Carousels in the LibPress manual. Other Actions → Upload Cover Image - See . Other Actions → Clear Added Content Cache - This option will clear the cache for content on the added content tab (if enabled) and cover art images. Other Actions → View/Place Orders - See the section called Creating Purchase Orders via View/Place Orders and the section called Adding Line Items to Purchase Orders via View/Place Orders.

There are eleven record views available in bibliographic record display that can be used to access information and perform actions. Staff View Added Content Item Table MARC Edit MARC View Record Notes View Holds Monograph Parts Holdings View Conjoined Items Shelf Browse Any of the record views can be set as the default view for your workstation by opening the desired tab and clicking Set Default View. images/staffcat/bib/staff-cat-bibliographic-record-display-5.png Some of the record views display as a grid. Information on customizing the grid display, including adding/removing columns and changing column widths, can be found in .

The Staff View tab contains information from the MARC record presented in a human-readable format. Hyperlinks are to a relevant search. For example, if a record has an ISBN, the ISBN is hyperlinked to a numeric search for this ISBN. Depending on what information is available in the record, different information will show in this tab. images/staffcat/bib/record-views-staff-view-1.png

The Added Content tab displays for libraries that subscribe to a service that provides added content compatible with Evergreen. images/staffcat/bib/record-views-added-content-1.png When no added content is available for a title the tab name will display as No Added Content. images/staffcat/bib/record-views-added-content-2.png NoveList Select can be integrated with Sitka’s Evergreen for added content. Please contact Co-op Support if you have a Novelist Select subscription you would like integrated. For any other added content subscriptions, please review the 3rd Party Service Integration policy and complete the 3rd Party Service Integration With Sitka’s Evergreen survey so Co-op staff can determine if it’s a compatible product.

The Item Table tab displays a table of holdings attached to the record based on your search scope. If a preferred library is set for the workstation, applicable items for that library will appear in the list. The table is organized alphabetically by library. Within the table staff with appropriate permissions can click on the applicable link to: edit the call number in the Holdings Editor. edit the item in the Holdings Editor. view the item in Item Status. place an item level or call number level hold. These hold options should only be used in very specific circumstances. See for more information. If additional functions are needed to work with an item staff should use the Holdings View tab instead. images/staffcat/bib/record-views-item-table-1.png

The MARC Edit tab allows users with appropriate permissions to modify fixed fields and tags in the MARC record using the Enhanced MARC Editor and the Flat Text Editor. images/staffcat/bib/record-views-marc-edit-1.png

The MARC View tab shows a non-editable version of the MARC record. This tab can give users quick access to basic information about a title, but the Staff View tab may be more useful. The MARC record can be printed from this tab by clicking the Print Page button. images/staffcat/bib/record-views-marc-view-1.png

The Record Notes tab allows users to view notes associated with a record. Currently this feature is only used by Evergreen to automatically add a record note when records are merged together. images/staffcat/bib/record-views-record-notes-1.png

The View Holds tab lists all holds on the record in the scope specified in the Pickup Library selector. The Holds Count displays the number of holds within the pickup library scope. For more information on viewing holds see . images/staffcat/bib/record-views-view-holds-1.png

The Monograph Parts tab allows users to manage parts associated with a record. The parts functionality is not used by Sitka. images/staffcat/bib/record-views-monograph-parts-1.png

The Holdings View tab displays detailed item and call number information. It also allows users with appropriate permissions to perform numerous actions on holdings. The Holdings Maintenance selector allows you to determine your library scope. The check boxes for Show Call Numbers, Show Copies, Show Empty Call Numbers, and Show Empty Libs enables you to show and hide elements as needed. Rows can be expanded or collapsed as desired using the arrows in the Location/Barcode column. images/staffcat/bib/record-views-holdings-view-1.png To change what information is displayed in the table, see more results, and select other options, see Grid Options.

The Conjoined Items tab allows users with appropriate permissions to manage conjoined items from the bibliographic record. images/staffcat/bib/record-views-conjoined-items-1.png

The Shelf Browse tab displays tiles containing records for other items appearing before and after the selected record by call number. Click the Back and Next buttons to page through the results. images/staffcat/bib/record-views-shelf-browse-1.png

The basket is used to create a temporary collection of bibliographic records. The basket can be used to place holds on multiple records at once, print or email record details, add records to a record bucket, and export records to a file. The basket in Evergreen is temporary and will empty every time you log out of Evergreen. If you want to save the contents of a basket for later, you will need to add the basket to a record bucket.

To skip the basket and add records directly to a bucket see . Records can be added to the basket singly or in batch. Search the catalogue for the records you would like to add to a bucket, as described in . Select the title you would like to add to the basket by checking the check box that appears beside the result number or checking the check box at the top of the result to add all results on the page. images/staffcat/basket/staff-cat-basket-add-records-1.png The selected record is added to your basket and the count beside the basket icon will increase. images/staffcat/basket/staff-cat-basket-add-records-2.png Repeat the steps as needed to add more records to your bucket. You can also add all search results to a basket by clicking the Basket Actions button and then choosing Add All Search Results. images/staffcat/basket/staff-cat-basket-add-search-results-1.png Use this option cautiously as the more search results you have the longer this will take.

Uncheck the check box next to the record. This can be done from the search results page or from within the basket. images/staffcat/basket/staff-cat-basket-remove-records-1.png The record is removed from the basket and the count beside the basket icon will decrease. images/staffcat/basket/staff-cat-basket-remove-records-2.png You can also remove all records from the basket at once by clearing the basket. See .

The Basket Actions menu, found by clicking on the Basket Actions button in the bottom right of the Search Form, lets you view the contents of the basket, batch place holds, print or email the title details for all titles, add the contents of the basket to a bucket, export records, and clear the basket.

The contents of the basket can be viewed in two ways: Click Basket Actions and from the drop down select View Basket. images/staffcat/basket/staff-cat-basket-view-basket-1.png Click the basket icon in the search form, located to the left of the Basket Actions button. images/staffcat/basket/staff-cat-basket-view-basket-2.png Records appear in the basket as they appear in the search results, although Facets are unavailable in the basket.

You can place a title level hold on every item in the basket Click the Basket Actions button in the bottom right of the Search Form. Select Place Hold from the drop down menu. images/staffcat/basket/staff-cat-basket-place-hold-1.png Enter the patron’s barcode if you have it or click Search for Patron. You can also use the radio buttons to select the logged in staff account. images/circ/holds/title-hold-2.png The selected patron’s information will populate. Edit notification methods and pickup location if necessary and click Place Hold(s). Any method or contact number entered on this screen will override defaults in patron record and will be used for display and print purposes for this hold. images/staffcat/basket/staff-cat-basket-place-hold-2.png The Holds Status field will update to indicate whether or not the holds were sucessfully placed. See for the possible messages. You can now place another hold for these titles or click Return to go back to the search results. images/staffcat/basket/staff-cat-basket-place-hold-3.png

Click the Basket Actions button in the bottom right of the Search Form. Select Print Title Details from the drop down menu. images/staffcat/basket/staff-cat-basket-print-title-details-1.png A printer-friendly version of the basket will appear. Records appear in the same order as in the basket and are numbered. Print using your browser’s functionality. The information that displays for each listed bibliographic record may vary depending on the information in the record. Bibliographic ID number, ISBN, ISSN, UPC, title, author, publisher, publication date, and item type can be included.

Click the Basket Actions button in the bottom right of the Search Form. Select Email Title Details from the drop down menu. images/staffcat/basket/staff-cat-basket-email-title-details-1.png A plaintext version of the of the basket will be emailed to the address associated with the library staff account currently logged into the staff client. Records appear in the same order as in the basket and are numbered. The information that displays for each listed bibliographic record may vary depending on the information in the record. Bibliographic ID number, ISBN, ISSN, UPC, title, author, publisher, publication date, and item type can be included.

Instructions for adding a basket to a bucket can be found in .

Click the Basket Actions button in the bottom right of the Search Form. Select Export Records from the drop down menu. images/staffcat/basket/staff-cat-basket-export-records-1.png The Export tab of the MARC Batch Import/Export interface opens. Select the desired Record Format from the drop down menu. You may choose MARC21, UNIMARC, MARC XML, or Evergreen Record Entry. Select the desired Record Encoding from the dropdown menu. You may choose UTF-8 or MARC8. If you wish to include holdings in the records export, check the checkbox. Click Export to download the file. images/staffcat/basket/staff-cat-basket-export-records-2.png A file will download to your browser and can then be downloaded to your computer.

Click the Basket Actions button in the bottom right of the Search Form. Select Clear Basket from the drop down menu. images/staffcat/basket/staff-cat-basket-clear-1.png The contents of the basket are removed and the count beside the basket icon will be zero. The basket will also empty every time you log out of Evergreen.

Sitka Training Video - Search the Catalogue (5:56) It is critical to search the database before adding titles, volumes, or copies. Good practice is to assume the item you are adding already exists, and to do an exhaustive search for the item before cataloguing it. By doing so, you will discover whether you need to add your item to an existing title record, or if you need to import or create a new title record. It is very important that you scope your cataloguing searches to the entire Sitka database. In the Search Preferences you set Sitka as your Default Search Library.

To search the catalogue for holdings, go to Cataloguing → Search the Catalogue. Catalogue Menu Select the Numeric Search tab. It will be open by default if it’s set as your default search pane. Numeric Search screen When searching for cataloguing purposes it is important to ensure that you search the entire consortium. Search Library (GLCONS is the Green Land Consortium on Sitka’s training server.) You can search by ISBN, UPC, ISSN, LCCN, TCN, or Item Barcode. Numeric Search options Enter your search criteria and click Search. Numeric Search select Search Your results are displayed. Refer to for information on determining which result to add your holding to. two search results UPC’s are only recognized by the Numeric Search when the 024 indicator 1 is coded as "1" for Universal Product Code. If searching a LCCN do not use a hyphen, add a 0 in place of a hyphen, e.g. 2001001234. If an OCLC number is nine digits then Evergreen uses ocn as a prefix. For example: ocn123456789. If an OCLC number is less than 8 digits then Evergreen uses ocm as a prefix. In addition Evergreen will automatically prefix the number with zeros so that it is nine digits. For example: ocm01234567, or ocm00123456.

When searching the catalogue for cataloguing purposes the Numeric Search should be preferred over the Keyword Search. Libraries that catalogue non-bibliographic items (laptops, museum passes, cake pans, etc.) that don’t use standard identifiers, like ISBN, may need to use the Keyword Search when adding additional items to these records. To search the catalogue for holdings select Cataloguing → Search the Catalogue. Catalogue Menu Select the Keyword Search tab. It will be open by default if it’s set as your Default Search Pane. Use the three dots or the Show more filters button to expand the search form for more filtering options. Keyword Search screen When searching for cataloguing purposes it is important to ensure that you search the entire consortium. Search Library (GLCONS is the Green Land Consortium on Sitka’s training server.) All the search filters, with the exception of Shelving Location, rely on values entered into the Leader, 007, 008, or 041 fields of the MARC record. Records with incorrect coding will not filter correctly. Enter your search criteria and click Search. Keyword Search screen Your results are displayed. Refer to for information on determining which result to add your holding to. one search results It is possible to search ISBNs by Keyword, but results may not be exhaustive. We recommend using Numeric Search when searching for ISBN or other standard identifiers. Refer to .

To search the catalogue for holdings, go to Cataloguing → Search the Catalogue. Catalogue Menu Select the MARC Search tab. It will be open by default if it’s set as your default search pane. MARC Search screen When searching for cataloguing purposes it is important to ensure that you search the entire consortium. Search Library (GLCONS is the Green Land Consortium on Sitka’s training server.) Enter the tag, subfield, and value and click Search. MARC Search screen Remove any apostrophes from your search value. No results will be returned when apostrophes are included. Your results are displayed. Refer to for information on determining which result to add your holding to. Search results

When you retrieve results it’s important to look at the results to decide which is the best match for your item. Refer to the section Is it a Match? in Sitka’s Evergreen Policy & Best Practices Manual. The results for your search will display. Brief bibliographic details display for each search result. Regardless of the search library, holdings counts for your preferred library will display. Evergreen will highlight the holdings count where there are no physical copies. two search results The Show More Details/Show Fewer Details button will toggle grid with item information on and off. Items belonging to the preferred library will display first in the grid. two search results To view the record details, click on the title link. section of the search result with the title link circled If there is only one result and the library setting Jump to details on 1 hit (staff client) is set to TRUE you will taken directly into the record, bypassing the search results screen. Use the MARC View or MARC Edit tab to look at the MARC record to confirm that it matches with your item. Refer to the section Is it a Match? in Sitka’s Evergreen Policy & Best Practices Manual for information on how to determine a match. Record Details with MARC View If satisfied that the record matches the item in hand, you can proceed to add your holdings to the record.

Age-based Hold Protection Fine Level Circulation Modifier Loan Duration Statistical Categories Circulate as Type Sitka Training Video - Holdings Editor (14:13) The Holdings Editor is used to create or edit call number and item records. It can be accessed: from within a bibliographic record by clicking on the Add Holdings button. from within a bibliographic record by going to Holdings View and selecting the appropriate option from the Actions menu. from within a bibliographic record by clicking Edit on the Item Table tab. from within an item bucket by selecting the appropriate option from the Actions menu. by scanning an item into Item Status and selecting the appropriate option from the Actions menu. The Holdings Editor has three parts: Holdings Details Item Attributes Preferences images/cat/holdings/the-holdings-editor-1.png The Holdings Editor can display the Holdings Details and Item Attributes as separate tabs or the two can be unified into a single tab as shown above. This is done via the setting Unified Holdings, Item Attributes Display, and Item Templates on the Preferences tab.

Sitka Snippet Video - Holdings Details (3:02) The Holdings Details section of the Holdings Editor contains information related to your library’s call numbers. images/cat/holdings/holdings-details-1.png Attribute Description Required Note Owning Library The library that owns the item. Yes For multi-branch libraries this will be a particular branch. Use the plus icon to add additional rows. Use the pen icon to edit the owning library. Classification The classification scheme used by the call number Yes The classification scheme affects how call numbers are sorted in the Shelf Browse. Prefix Configured prefixes can be selected from the drop down menu. No See for more information. Libraries that don’t use this field can hide it in the Holdings Preferences. Call Number Label The call number you would like to assign to your item. Yes Evergreen will pre-populate this field with the value in the 082 $a or 050 $a, if there is a value in the field, depending on which classification scheme is the default. Use the plus icon to add additional rows. Suffix Configured suffixes can be selected from the drop down menu. No See for more information. Libraries that don’t use this field can hide it in the Holdings Preferences. Barcode The barcode for the item. Yes Item # The item number assigned to the item by library staff to keep track of how many copies of an item the library has. No The item number does not display on the spine label or in the public catalogue. Libraries that don’t use this field can hide it in the Holdings Preferences. Part The use of parts is not currently supported in Sitka’s Evergreen. No Libraries should hide this field in the Holdings Preferences.

Sitka Snippet Video - Item Attributes (5:35) The Item Attributes section contains information specific to your library’s items. You can customize which attributes display in the Item Attribute Settings. images/cat/holdings/item-attributes-1.png The table below provides detailed descriptions of the item attribues. Attribute Description Note Age-based Hold Protection Allows libraries to restrict holds to be picked up at a range of libraries Sitka provides two sets of rules: x_month_within_single_branch and x_month_among_multi_branch. The former allows holds to be picked up at the item’s circulating library only for x months, while the latter at libraries sharing the same parent with the circulating library, e.g. all branches of a library system or all single-branch libraries within a federation. In general, use the former if you are a single_branch library and want to restrict holds to your own library, or if you are a branch of a multi-branch library system and want to keep the holds at your own branch. Use the latter if you are a multi-branch library system and allow items to fill holds picked up at all your branches, but not to go out of your system. Circulate? Indicates whether the item can circulate or not Leave it as "YES", unless the item is in a circulating shelving location but should not itself circulate. If the shelving location’s Circulate? attribute is "NO", this field will have no effect. The "NO" value in this field overrides the shelving location’s Circulate? "YES" value. Circulation as Type Circulation policy may be controlled by the media type in MARC records. When media type is used, this field can be used to override the MARC media type for individual items. It can also be used for statistical purposes. Not currently used in Sitka’s Evergreen. This attribute is hidden by default. Circulation Library Library currently circulating the item Circulation Modifier An identifier used for applying circulation policies or for statistical purposes A shared list of Sitka circulation modifiers displays in the dropdown list for all libraries. Each library selects circulation modifiers to use, and defines its own circulation policy for each modifier. Cost The actual amount of money paid for the item This is automatically filled with the billed amount from acquisitions module. It can also be entered manually by libraries not using acquisitions. Deposit? Indicates whether checking out the item requires a deposit or not Deposit Amount Amount required as a deposit for the item When the item is checked out a bill for this amount is automatically created in the patron account. For instructions on circulating items with deposits see . Fine Level Indicates whether an item uses the Low, Normal, or High fine level attached to its circulation modifier or shelving location set up in the circulation policy. Each circulation modifier/shelving location may have three fine levels, corresponding to these three values. Use Normal if only one fine level is used. Please contact Co-op Support if you need multiple fine levels for one circulation modifier/shelving location. Floating Indicates whether an item belongs to a floating group This functionality must be configured by Co-op Support. If Co-op Support has not configured floating groups for you, leave the field blank. Holdable? Indicates whether the item is holdable or not Leave it as "YES", unless the item is in a holdable shelving location, but holds should not be allowed on this particular item. If shelving location’s Holdable? is set to "NO", this field will have no effect. The "NO" value in this field overrides the shelving location’s Holdable? is "YES" field. Item Alert Used for information that should been seen when an item is checked in or out (e.g. Damage or number of pieces to check for). CAUTION: some 3rd party self check machines cannot display item alerts. Item Note Used for information specific to the item. Notes set as public will display in the public catalogue. Item Tags Not currently used in Sitka’s Evergreen. This attribute is hidden by default. Loan Duration Indicates whether an item uses the Short, Normal, or Long loan duration attached to its circulation modifier or shelving location set up in the circulation policy. Each circulation modifier/shelving location may have three loan durations, corresponding to these three values. Use Normal if only one loan period is used. Please contact Co-op Support if you need multiple loan durations for one circulation modifier/shelving location. OPAC Visible? Indicates whether the item is visible in the public catalogue Leave it as YES, unless the item is in an OPAC visible shelving location, but should not be displayed on OPAC. If OPAC Visible? is "NO" for the shelving location, this field will have no effect. The "NO" value in this field will hide the item, even if OPAC Visible? is "YES" for the shelving location. Price Replacement price of the item. Evergreen uses this price when billing patrons for lost items. Quality Indicates the quality of the item Not currently used in Sitka’s Evergreen. This attribute is hidden by default. Reference? Indicates whether the item is reference or not. This flag can be used for setting up circulation policies or for statistical purposes. Shelving Location The location where the item can be found. Shelving locations belonging to the working location and the organizations on a higher hierarchal level (library system, federation, or Sitka) are displayed in the dropdown list. Multi-branch libraries may create system level shelving locations for all branches to share. To edit existing shelving locations or create new ones see . Statistical Categories Item statistical categories created by your library or federation. Use the dropdown list to choose which organization’s entries to display. Status Current status of the item By default a new item record is assigned a status of In Process. Some status cannot be selected from the drop down menu as an action, such as checking out the item, is required to set the item to that status.

Item alerts pop up on the screen when the item is checked in and/or checked out to alert staff that something further needs to be done with or known about the item. You can also view, edit, and delete item alerts from Item Status by clicking on the Manage button. A count beside the button indicates how many alerts are on the item. This button opens the older version of the alerts pop-up. Manage is greyed out if the item does not have an alert. Item Alerts

In the item attributes section of the Holdings Editor, click Item Alerts. Item Alerts Choose a type from the dropdown list. Type in the message. If desired, check the box for Temporary?. This can be useful if the alert is only needed to resolve a particular issue. Click Add New. The alert will display as a pending new alert. Item Alerts Click Apply Changes. Item Alerts Back in the holdings editor, click Apply All, Save & Exit. The alert will appear at check out and/or check in depending on the alert type chosen.

In the item attributes section of the Holdings Editor, click Item Alerts. Item Alerts Make the the necessary changed and click Apply Changes Item Alerts Back in the holdings editor, click Apply All, Save & Exit. The updated alert will appear at check out and/or check in depending on the alert type chosen.

In the item attributes section of the Holdings Editor, click Item Alerts. Item Alerts Check the box for Clear? beside the alert you’d like to delete and click Apply Changes Item Alerts Back in the holdings editor, click Apply All, Save & Exit. The alert is deleted and will no longer appear at check out and/or check in.

Notes can be added to item records. Notes will not show up when items are retrieved, but they can be made public and displayed in the public catalogue.

In the item attributes section of the Holdings Editor, click Item Notes. Item Notes Enter a title for your note. Enter the content of your note. Check the box for Public Note if the note should display in the public catalogue. Click Add Note. Item Notes Click Apply Changes. Item Notes Back in the holdings editor, click Apply All, Save & Exit. The note is now applied to the item and will display in the public catalogue if set to be public. Item Notes

In the item attributes section of the Holdings Editor, click Item Notes. Item Notes Click Edit beside the note you would like to edit. Item Notes Make your edits and click Save. Item Notes Click Apply Changes. Item Notes Back in the holdings editor, click Apply All, Save & Exit.

In the item attributes section of the Holdings Editor, click Item Notes. Item Notes Click Remove beside the note you would like to remove. Item Notes Click Apply Changes. Item Notes Back in the holdings editor, click Apply All, Save & Exit. The note is now removed from the item.

Sitka Snippet Video - Using Item Statistical Categories (1:45) Item Statistical Categories, also referred to as item stat cats, can be used to capture item information the library needs that isn’t otherwise captured in the item record. This information can be used in reporting and OPAC visible stat cats will display in your public catalogue. For information on creating and editing item statistical categories see . Statistical categories can be set as required. When required the statistical category is highlighted in orange and the item cannot be saved until a value is entered. Item Statistical Category The Stat Cat Filter enables you to specify the organizational level at which statistical categories display. For example, if you have federation wide stat cats as well as library specific ones you can set the filter to your federation or your library to change what stat cats display. Item Statistical Category

In the item attributes section of the Holdings Editor, click on the statistical category you would like to enter a value for. From the drop down menu select the value you would like to apply to the item. Click Apply. Item Statistical Category The attribute field will turn green to indicate it’s been updated. Item Statistical Category Click Apply All, Save & Exit.

In the item attributes section of the Holdings Editor, click on the statistical category you would like to clear the value for. Click Clear. Item Statistical Category The attribute field will turn green to indicate it’s been updated and the value will be unset. Item Statistical Category Click Apply All, Save & Exit.

Sitka Snippet Video - Holdings Editor Preferences (2:16) In the Holdings Editor, click on the Preferences tab to change settings for the Holdings Editor. images/cat/holdings/holdings-editor-preferences-1.png

Select the checkboxes or use the drop down menus to set the settings you’d like. images/cat/holdings/holdings-editor-preferencess-2.png

Setting Description Hide Call Number Classification Column Check this box if you’d like to hide the classification scheme column. Hide Call Number Prefix Column Check this box if your library doesn’t use call number prefixes. Hide Call Number Suffix Column Check this box if your library doesn’t use call number suffixes. Hide Generate Barcodes This box should be checked to hide this option as barcode generation is not currently used in Sitka. Hide Use Checkdigit This box should be checked to hide this option as the checkdigit function is not currently functional. Hide Item Number Check this box if your library doesn’t use item numbers. Hide Item Part This box should be checked to hide this option as parts are not currently used in Sitka. Unified Holdings, Item Attributes Display, and Item Templates Check this box if you’d like the holdings and item attributes to display as a single tab.

Setting Description Default Classification By default Evergreen will use the classification scheme specified by the library settings Default Classification Scheme. Using this setting you can specify Generic, Dewey, Library of Congress. Default Prefix If your library uses Prefixes select the one you’d like used as a default. Default Suffix If your library uses Suffixes select the one you’d like used as a default.

If you would like the circulation library for an item to updated when the owning library is changed, check the box for Change Circ Lib When Owning Lib Changes. Set the level at which you’d like to filter statistical categories in Default Stat Cat Library Filter. Libraries that share statistical categories across a federation or system may wish to choose the federation or system as their default filter. Set a default Item Alert Type to be used when adding item alerts in Default Item Alert Type. Start typing in the field to have the available options appear. images/cat/holdings/holdings-editor-preferences-3.png

Select the checkboxes beside those fields that you don’t want displaying as available item attributes. images/cat/holdings/holdings-editor-preferences-4.png The following item attributes are not used by Sitka’s Evergreen and are selected by default: Circulate as Type Quality Add Item Tags You may also want to select item attributes that relate to features your library doesn’t currently use. The following are item attributes that relate to features libraries may or may not use. Copy Number Age-based Hold Protection Floating Loan Duration Fine Level Deposit Deposit Amount Cost Refer to for information on specific item attributes.

Sitka Snippet Video - Creating and Using Holdings Templates (2:21) Holdings templates allow you to set up templates with pre-selected values for item attributes and help to ensure consistency in cataloguing of items.

Go to Administration → Local Administration → Holdings Template Editor. OR Open the Holdings Editor through any bibliographic record and go to the Holdings tab if you are using the unified editor or the Item Attributes tab if you are not. images/cat/holdings/holdings-template-1.png Enter the values for the item attributes needed for your template. images/cat/holdings/holdings-template-2.png Values entered for Prefix and/or Suffix in the Holdings Details section will be saved as part of the template. Type in a name for the template and click Save Template. images/cat/holdings/holdings-template-3.png The template is saved.

Go to Administration → Local Administration → Holdings Template Editor. OR Open the Holdings Editor through any bibliographic record and go to the Holdings tab if you are using the unified editor or the Item Attributes tab if you are not. images/cat/holdings/holdings-template-1.png Select the template you would like to delete from the drop down menu. Click Delete Template. images/cat/holdings/holdings-template-delete-1.png Your template has been deleted and will no longer appear in the list.

In the Holdings Editor click on the template drop down menu. Select the template from the list and click Apply Template. images/cat/holdings/holdings-template-4.png The applicable attributes will be updated with the values from the template and highlighted in green. images/cat/holdings/holdings-template-5.png

Sitka Snippet Video - Sharing Holdings Templates (2:13) Templates are saved on the Evergreen server, but only viewable by the staff account that created them. To share templates with other staff account you need to export the templates and have staff import them into their accounts. When exporting, Evergreen will export all templates as one file. Co-op Support recommends you set up all templates needed by your cataloguers on one account before exporting the file. When importing holdings templates, existing templates will be kept and new ones added. Templates sharing the same name will be overlaid by the new templates.

In the Holdings Editor click Export All Templates. images/cat/holdings/holdings-template-6.png You are prompted to specify where on your computer you would like to save the file. Click Save once done. You can share the file with staff via email, via a shared network drive, or have them log into Evergreen on the computer the file has been saved to. In the Holdings Editor click Import Templates. images/cat/holdings/holdings-template-7.png Follow the prompts to locate the templates file to be loaded. Click Open. The templates will be imported.

In Evergreen go to Administration → Local Administration → Holdings Template Editor. In the Holdings Template Editor click Export. images/cat/holdings/holdings-template-editor-1.png You are prompted to specify where on your computer you would like to save the file. Click Save once done. You can share the file with staff via email, via a shared network drive, or have them log into Evergreen on the computer the file has been saved to. In the Holdings Editor click Import. images/cat/holdings/holdings-template-editor-2.png Follow the prompts to locate the templates file to be loaded. Click Open. The templates will be imported. Log out of Evergreen and back in and then the templates will appear in the template drop down menu in the Holdings Editor.

Make sure your browser allows Evergreen to open pop-ups or the Holdings Editor will not appear. See . Co-op Support recommends all cataloguers adjust their Holdings Editor Preferences and set up holdings templates before starting to add holdings. Detailed information on the Holdings Editor can be found in .

Sitka Training Video - Adding Holdings (2:05) Search the catalogue for a record that matches the item in hand, as described in . If you do not find a match, refer to the section The Cataloguing Workflow in Sitka’s Evergreen Policy & Best Practices Manual for next steps. Click on the title link to open the record. section of the search result with the title link circled Click Add Holdings. images/cat/holdings/add-bib-holdings-1.png The Holdings Editor will open up in a new tab. Depending on your saved preferences you will see either the Unified Holdings and Item Attributes Display or separate tabs for Holdings and Item Attributes. images/cat/holdings/add-bib-holdings-2.png Complete the required fields for both the call number and item records. By default, a new item has In Process status, unless you choose a different one when creating it. Item must be checked in to become Available and to create item’s Active Date. Refer to for information about individual attributes in an item record. To ensure data consistency, we recommend using holding templates. Select one from the dropdown list, then click on Apply. Refer to for more information on creating and using holding templates. If you would like to print a spine or pocket label for the item, check the box for Print Labels?. images/cat/holdings/add-bib-holdings-3.png Once done, click on Apply All, Save & Exit. If printing labels the Item Label interface will open otherwise the pop-up tab is closed. Your item will now display in the catalogue.

Items that need different item attributes should be created separately. Search the catalogue for a record that matches the item in hand, as described in . If you do not find a match, refer to the section The Cataloguing Workflow in Sitka’s Evergreen Policy & Best Practices Manual for next steps. Click on the title link to open the record. section of the search result with the title link circled Go to the Holdings View tab and select the branches you’d like to add items to. images/cat/holdings/add-bib-holdings-4.png Make sure both the Show Empty Call Numbers and Show Empty Libs checkboxes are selected in order to display branches without items on the library list. If you don’t select a branch, the default owning and circulating library is set to your workstation location. Click Add Holdings. images/cat/holdings/add-bib-holdings-5.png The Holdings Editor will open up in a new tab. Depending on your saved preferences you will see either the Unified Holdings and Item Attributes Display or separate tabs for Holdings and Item Attributes. images/cat/holdings/add-bib-holdings-6.png Complete the required fields for both the call number and item records. By default, a new item has In Process status, unless you choose a different one when creating it. Item must be checked in to become Available and to create item’s Active Date. Refer to for information about individual attributes in an item record. To ensure data consistency, we recommend using holding templates. Select one from the dropdown list, then click on Apply. Refer to for more information on creating and using holding templates. If you would like to print spine or pocket labels for the items, check the box for Print Labels?. images/cat/holdings/add-bib-holdings-3.png Once done, click on Apply All, Save & Exit. If printing labels the Item Label interface will open otherwise the pop-up tab is closed. Your items will now display in the catalogue.

Search the catalogue for a record that matches the item in hand, as described in . If you do not find a match, refer to the section The Cataloguing Workflow in Sitka’s Evergreen Policy & Best Practices Manual for next steps. Click on the title link to open the record. section of the search result with the title link circled Go to the Holdings View tab and select the call number you’d like to add items to and click Add Holdings. images/cat/holdings/add-bib-holdings-7.png The Holdings Editor will open up in a new tab with the call number field populated with the call number you selected. Depending on your saved preferences you will see either the Unified Holdings and Item Attributes Display or separate tabs for Holdings and Item Attributes. images/cat/holdings/add-bib-holdings-8.png Complete the required fields for both the call number and item records. By default, a new item has In Process status, unless you choose a different one when creating it. Item must be checked in to become Available and to create item’s Active Date. Refer to for information about individual attributes in an item record. To ensure data consistency, we recommend using holding templates. Select one from the dropdown list, then click on Apply. Refer to for more information on creating and using holding templates. If you would like to print spine or pocket labels for the items, check the box for Print Labels?. images/cat/holdings/add-bib-holdings-3.png Once done, click on Apply All, Save & Exit. If printing labels the Item Label interface will open otherwise the pop-up tab is closed. Your items will now display in the catalogue.

Spine Labels Item Labels

Item labels, both spine and pocket, can be printed: from the Holdings Editor from Holdings View from Item Status from Item Buckets In each of these places you can select the items you wish to print labels for and then choose the Print Labels option. (This is a checkbox in the Holdings Editor and an option on the Actions menu in the other interfaces.) This will open the Print Item Labels interface. Before you start printing labels you will need to configure your labels. See for set up information. Review the label preview to make sure your labels are displaying correctly. If needed, apply a template from the drop-down menu and click Apply. images/cat/print-item-labels-1.png On the Call Numbers tab you can manually update call numbers for printing. For example, if you include copy numbers on your barcode you can add it here. These changes only affect the printed call number and do not change the call number in the system. images/cat/print-item-labels-2.png If you use label sheets, go to the Settings tab to adjust the starting position for your labels. images/cat/print-item-labels-3.png Click Print and follow any browser prompts. images/cat/print-item-labels-4.png

You configure label printing on the Print Item Labels screen. There are four tabs on this screen. Call Number Template shows the template used to extract information for the spine label. The default includes call number prefix, copy location prefix, call number label, call number suffix, and shelving location suffix. Call Numbers shows the spine label generated for the item based on the above template. For individual spine labels, you may edit them temporarily for the current printing only. images/cat/spine-label-8.png Settings is the place where you set up the format of the printing and the label. Settings here will override the group of settings under Item Print Label on Library Settings Editor. Here you may configure the following: Print Feed Option: click the radio button to choose to use sheet labels or roll labels (continuous). Starting Position on Label Grid: specify the starting row and column. Label Set Configuration: click the Spine Label and/or Pocket Label radio button(s) to print spine or pocket label only or both. Each call number is considered a label set. You may specify the number of labels in each set and which label (spine label or pocket label) to be printed in which column. The screenshot shows two labels to be printed for each call number. Page Settings section allows you to specify the position of the labels on the page: the page margin, number of rows and columns of labels on each page and gaps between labels. Font & Label Settings: here you define the size of the label, position the printed content in the label and format the print. The setting Item Print Label - Inline CSS allows you to add CSS into the template to further adjust where your text displays on your labels. For example, this centers the text and adds padding to the top of the label. .spine {text-align:center; padding-top: 20px;} images/cat/spine-label-9.png Label Template includes the script used to do the printing job. The top portion is the explanation. The lower portion is the code for printing. Changes in Settings will be reflected in the code. You do not edit the code directly. You may also need to configure your Chrome Printer settings to set the margins to None. images/cat/print-item-labels-chrome-1.png

You can save your adjustments on label printing settings to a label printing template. For example, if you usually print spine labels only, but sometimes print both spine and pocket label, you can create two templates: one for spine label only, the other for both labels. When printing the labels, you just need to choose the appropriate template from the list, then click Apply. To create a label printing template, make the necessary adjustment on any or all tabs. Once done, type in a name in the Template box, and click Save. images/cat/spine-label-11.png Label printing templates are linked to login accounts. To share templates, you can export them, and send them to your colleagues for them to import into their own accounts.

Re-target Holds New Items Because of the way Evergreen targets holds, new items are not guaranteed to fulfill pre-existing holds until 24 hours after cataloguing. If you are a single branch library and your cataloguing turn-around time is shorter than 24 hours you can ensure the new item is captured at check in by using the checkin modifiers Retarget Local Holds and Retarget All Statuses. As the checkin modifiers will only re-target the top local hold, which may not be the top system hold, multi-branch libraries should instead follow the procedure below. After adding the item, click on View Holds. images/cat/new-item-hold-1.png If there are outstanding hold requests, select the hold that is next in line then click the actions button and choose Find Another Target. This forces Evergreen to re-target the hold and recognize the newly catalogued item. images/cat/new-item-hold-2.png Check in the new item to capture it for the selected hold.

There are two ways to catalogue electronic resources in Evergreen. Our recommended process is to use specially coded MARC records as described in . Alternatively you may add placeholder holdings to a MARC record. Use the same steps as adding physical holdings as described in the prior section. It is important to use item barcodes from within your designated barcode range. Placeholder holdings will scope your non-physical resources to your public catalogue.

Items can be edited in batch: by scanning items or uploading a file of barcodes into Item Status, selecting the relevant items, and then selecting Edit → Items from the Actions menu. from within an item bucket by selecting the relevant items, and then selecting Edit Selected Items from the Actions menu. from within a bibliographic record by going to Holdings View, selecting the items you wish to edit, and then selecting Edit → Edit Items from the Actions menu. This will open the Holdings Editor in a new tab. Make the needed changes to the call number record and/or item attributes. Information on these fields can be found in . If there are particular item attributes which will be different for different items, you can edit those individually. Click on the attribute, and then de-select the values you don’t want to be altered before you apply the changes. images/cat/batch-edit-item-1.png Click Apply All, Save & Exit.

Sitka Snippet Video - Replace Barcode (1:26) The replace barcode function can be accessed from the Circulation menu, as well as the Actions menus in Item Status and the Holdings View tab in a bibliographic record. The function will look slightly different depending on where it is accessed from. Select Replace Barcode from your preferred menu. When accessed from the Circulation menu, enter the original and new barcode and click Submit. images/cat/replace-barcode-1.png When accessed through the Item Status Actions menu, the original barcode is prefilled. Enter the new barcode and click Submit. images/cat/replace-barcode-2.png When accessed through the Holdings View tab, the original barcode is prefilled. Enter the new barcode and click Replace Barcode. images/cat/replace-barcode-3.png

There are times when you need to move item records from one title record to another, or move items from one call number to another under the same or another title record. There are functions in Evergreen to allow you to do so. The critical step is to ensure that you first mark the destination record, then move the source record with the corresponding transfer function. Co-op Support recommends you read through the process first before starting, as each scenario has different characteristics.

When you want to transfer all items under one call number to another title record or another library under the same title, you use the Transfer Holdings function. Evergreen will transfer both the call number record and all items under it to the new title and/or library.

Find the destination or target record. On Mark for dropdown list, select Holding Transfer. images/cat/transfer-holding-1.png Confirmation appears at bottom right of the screen. images/cat/transfer-holding-2.png Transfer target is kept until it is reset (via Reset Record Marks on Mark for list) or a new target is marked. Go to Holdings View of the source title. Select the call number you want to transfer. Click Actions list. images/cat/transfer-holding-4.png Scroll down to Transfer. Choose Transfer Holdings to Marked Destination. images/cat/transfer-holding-3.png The confirmation pop-up appears on bottom right of the screen. images/cat/transfer-holding-4a.png Your call number’s owning library and items' circulation library will not be changed during the transfer. If you already have call numbers under the destination record and the call numbers are the same, the call numbers will be merged.

On Holdings View of the target title record, select the destination library. You may need to select Show Empty Libs to see your destination. images/cat/transfer-holding-5.png Click Actions dropdown list. Scroll down to Mark. Select Mark Library/Call Number as Transfer Destination. images/cat/transfer-holding-6.png Confirmation appears at the bottom right corner of the screen. Find the source title. Select the source volume on Holdings View. images/cat/transfer-holding-7.png Click Actions dropdown list. Scroll down to Transfer. Select Transfer Holdings to Marked Destination. images/cat/transfer-holding-3.png Confirmation appears at bottom right of the screen. If the destination library has a call number with the same call number, the call numbers will be merged during the transfer.

You may want to transfer some of the items under one call number to another call number or transfer all items under one call number to another with a different call number. You use the Transfer Items function.

Find the destination title record. On Holdings View, select the destination call number/library. Click Actions dropdown. Go to Mark to select Library/Call Number as Transfer Destination. images/cat/transfer-holding-6.png Go to the source record, if different from the destination. On Holdings View, select the items you wish to transfer. Click Actions dropdown list. Go to Transfer to select Transfer Items to Marked Destination. images/cat/transfer-holding-10.png The source item disappears, if destination is under another record. The confirmation pops up at the bottom right of the screen. images/cat/transfer-holding-11.png The option to Transfer Items to Marked Destination may be cut-off. If you right-click on the item, the option to Transfer Items to Marked Destination is visible.

Library staff can delete both regular items and pre-catalogued items from Evergreen. Items can be deleted via: Item Status Item Buckets the Holdings View tab in a bibliographic record. When deleting items in Evergreen it is important to always check the item’s status first. Checked out items should be checked in to remove them from the patron’s account before an item is deleted. Deleted items cannot be un-deleted in the staff client.

In the Item Status interface, scan the items you wish to delete or upload a file of the barcodes you wish to delete. Check the status of the items to ensure none have the status of Checked Out. images/cat/delete-item-1.png Select the items you wish to delete and from the Actions menu choose Delete Items. images/cat/delete-item-2.png A pop up will display the count of items and call numbers to be deleted. Click OK/Continue to delete the items. images/cat/delete-item-3.png If you are deleting the last item on a bibliographic record and there are holds, a pop up will display and warn you that associated holds will be cancelled if you chose to continue with the deletion. Click OK/Continue if you wish to delete the items and allow Evergreen to cancel the holds. images/cat/delete-item-3b.png The items are deleted and the Item Status screen displays the message Item Not Found as the items are no longer retrievable through the staff client. images/cat/delete-item-4.png

Retrieve the item bucket that contains the items you wish to delete. For more information on retrieving and using item buckets see . Check the status of the items to ensure none have the status of Checked Out. images/cat/delete-item-5.png Select the items you wish to delete and from the Actions menu choose Delete Select Items from Catalogue. images/cat/delete-item-6.png A pop up will appear asking you to confirm the deletion. Click OK/Continue. If you are deleting the last item on a bibliographic record and there are holds, a pop up will display and warn you that associated holds will be cancelled if you chose to continue with the deletion. Click OK/Continue if you wish to delete the items and allow Evergreen to cancel the holds. images/cat/delete-item-3b.png The items are now deleted but are still visible in the bucket. This is the only place in Evergreen the items will display. You can use the Is Deleted column to determine which item are deleted. images/cat/delete-item-7.png

Search the catalogue for the record of the item you wish to delete. Go to the Holdings View tab. Check the status of the item(s) to ensure none have the status of Checked Out. images/cat/delete-item-8.png Select the item(s) you wish to delete and from the Actions menu choose Delete → Delete Items. images/cat/delete-item-9.png When an item is deleted Evergreen automatically deletes the associated call number record if it’s not used by any other items so it’s not necessary to manually delete call numbers. On the pop up that appears click Delete Holdings. images/cat/delete-item-10.png If you are deleting the last item on a bibliographic record and there are holds, a pop up will display and warn you that associated holds will be cancelled if you chose to continue with the deletion. Click Confirm if you wish to delete the items and allow Evergreen to cancel the holds. images/cat/delete-item-10b.png The item(s) will be deleted. Evergreen will also automatically delete associated call number and bibliographic records as necessary.

Search the catalogue for the record with the electronic resource that you want to delete, as described in . Click on the MARC Edit tab. Using the Enhanced MARC Editor or the Flat Text Editor find the 856 field with the subfield 9 containing your library code. Delete the 856 field with the subfield 9 containing your library code. Click Save Changes. The record will no longer appear in searches in your public catalogue.

Sitka Snippet Video - Item Buckets (4:33) Buckets is the name for a batch change functionality in Evergreen, or for a function that groups records in one place. Batch changes allow you to group together many records and enact changes on them all at once, instead of individually editing them. Buckets can also be used to create pull lists. Buckets allow you to track and work with your materials in arbitrary ways and more easily collaborate with others. This chapter will demonstrate a variety of ways in which you can manage your items with Buckets. Currently there are item and title record buckets. You may work on item records with Item Buckets and MARC records with Record Buckets. Some possible uses for buckets are batch editing items, deleting items, and grouping like items temporarily to change their status or to create bibliographies and pull lists. While you can batch edit records a variety of ways in Evergreen, using common Windows functions such as select all and edit, buckets are useful for keeping records together over a period of time. For example, if you scan 20 items into the Item Status screen you can batch edit or delete from there by selecting all, but you have to enact those changes right then while records are all together on the screen. By utilizing Evergreen’s bucket functionality, you can create a bucket and add records to that bucket, and they stay there until you are ready to work with them, whether that be immediately or days later. Adding items to a bucket is like creating and saving a query. The record being in a bucket does not affect normal library functions such as circulation, as being in a bucket is not a status. Buckets can be shared or private, and are associated with a login account. Deleted records are not automatically removed from buckets. It is recommended that you always display Deleted? field in Bucket View. When a bucket is retrieved, all information about the records in it is transferred to the workstation. It consumes the computer’s resources. It is recommended that an item bucket contain no more than a few hundred records.

There are two ways to create an item bucket. You can either create a bucket first, without accessing any copies, or you can access an item record and choose to create the bucket from that view. We will demonstrate both methods here. Create an Item Bucket on Item Buckets view Select Cataloging → Item Buckets from the menu bar. Select New Bucket from the Buckets dropdown list. images/cat/buckets/item-bucket-1.png Type in a name and some description, if needed. Click Create Bucket. images/cat/buckets/item-bucket-2.png The newly created bucket is the active bucket in Bucket View. Note that the bucket is numbered, and creator/owner identified. images/cat/buckets/item-bucket-3.png Click the Buckets dropdown list to see the bucket. You can edit the bucket’s name or description by clicking on Edit Bucket on the list. images/cat/buckets/item-bucket-4.png Only buckets created by the login account are listed. But those created by other people can be retrieved via bucket number, if shared with you. Click Shared Bucket to type in the number to retrieve it. Ignore the check box for Shareable - this function does not work as expected. Create an Item Bucket when Adding an Item Record to a Bucket You can also create a bucket from within an item record. When an item is displayed on a screen such as Checkin or Item Status, you can add it to an item bucket by choosing Actions → Add Items to Bucket. images/cat/copy-bucket-4.png You are prompted to add the record to an existing bucket or a new one. To add to a new bucket, type in a name in Name For New Bucket box, then click Add to New Bucket. images/cat/copy-bucket-5.png

To delete an item bucket, retrieve it from the Buckets drop down list Select Delete Bucket. images/cat/buckets/item-bucket-delete-1.png On the pop up that appears click Delete Bucket. The bucket is deleted.

Add Items to a Bucket Items can be added to a bucket when they are displayed on Checkin, Item Status and Holdings View screen. You can select multiple items and add them to an item bucket at one time. Click Actions → Add Items to Bucket. images/cat/buckets/item-bucket-add-1.png You can add items to a bucket on Item Bucket View. Go to Pending tab to scan or type in item barcodes. images/cat/copy-bucket-7.png Click the Buckets dropdown list to open or create a bucket, if not done yet. Select records that you want to add to the bucket. Click Actions → Add to Bucket. images/cat/copy-bucket-8.png Remove Items from a Bucket To remove items from a bucket, retrieve the bucket, select the items, choose Actions → Bucket → Remove Selected Items from Bucket images/cat/copy-bucket-9.png

Select the items you would like to remove from the bucket. From the Actions menu select Remove Selected items from Bucket. images/cat/buckets/item-bucket-remove-item-1.png The items are removed from the bucket. images/cat/buckets/item-bucket-3.png

Select the items you would like to move to another bucket. From the Actions menu select Move Selected Items to Pending Items. images/cat/buckets/item-bucket-move-item-1.png The items have been removed from the current bucket and moved to the Pending Items tab. images/cat/buckets/item-bucket-move-item-2.png The items can now be added to a different bucket.

Select the items you would like to edit. From the Actions menu select Edit Selected Items or Edit Call Numbers. images/cat/buckets/item-bucket-edit-item-1.png The Holdings Editor will open in a new tab.

Select the items you would like to print labels for. From the Actions menu select Print Labels. images/cat/buckets/item-bucket-print-label-1.png The Item Label interface will open in a new tab.

See .

On the Buckets list, you can find all buckets created by yourself. You can retrieve your co-workers' buckets if they share them with you by telling you the bucket number. To retrieve a shared bucket, click Shared Buckets on the Buckets drop down. images/cat/buckets/item-bucket-shared-1.png On the pop up that appears click Load Bucket. images/cat/copy-bucket-11.png The bucket will load.

When there is no matching MARC record for your item in the Sitka catalogue, cataloguers can import a record via Z39.50 or create a new record. Before importing or creating new MARC records in the Sitka catalogue, cataloguers should always search the catalogue first to check for existing matches.

Sitka Training Video - Z39.50 (7:58) It is required practice and Sitka policy to check the Evergreen database for existing records before importing a record. You can search the catalogue first, or you can configure the Z39.50 screen to search the Evergreen database as well as Z39.50 targets at the same time. If searching Evergreen via the Z39.50 screen and you find a record, it is required practice and Sitka policy to find that record in the catalogue and attach your holdings to it. If you have confirmed that there is no record in Evergreen that matches the item in your hand, but have found a record in another database, simply import the new record into Evergreen and then attach holdings.

To access the Z39.50 interface, select Cataloguing → Import Record from Z39.50. Select the Z39.50 services that you would like to search from the list. images/cat/z3950/z3950-search-1.png Different types of libraries will see different services listed. The more services you select the longer your search will take as Evergreen has to search each Z39.50 service. Co-op Support recommends setting 3 to 5 sources as your defaults and then adding additional services to your searching as needed. Fill in your search term(s). images/cat/z3950/z3950-search-2.png The active search fields will change depending on the targets you select. Different targets may support different search types. For instance, Keyword and Subject will only be active if the local catalogue is selected. When you select multiple targets to search, an active box may apply to only one target. Hit Enter on your keyboard or click Submit (found on the left side of the screen). Search results are displayed in the lower pane. You can use the Hide form to button hide the top pane or simply scroll down to your results. images/cat/z3950/z3950-search-3.png Information about each retrieved record appears on a separate summary line. The Source column indicates where the record was found. images/cat/z3950/z3950-search-4.png If "Local Catalog" is listed in the Source column, the record is already in Sitka’s database. Select the record and click Show in Catalog. images/cat/z3950/z3950-search-5.png If the record in the catalogue matches your item add your holding, otherwise import a new record via Z39.50.

Sitka Snippet Video - Importing Bibliographic Records via Z39.50 (2:54) Search for your record via Z39.50. See . To import a record, view the MARC records for the returned search results by selecting each record in turn and clicking View MARC. images/cat/z3950/z3950-import-1.png The MARC record is displayed in a pop-up window. Click Close to go back to the results list. images/cat/z3950/z3950-import-2.png Select the record you have determined is the best match to your item and click Edit then Import. images/cat/z3950/z3950-import-3.png Make any needed edits to the record. As the record has not yet been added to the Sitka database and so has no items from other records attached you can edit it as needed. Co-op Support recommends removing any fields that contain local data related to items held by the service the record comes from. In general this information will be found in the 852 fields and 9xx fields. The fields 906, 923, 925, 936, 948, 955, 959, and 963 are stripped from imported records by default. Click Save Changes and then click Import Record. images/cat/z3950/z3950-import-4.png The record is imported. On the pop-up that appears click Go to record. The record will open in a new tab. You can now add your holding to the record. See ,

Due to a bug, overlaying a record via Z39.50 is not currently available. Instead the new record should be imported via Z39.50 and then merged with the existing record. See for instructions on merging records.

When cataloguing bibliographic resources it’s important to follow Sitka cataloguing policy to avoid creating duplicate records in the Sitka catalogue. Original cataloguing should be done in Evergreen only if there is no record available in the Sitka catalogue, via Z39.50, or from your vendor. Sitka’s Evergreen has global MARC templates for commonly catalogued types of resources with the most frequently used fields and subfields included. Libraries can also use a workaround to set up library specific templates. Go to Cataloguing → Create New Marc Record. The MARC Template screen opens. Click into the drop down menu to see the available templates. images/cat/new-marc-2.png Once you select a template you can click Set Workstation Default to set it as your default template. Select the appropriate template and click Load. images/cat/new-marc-3.png A blank MARC record will load with the fields and subfields most commonly used for the resource type. The Leader and 008 will be coded for the specified type of resource; this coding affects the format icon and search filters. images/cat/new-marc-4.png Complete the MARC record using the Enhanced MARC Editor or the Flat Text Editor. The MARC record must meet the minimum requirements set in Sitka’s cataloguing policy and a good MARC record will exceed the mimimum requirements. Click Save. The record is created and will open up in your tab in the current default view. Add your holdings to the record.

Some libraries include non-bibliographic items in their collection. Records created for these items aren’t required to follow the same standards as records for bibliographic items. Libraries should create their own records for non-bibliographic records rather than adding their holdings to an existing record as per Sitka’s cataloguing policy for non-bibliographic records. Co-op Support recommends that records for non-bibliographic resources include the following fields: MARC Field Name Required Subfields Description Leader Leader N/A Contains information required for Evergreen to process the record. 008 Fixed-Length Data Elements N/A Contains coding used by Evergreen for search filters and format icons. 245 Title Statement $a Contains the title and author. 300 Physical Description $a, $c Contains the physical description of the item including number of pages and dimensions. 5XX Note Fields $a Contains additional information about the resource. 6XX Subject Access Fields $a A variety of subject fields are available which contain subject terms to describe what the title is about. Go to Cataloguing → Create New MARC Record. From the MARC template drop down select the template sitka_object. images/cat/marc/add-non-bib-record-1.png The MARC Editor will open and show the most common coding and fields for an object. images/cat/marc/add-non-bib-record-2.png Use the Enhanced MARC Editor or the Flat Text Editor to add the information relevant to your item. Click Save. The record will open in the catalogue. If applicable, upload a custom cover image. Add your holdings to the record.

Bibliographic records can be used to include electronic resources in the catalogue. Electronic resources include e-books, e-audiobooks, e-magazines, e-videos, websites, online journals, etc. Bibliographic records for electronic resources in Evergreen use the 856 field for their holdings. Records for electronic resources will only dispay in your public catalogue if the 856 field has been formatted correctly and includes a $9 with your library code or the code for an ancestor of your library. These instructions are for adding individual records. To upload a batch of records (e.g. from an e-book subscription), please contact Co-op Support. Information related to batch loading e-records can be found in the section Batch Loading Bibliographic Records in Sitka’s Evergreen Policy & Best Practices Manual. Search the catalogue for a record that matches the electronic resource, as described in . If a matching record is not found import a record via Z39.50 or create a new MARC record. A record for a physical edition of the resource is NOT a match. Click the title link to open the record. images/cat/marc/add-electronic-marc-1.png Click MARC Edit. images/cat/marc/add-electronic-marc-2.png Add an 856 field to the MARC record using the Enhanced MARC Editor or the Flat Text Editor. You must set the first indicator to 4 and the second indicator to 0 or 1. The indicators cannot be left blank. Add applicable subfields from the table below. Subfield code Description Example OPAC Display $u Required; the URL or link to the resource http://www.linktoresource.ca Appears as a link in the OPAC display; the link text is the URI unless subfield $y is specified $y Recommended; a display label for the link Click for access Appears as the text of the link instead of the URL defined in $u $z Optional; a public note providing more information about the resource library card required Appears in parentheses to the right of the link $9 Required; your library code MPL Not displayed in the OPAC but required for the record to be included in searches scoped to your library images/cat/marc/add-electronic-marc-3.png Refer to MARC 21 Format for Bibliographic Data 856 - Electronic Location and Access for more information. Once the 856 field is added the record will be displayed as search result in the public catalogue for the library specified in the $9. images/cat/marc/add-electronic-marc-4.png If desired, a custom image can be uploaded for bibliographic records for highly specialized titles. See . A separate 856 field should be added for each library that catalogues the resource. Multi-branch libraries may add a single 856 field using the code for their library system if all branches are allowed to access the resource. Evergreen creates an invisible call number for each 856 field with $9 with the code in $9 as the owning library. This call number, like an item record, is used for scoping the seach result to a selected library. To remove an electronic record from your library’s collection, you need to delete the 856 field with a $9 with your library code. See .

In addition to the global MARC templates Co-op Support has come up with a couple ways that libraries can create their own MARC templates which can be copied and edited. This is useful if you are entering the same information on a regular basis when creating new records, such as with non-bibliographic records. You can also include hints for staff about what should go in particular fields but you’ll want to make sure staff know to delete those hints before saving the new record.

Go to Cataloguing → Create New Marc Record. Select the appropriate template and click Load. images/cat/marc-template-1.png Edit the existing template to suit your needs. Make sure you include a unique title, that includes your library code, so you can retrieve your template later. Click Save. images/cat/marc-template-2.png Add a fake OPAC invisible item to the bibliographic record. This will prevent the record from being automatically deleted as part of the routine orphan bib deletion. images/cat/marc-template-3.png For your fake items Co-op Support recommends: Set up a shelving location that is OPAC invisible, not holdable, and not circulatable. Use the Status Cataloging. Use real barcodes from your range or use the format LIBRARYCODEtemplateNUMBER to ensure there is no conflict with other barcodes in the Sitka.

Go to Cataloguing → Import Record from Z39.50. Make sure the service Local Catalogue is selected. Do a title search for your template. images/cat/marc-template-4.png Select the template record and click Edit then Import. images/cat/marc-template-5.png Complete the MARC record. You can add and delete fields and subfields as required. For bibliographic items the MARC record must meet the minimum requirements set in Sitka’s cataloguing policy and a good MARC record will exceed the mimimum requirements. For non-bibliographic items the MARC record should follow the recommendations in . Click Go to imported record. You may now attach holdings as described in .

Go to Cataloguing → Create New Marc Record. Select the appropriate template and click Load. images/cat/marc-template-1.png Edit the existing template to suit your needs. Using the Flat Text Editor copy the template and save it as a text file on your computer or network using a program like Notepad. images/cat/marc-template-6.png Close the tab in Evergreen without saving.

Open the appropriate text file with the applicable program on your computer. In Evergreen, go to Cataloguing → Create New Marc Record. Using the Flat Text Editor copy and paste the template from the text file into Create New Marc Record. images/cat/marc-template-6.png Complete the MARC record. You can add and delete fields and subfields as required. For bibliographic items the MARC record must meet the minimum requirements set in Sitka’s cataloguing policy and a good MARC record will exceed the mimimum requirements. For non-bibliographic items the MARC record should follow the recommendations in . Click Save. You may now attach holdings as described in .

MARC records for bibliographic (physical and electronic) and non-bibliographic titles can include additional links to related resources such as table of contents, excerpts, and finding aids. Search for the record you would like to add a related resource to as described in . Click the title link to open the record. images/cat/marc/add-related-resource-1.png Click MARC Edit. images/cat/marc/add-related-resource-2.png Add an 856 field to the MARC record using the Enhanced MARC Editor or the Flat Text Editor. You must set the first indicator to 4 and the second indicator to 2. The indicators cannot be left blank. Add applicable subfields from the table below. Subfield code Description Example OPAC Display $u Required; the URL or link to the related resource http://www.linktoresource.ca Appears as a link in the OPAC display; the link text is the URI unless subfield $y is specified $y Recommended; a display label for the link Click for access Appears as the text of the link instead of the URL defined in $u $3 Optional; a description of what the related resource is Related Resource Appears as text beside the link or display label. $9 Required; your library code MPL Not displayed in the OPAC but required for the related resource to display. images/cat/marc/add-related-resource-3.png If an 856 field has both a $3 and a $z neither will display in the public catalogue. We recommend always using $y instead of $z. After the 856 field is added, the link will display when the record is viewed in your public catalogue. images/cat/marc/add-related-resource-4.png

Cover Images Cover Art Library staff with appropriate permissions can upload a cover image for a specific bibliographic record. This should only be used for adding images to non-bibliographic records, such as for Library of Things collections, or for adding images to records for highly specialized bibliographic items. Cover images for bibliographic items in Sitka’s Evergreen are supplied by Content Cafe and depend on the records having the relevant ISBN (020 field), ISSN (022 field), or UPC (024 field). Missing images for bibliographic records should be reported to Content Cafe. Libraries can contact Content Cafe directly to report missing cover images for bibliographic records. Please contact Co-op Support if you need Content Cafe’s email. For access to the Cover Image Uploader please contact Co-op Support and include the barcodes for the staff accounts that need access. Acceptable file types are jpg, png, xpm, xbm, gif, and bmp. All uploaded images are converted to PNG at the time of upload and scaled to small, medium, and large for various uses within the public catalogue and staff client. The scaling algorithm will size images to fit the dimension of each bounding box, while preserving aspect ratio. This means that the largest dimension of any image will be scaled to match the bounding box. Small = 55px wide x 91px high Medium = 120 px wide x 200 px high Large = 475px wide x 787 px high Images associated with a bib record will display in the following locations: In the staff catalogue search results list on the left side of the title In the staff catalogue bib record details page on the upper left side of the page In the public catalogue search results list on the left side of the title In the public catalogue record details search page to the left of the title.

Create a new record OR search the staff catalogue for the existing record you would like to add an image to and click on the title link to open the record. From the Other Actions menu select Upload Cover Image. images/cat/uploader/cover-image-uploader-1.png Click Choose File in the pop-up that appears. images/cat/uploader/cover-image-uploader-2.png Find the file on your computer or shared drive and select it. Click Upload Cover Image. images/cat/uploader/cover-image-uploader-3.png The image is uploaded. The image doesn’t currently display immediately on the tab you have open. You will see it if you do a new search for the record in the staff catalogue or public catalogue. Public Catalogue - Search Results images/cat/uploader/cover-image-uploader-4.png Staff Catalogue - Search Results images/cat/uploader/cover-image-uploader-5.png

Libraries should ensure that they are only updating images on records unique to them. Search the staff catalogue for the existing record you would like to update the image on and click on the title link to open the record. From the Other Actions menu select Upload Cover Image. images/cat/uploader/cover-image-uploader-6.png Click Choose File in the pop-up that appears. images/cat/uploader/cover-image-uploader-2.png Find the file on your computer or shared drive and select it. Click Upload Cover Image. images/cat/uploader/cover-image-uploader-7.png The image is uploaded. The new image doesn’t currently display immediately on the tab you have open due to browser caching. To see the new image you can clear your cache or open the record in your public catalogue using a different browser. Public Catalogue - Search Results images/cat/uploader/cover-image-uploader-8.png

If there is an error uploading your file, you will be shown error text in the pop-up. Error messages include the following: Not authenticated. Expired login? Not authorized. Check your permissions. Not found. Bib record deleted? Invalid global compression value. Talk to your system administrator. Do not know where to upload files. Talk to your system administrator. Can not save uploaded file. Talk to your system administrator. File size larger than configured limit. Check your library setting or try a smaller file. Error parsing the image. Is it a common image filetype? Error uploading or processing file. images/cat/uploader/cover-image-uploader-error-1.png

Sitka Training Video - Uploading MARC Records via MARC Batch Import (3:49) Libraries can load MARC record files supplied by vendors into Evergreen. What is included in the file can vary from vendor to vendor and depend on the stage of the cataloguing process. Brief Records With No Holdings Information Brief Records With Holdings Information To Create Items Full Records With No Holdings Information Full Records With Holdings Information To Create Items Full Records With Holdings Information To Update Existing Items Full Records For Electronic Resources With 856 Fields Cataloguers should always follow the policy for batch loading records which can be found in the section Batch Loading Bibliographic Records in Sitka’s Evergreen Policy & Best Practices Manual. Importing records involves two steps: All records in the file are first uploaded to the server and kept outside the catalogue as a queue. Cataloguers view the records in the queue and then import them into the Evergreen catalogue.

Go to Cataloguing→ MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. images/cat/marc/marc-importer-1.png

Field Description Required Note Apply/Create Form Templates Templates can be set up for different vendors or types of records. No See for instruction on setting up templates. Record Type Indicates the type of records being imported. Yes Defaults to Bibliographic Records which are the only type of records currently imported here. Record Match Set This tells Evergreen what to look for to determine if an incoming record matches an existing record. Yes Cataloguers should always use SitkaMatch unless otherwise instructed by Co-op Support. It matches on the 901c (record id), 020a (ISBN), 022a (ISSN), or 035a (System Control Number). Holdings Import Profile This is used when the MARC records include holdings information for Evergreen to create items with. No Please contact Co-op Support if your vendor provides holdings information in your MARC records. Merge Profile This tells Evergreen which record to use as the lead record and what fields to preserve from the non-lead record. No See Sitka’s Library Specific Batch Loading policy for information on which profile to select. Insufficient Quality Fall-Through Profile No Not used by Sitka Best/Single Match Minimum Quality Ration No Not used by Sitka Optional Session Name You may type in a session name in Optional Session Name box if you import records. It will help you identify your import session when checking the status on Recent Imports. No Remove MARC Field Groups No Not used by Sitka Select a Record Source This is the vendor your records have come from. Yes Only commonly used vendors are on the list. Use Other or Other E-records if your vendor is not in the list. Limit Matches to Bucket Evergreen will only match the records against the specified record bucket. No Import Non-Matching Records When checked Evergreen will import records that do not match any existing records in the database. No Merge On Exact Match (901c) When checked Evergreen will merge records that have the same value for 901 $c. No The 901 $c is a record’s database ID. Merge On Single Match When checked Evergreen will merge records if they match with only one record in the database. No Merge On Best Match When checked Evergreen will merge records with what it determines is the best match. No Auto-overlay In-process Acquisitions Items When checked, Evergreen will update the holdings information of acqusitions items with the status of In Process for matching records. No Auto-overlay On-order Cataloging Items When checked, Evergreen will update the holdings information of items with the status of on order that have not been created through the acquisitions module for matching records. No Use Org Unit Matching in Copy to Determine Best Match When checked, Evergreen will prefer records where the importing library already has holdings. No

Field Description Required Note Select or Create Queue This groups your records into a queue so you can work with them. Yes Queues are linked to the match sets and holdings import profile. You cannot change a record match set or holdings import profile once it has been set for a queue. Do not use "/" or "\" (slash or backslash) in your queue name. File to Upload This is where you select your file of MARC records. Yes Co-op Support recommends loading no more than 500 MARC records in a single file as the importing process can time out. If you have a file with more than 500 records, please break it into multiple files. Request background import When checked Evergreen will process the import in the background and then notify you by email when it is complete. No The background import process runs every 30 minutes.

Import templates allow you to set up templates with pre-selected values for the MARC Batch Importer and save them for your workstation. Templates help to ensure the correct fields are entered for different providers while reducing the amount of data entry required. Go to Cataloguing→ MARC Batch Import/Export On the Import for Cataloging tab fill in the appropriate fields. See for information on specific fields. In the Apply/Create Form Template field enter a name for your template. Click Save as New Template. images/cat/marc/import-templates-1.png Repeat as needed to create additional templates. You can set your most commonly used templateas your default by selecting the template and clicking Mark Template as Default. images/cat/marc/import-templates-2.png

Go to Cataloguing→ MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. images/cat/marc/marc-importer-1.png Fill in the following fields in the MARC File Upload form. Record Type: Leave as Bibliographic Records. Select or Create a Queue: Enter a queue name. Record Match Set: Select SitkaMatch. Holdings Import Profile: If your file includes holdings information see . Merge Profile: Do not select a merge profile at this stage. Select a Record Source: Choose the appropriate source for your records. Click Choose File and select your MARC file. Click Upload. images/cat/marc/marc-import-files-1.png The progress of the upload will display. Depending on the size of the file, it may take a while for the file to upload. Once the upload is complete click Go to Queue. images/cat/marc/marc-import-files-2.png See .

Some vendors can include holdings information in the MARC records which Evergreen can use to create new items or update attributes for existing items. This information is generally found in a 9XX or 852 field. Contact Co-op Support before loading records from a new vendor who supplies holding information as a Holdings Import Profile will need to be set up. You need to contact Co-op Support for holding information format before asking your vendors to include it in the MARC records. Holdings may not be loaded if the format does not match Sitka’s holding profile. Go to Cataloguing→ MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. images/cat/marc/marc-importer-1.png Fill in the following fields in the MARC File Upload form. Record Type: Leave as Bibliographic Records. Select or Create a Queue: Enter a queue name. Record Match Set: Select SitkaMatch. Holdings Import Profile: Select the appropriate profile. Merge Profile: Do not select a merge profile at this stage. Select a Record Source: Choose the appropriate source for your records. Click Choose File and select your MARC file. Click Upload. images/cat/marc/marc-import-files-holdings-1.png The progress of the upload will display. Once the upload is complete click Go to Queue. images/cat/marc/marc-import-files-2.png See .

You MUST contact Co-op Support before loading a file of e-resource from a new vendor. See Sitka’s Cataloguing Policy for Library Specific Batch Loading. Go to Cataloguing→ MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. images/cat/marc/marc-importer-1.png Fill in the following fields in the MARC File Upload form. Record Type: Leave as Bibliographic Records. Select or Create a Queue: Enter a queue name. Record Match Set: Co-op Support will instruct you on which match set to choose. Merge Profile: Do not select a merge profile at this stage. Select a Record Source: Choose the appropriate source for your records. Click Choose File and select your MARC file. Click Upload. images/cat/marc/marc-import-files-erecords-1.png The progress of the upload will display. Once the upload is complete click Go to Queue. images/cat/marc/marc-import-files-2.png See .

Once a MARC record file has been uploaded the records need to be imported into the catalogue. When a MARC file is uploaded into Evergreen the records in a queue are saved on the server, but are not yet part of the catalogue. As part of the upload Evergreen uses parameters from the chosen record match set to determine whether or not the records in the file match with records already in the catalogue. Different actions need to be taken based on whether or not a record has a match. The Queue Summary shows the total number of MARC records in the queue, and items contained in these records, if any, how many of them have been imported, and how many of them encountered an error when Evergreen attempted to import them. The Queue Actions lists the actions you can take from this screen.

Records that do not match any existing records in the catalogue are automatically imported when the MARC file is uploaded if the check box Import Non-Matching Records has been checked. images/cat/marc/marc-import-non-match-records-1.png

Go to your queue either by clicking the Go to Queue button that appears when the upload is complete or by following the instructions in . The Matches column will indicate how many records have been found in the catalogue which match the records in the file. images/cat/marc/marc-import-matching-records-1.png Click on the value in the Matches column for the first record with matches. On the Record Matches tab click on the Record ID(s) to view the match(es). You may wish to set your staff catalogue default tab to View MARC. images/cat/marc/marc-import-matching-records-2.png Click the browser back button to return to your queue. Click on the Queued Record MARC tab. Confirm the existing match(es) from the catalogue is a match for your incoming record. images/cat/marc/marc-import-matching-records-3.png Back on the Record Matches tab, if there are multiple matches select the line of the one you want to match with. images/cat/marc/marc-import-matching-records-4.png If the existing match is a false match do not select it. Click Return to Queue. The list of records will indicate that a match has been selected. images/cat/marc/marc-import-matching-records-5.png Repeat for all records in the queue. Click Import Selected Records or Import All Records. images/cat/marc/marc-import-matching-records-6.png You are back on MARC File Upload screen. Choose your import options, you must click the arrows to enable the drop down menus and make your choices. Choose your Merge Profile. If the catalogue match is a true match and already a full record you do not need to import the new record unless it contains local information or holding information. In this case use the merge profile Merge Using EXISTING Record. If the catalogue match is a true match and a brief record you should import the new record using the merge profile Merge Using INCOMING Record. If different records in your file need to use different merge profiles you will need to load them separate using the Import Selected Records option. Click Import. Your records are imported into the catalogue. Click Go To Queue. The queue list will show you which records have been imported. images/cat/marc/marc-import-matching-records-7.png If holdings are included in your MARC file they have been created. Otherwise, you can now add holdings to your records.

Queues are only viewable to account that created the queue. They will remain on the server until they are deleted. You can delete a queue after importing is finished, or you can keep it and delete it later. Please ensure you include screenshots when submitting tickets related to queues to Co-op Support. Co-op Support cannot view your queues in the staff client.

Go to Cataloguing → MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. Click on the Inspect Queue tab. images/cat/marc/marc-import-view-queue-1.png Double click on the line for the queue you would like to open. images/cat/marc/marc-import-view-queue-2.png The queue will display.

Within a queue you can: view and import records that have been queued for importing view records that have already been imported view items that have been imported copy the contents of the queue to a record bucket export a file of non-imported records

Go to Cataloguing → MARC Batch Import/Export. The MARC Batch Import/Export interface will open with the Import for Cataloging tab selected. Click on the Inspect Queue tab. images/cat/marc/marc-import-view-queue-1.png Select the queue you would like to delete and then choose Delete Selected from the Actions menu. images/cat/marc/marc-import-delete-queue-1.png

The searchability of the staff and public catalogues relies on information being entered and coded correctly in the MARC records. Evergreen has both the Enhanced MARC Editor and the Flat Text Editor which can be used when creating, importing, merging, editing, and deleting bibliographic records. Cataloguers can use either editor or both when working with records. Before working with bibliographic records in Sitka’s Evergreen cataloguers must be familiar with Sitka’s Cataloguing Policy.

When editing MARC records cataloguers MUST follow Sitka’s Cataloguing Policy for editing MARC records. Search the catalogue for the record you wish to edit, as described in . Click on the title link to open the record. section of the search result with the title link circled Click on the MARC Edit tab. images/cat/marc/marc-edit-1.png You can set the displayed view as the default by clicking Set Default View. Individual records will be loaded in this view when selected/retrieved. The MARC record is displayed. You can use either the Enhanced MARC Editor or the Flat Text Editor to edit the record. images/cat/marc/marc-edit-2.png

The Enhanced MARC Editor is used when working with MARC records. Information from the MARC 21 Format for Bibliographic Data has been built into the enhanced editor to assist cataloguers; however, cataloguers should refer to MARC 21 Format for Bibliographic Data/ Normes MARC 21 for more information as needed. When working with MARC Records cataloguers must follow Sitka’s Cataloguing Policy for editing MARC records. The Enhanced MARC Editor can be divided into five parts: Leader and 008 Field Grid Help and Additional Options MARC Record Physical Characteristics Wizard - only present when the record includes an 007 field Authorities Linker - not currently used by Sitka images/cat/marc/marc-enhanced-editor-1.png

Specific characters of the Leader and 008 field can be updated using the Leader and 008 Field Grid. This enables cataloguers to easily update specific values without having to count out the field characters. images/cat/marc/leader-008-field-grid-1.png Values can be edited directly in the grid boxes. Left-clicking in most boxes will display a list of the possible values as per MARC21. A table giving the names and character positions for the abbreviations used by Evergreen can be found in . Changing the values of certain boxes, such as Type and BLvl, changes the type of material that is being described. In some cases this means that the meaning of the characters of the 008 changes. The grid will change to display the fields relevant to the material. The search filters and format icons in the public catalogue rely on accurate coding in the Leader, 007 and 008 fields. Please see the format filter and icon specifications for Sitka’s Evergreen in .

images/cat/marc/help-additional-options-1.png The Add button allows you to add a row at the end of your record and to replace the 006, 007, and 008 fields. The Undo and Redo buttons can be used to undo and redo changes that haven’t been saved yet. The number of changes that can be undone or redone will display on the buttons. When the Stack Subfields checkbox is checked, the subfields in the MARC record display stacked vertically on separate lines from the field numbers, instead of each field displaying with all subfields horizontally. The Validate button is a function of authorities which are not currently used in Sitka’s Evergreen. When the Help button is clicked, a list of keyboard shortcuts that can be used to edit the MARC record display. As well, MARC references will display for fields 1XX through 8XX in the main body of the MARC record.

Rows can be added to the MARC record in a number of ways: Using the keyboard shortcut CTRL+Enter when clicked into a subfield. This will add a row after the one you are working in. Clicking Add → Add Row in the Help and Additional Options section. This will add a row at the end of the MARC record. When hovering over the row, clicking on the plus sign. This will add a row after the row you are hovering over. images/cat/marc/enhanced-marc-record-1.png Rows can be deleted from the MARC record in a couple of ways: Using the keyboard shortcut CTRL+Delete when clicked into a subfield. This will remove the entire row. When hovering over the row, clicking on the X. This will remove the row you are hovering over. images/cat/marc/enhanced-marc-record-2.png Subfields can be added to the row by hovering over the row and clicking on the label with plus sign icon. The subfield is added to the end of the row. images/cat/marc/enhanced-marc-record-3.png Subfields can be removed from the row by clicking on the X associated with the subfield. images/cat/marc/enhanced-marc-record-4.png Rows can be moved by hovering over the row and clicking on the four arrow icon. Once the icon is clicked the row can be dragged and dropped or the up and down keys on your keyboard can be used to move the row. images/cat/marc/enhanced-marc-record-5.png Rows can be copied by hovering over the row and clicking on the double square icon. images/cat/marc/enhanced-marc-record-6.png Clicking into the MARC tag field will list potential tags that can be used for the field. This is a partial list; cataloguers should refer to MARC 21 Format for Bibliographic Data/ Normes MARC 21 for a comprehensive list. images/cat/marc/enhanced-marc-record-7.png Clicking in the first or second indicator boxes will list the possible values for the indicator as per MARC 21. images/cat/marc/enhanced-marc-record-8.png Clicking in a subfield box will list the possible subfield values for the particular field as per MARC 21. images/cat/marc/enhanced-marc-record-9.png

Sitka Snippet Video - Physical Characteristics Wizard (3:52) Cataloguers can easily edit and create 007 fields using the Physical Characteristics Wizard. The search filters and format icons in the public catalogue rely on accurate coding in the Leader, 007 and 008 fields. Please see the format filter and icon specifications for Sitka’s Evergreen in . As a cataloguer navigates through the wizard, each position will display its corresponding label that describes the significance of that position. Each position contains a selection of drop down choices that list the possible values for that particular position. When the cataloguer makes a selection from the drop down options, the value for that position will also change. Cataloguers should refer to MARC 21 Format for Bibliographic Data/ Normes MARC 21 for more information as needed. In the Enhanced MARC Editor, click the blue icon to the right of the 007 field. See if the record doesn’t already have a 007 field. images/cat/marc/physical-characteristics-wizard-1.png The Physical Characteristics Wizard will open. The first value defines the Category of Material. The choices within the remaining character positions will be appropriate for the Category of Material selected. Select the Category of Material for the given record by choosing an option from the Category of Material drop down menu. Once the Category of Material is selected, click Next. Evergreen will display the result of each selection in the preview above. The character of your current position will be in red. images/cat/pcw-3.png Use the Previous or Next buttons, navigate through the various positions in the 007 field. Once the you have entered all of the applicable values click Apply. images/cat/pcw-4.png All of the values selected will be stored and displayed within the 007 field of the bibliographic record. images/cat/marc/physical-characteristics-wizard-5.png Continue editing the MARC record, as needed. When finished, click Save Changes.

Name and subject fields include a link button for authorities. This functionality is not currently used in Sitka’s Evergreen and so this button should not be used. images/cat/marc/authorities-linker-1.png

The Flat Text Editor is used when working with MARC records. When working with MARC records cataloguers must follow Sitka’s Cataloguing Policy for editing MARC records. Cataloguers should be cautious when using the Flat Text Editor and always double check any changes before saving. It is very easy to make significant changes to multiple fields while using the Flat Text Editor. The text of the MARC record can be edited directly in the Flat Text Editor. images/cat/marc/marc-edit-flat-text-1.png An equals sign "=" indicates the start of a MARC field The leader and control fields contain the 3-digit MARC tag followed by the field values. A backslash "\" is used in the leader and control fields for characters where no value is specified. Cataloguers need to ensure that they count the characters in the fields and add the values in the correct positions. All other MARC fields contain the 3-digit MARC tag, followed by the indicators, and then the appropriate subfield If there is no value for an indicator a backslash "\" is used to fill the space. A dollar sign "$" is used for the subfield delimiter The search filters and format icons in the public catalogue rely on accurate coding in the Leader, 007 and 008 fields. Please see the format filter and icon specifications for Sitka’s Evergreen in .

Evergreen utilizes the coded information entered into the leader and control fields in the MARC record for search filters and format icons. These fields need to be accurately coded as per MARC 21 Format for Bibliographic Data/ Normes MARC 21 so the correct format icons display and the expected records are included in search results. See and for instructions on how to edit these fields in Evergreen. The terminology used in the Search Filter and Format Icon tables to indicate characters and values of MARC record fields are: Type is Leader position 06 - Type of record Bib Level is Leader position 07 - Bibliographic level Content Type is 336 subfield a - Content type term Form is 008 position 23 - Form of item , except when Type = e, f, or g then it’s position 29 Media Type is 337 subfield a - Media type term Speed is 007 position 03 - Speed Video Format is 007 position 04 - Videorecording Format

Language - relies on characters 35-37 of the 008 field. Audience - relies on character 22 of the 008 field (for the relevant material configurations). Literary Form - relies on character 33 of the 008 field (only applicable to books). Shelving Location - will display a list of the search library’s shelving locations Publication Year - relies on characters 07-10 of the 008 field. Exclude Electronic Resources checkbox - relies on character 23 of the 008 field. Records with a value of "s" or "o" are excluded. Format - relies on the leader and control field values shown in the table below. Search Filter Label Leader and Control Field Values All Audiobooks Type = i All Books Type = a or t AND Bib Level = a, c, d, or m but NOT Form = a, b, c, or f All Electronic Resources Form = o or s All Videos Type = g Audio Device Type = i AND Form = q Audiobooks (electronic) Type = i AND Form = o or s Audiobooks (physical) Type = i AND Speed = l or f Books (electronic) Type = a or t AND Bib Level = a, c, d, or m AND Form = o, q, or s Books (large print) Type = a or t AND Bib Level = a, c, d, or m AND Form = d Books (physical) Type = a or t AND Bib Level = a, c, d, or m but NOT Form = a, b, c, f, o, q, or s Braille Type = a AND Form = f Kits and Mixed Materials Type = o, p, or k Maps Type = e or f Music (CD, cassette) Type = j Music Scores Type = c or d Pictures Type = k Preloaded Audio (Type = i AND Form = q) OR ((Media Type = audio OR Content Type = spoken word) AND Format Icon = Book)) Serials and Magazines Bib Level = b or s Serials and Magazines (electronic) Bib Level = s AND Form = q, o, or s Software and Video Games Type = m Toys, Puzzles and Equipment Type = r Videos (electronic) Type = g AND Form = o, q, or s Videos (physical) Type = g but NOT Form = o, q, or s

The format icons show in the search results and record display in the catalogue. The following table shows the leader and control field values associated with each format icon. Format Icon Label Leader and Control Field Values Audio Device Type = i AND Form = q Audiobook (shown if format, eg. cassette, disc, is unknown) Type = i but NOT Form = o, q, or s and NOT Speed = a, b, c, d, e, l, or f Blu-ray Video Format = s Book Type = a or t AND Bib Level = a, c, d, or m but NOT Form = a, b, c, d, f, o, q, r, or s Braille Type = a AND Form = f Cassette audiobook Type = i AND Speed = l Cassette music Type = j AND Speed = l CD Audiobook Type = i AND Speed = f CD music Type = j AND Speed = f DVD Video Format = v E-audiobook Type = i AND Form = o or s E-Book Type = a or t AND Bib Level = a, c, d, or m AND Form = o, q, or s E-Serial or magazine Bib Level = b or s AND Form = o, s, or q E-video Type = g AND Form = o, s, or q Kit or mixed material Type = o or p Large print book Type = a or t AND Bib Level = a, c, d, or m AND Form = d Map Type = e or f Microform Form = a, b, or c Music (shown if format, eg. cassette, disc, is unknown) Type = j but NOT Speed = a, b, c, d, e, f, or l Music score Type = c or d Online Bib Level = i AND Form = o, s, or q Phonograph audiobook Type = i AND Speed = a, b, c, d, or e Phonograph music Type = j AND Speed = a, b, c, d, or e Picture Type = k Preloaded Audio (Type = i AND Form = q) OR ((Media Type = audio AND Content Type = spoken word) AND Format Icon = Book)) Serial or magazine Bib Level = b or s but NOT Form = o, s, or q Software or video game Type = m Toys, puzzles or equipment Type = r VHS Video Format = b Video (shown if format, eg. vhs, dvd, is unknown) Type = g but NOT Video Format = v, s, or b

Sitka Training Video - Merging Duplicate Bibliographic Records (5:10) Each discrete bibliographic title in Evergreen should have a single record that all libraries attach their holdings to. When a title has multiple records library staff with sufficient cataloguing knowledge can merge duplicate records together as per Sitka’s Cataloguing Policy for Editing Bibliographic Records. Any call number and item records, or holds, associated with the non-lead records will be transferred to the lead record upon merging. Add the desired records to a record bucket. See . When creating your bucket Co-op Support recommends using the title of the records you are merging. Retrieve the bucket by selecting Cataloguing → Record Buckets on the menu bar. From the list of your buckets click on the name of the bucket containing the records you are merging. images/cat/marc/merge-records-1.png Select the records you wish to merge. Click Actions → Merge Selected Records. images/cat/marc/merge-records-2.png The merge screen opens in a pop-up window. The record summary is listed above. You may shorten it by clicking the double arrows. Clicking Toggle Holdings Display will display the holdings information below each MARC record. images/cat/marc/merge-records-3.png If after comparing the MARC records you determine that any of them are not a match for merging click Remove from consideration. The record will no longer be included in the merge. images/cat/marc/merge-records-4.png Leave the merge profile as "Keep Local Fields". Any 050, 055, 092, 590, 595, 690, 852, and 856 fields from non-lead records will be moved to the lead record. images/cat/marc/merge-records-5.png From the remaining records determine which is the best record and click Use as lead record. images/cat/marc/merge-records-6.png Edit buttons will appear for the lead record. You can edit the record if edits are necessary. Any edits need to follow Sitka’s Cataloguing Policy for Editing Bibliographic Records. images/cat/marc/merge-records-7.png Click Merge. The lead record will open in the catalogue in a new tab. A record of the merge is recorded on the Record Notes tab. images/cat/marc/merge-records-8.png While you can edit call numbers and/or items from the merge screen, Co-op Support recommends you focus on bibliographic records here. After the merging is done, you can edit your call numbers and items through the Holdings Editor. Deleted records will remain in a record Bucket. We recommend you merge records right after you add them to the bucket. If you merge them later, good practice is to check the Deleted column in the bucket before merging to avoid merging records into a deleted record.

MARC RecordsUndelete Undelete Bibliographic RecordsUndelete Undelete UndeleteBibliographic Records Bibliographic Records UndeleteMARC Records MARC Records Deleted records can be undeleted if you know the record TCN or ID. Retrieve the record by its database ID. images/cat/marc/delete-marc-3.png Click on the MARC Edit tab. Click Undelete Record. images/cat/marc/delete-marc-4.png A pop up will appear. Click Confirm. The record is undeleted and holdings or scoped 856 fields can now be added.

MARC RecordsDelete Delete Bibliographic RecordsDelete Delete DeleteBibliographic Records Bibliographic Records DeleteMARC Records MARC Records Evergreen will automatically delete records when the last item attached to the record is deleted. Records that are imported or created in Evergreen but never have a holding attached or a scoped 856 field added are automatically deleted when they’ve been in the catalogue for more than 3 months. Records with holdings attached, physical or electronic, cannot be deleted. Records that have holds associated with them can be deleted. Evergreen will automatically cancel the holds as part of the deletion process. Co-op Support recommends libraries run a report to catch holds cancelled by Evergreen through the deletion process. The template Monthly Cancelled Holds List with Cancelation Cause can be run as needed or set up as a monthly recurring report. These holds will show with a cancel reason of Untargeted expiration.

If you import or create a MARC record you don’t end up using, you can delete it directly from the MARC Edit tab in the bibliographic record. Search the catalogue for a record that you need to delete, as described in . Click on the MARC Edit tab. Click Delete Record. images/cat/marc/delete-marc-1.png A pop up will appear. Click Confirm. Record is now deleted and only retrievable by a TCN (title control number) or record ID search. images/cat/marc/delete-marc-2.png

If you import or create a MARC records you don’t end up using, you can delete them in batch from a record bucket. Go to Cataloguing → Record Buckets. Click the name of the bucket containing the records you would like to delete. images/cat/marc/delete-marc-bucket-1.png Select the records you wish to delete and from the the Actions menu choose Delete Selected Records from Catalog. images/cat/marc/delete-marc-bucket-2.png A pop-up will appear asking you to confirm the deletion. Click Delete. images/cat/marc/delete-marc-bucket-3.png The records are deleted. Records with holdings cannot be deleted and will return an error. images/cat/marc/delete-marc-bucket-4.png

There are times when you may want to export MARC records from Evergreen. Evergreen allows you to do so via the MARC Batch Import/Export interface, the Record Bucket, and the staff catalogue basket. You may include the holdings information in the MARC records. Based on Sitka’s configuration, the holdings information will be in tag 852, including the item’s circulating library, shelving location, barcode, call number, status, and others saved in the item record. MARC records can be exported from Evergreen in MARC XML, UNIMARC, MARC21/USMARC or Evergreen Record Entry format. The exported records can be encoded in either UTF-8 or MARC8.

Go to Cataloguing → MARC Batch Import/Export. The interface opens and default to the Import tab. Click the Export tab. images/cat/export-marc-1.png Select your record source Load a CSV file containing records IDs. If the CSV file contains other information specify which column is the record ID by filling it into the Use Field Number field. Note that the field number starts at 0. If the second column in the CSV file is record IDs, the field number is 1. images/cat/export-marc-2.png Enter a Record ID. images/cat/export-marc-3.png Enter a record Bucket ID. images/cat/export-marc-4.png The Record Type should be set to Bibliographic Records. Select a Record Format from the drop down menu. Select a Record Encoding from the drop down menu. Check the box for Include holdings in Bibliographic Records if you would like holdings information included. Holding records are exported in the 852 field and will include holdings across the Sitka consortium, not just your library’s holdings. Click Export. images/cat/export-marc-5.png You will be prompted to save the file.

Go to Cataloguing → Record Buckets. Select the bucket containing the records you would like to export from the drop down menu. images/cat/export-marc-bucket-1.png Remove any records from your bucket that you don’t want to export; the entire contents of the bucket will be exported. See . From the Actions menu select Export Records. images/cat/export-marc-bucket-2.png Select a Record Format from the drop down menu. Select a Record Encoding from the drop down menu. Check the box for Include Items? if you would like holdings information included. Holding records are exported in the 852 field and will include holdings across the entire Sitka consortium, not just your library’s holdings. Click Export. images/cat/export-marc-bucket-3.png You will be prompted to save the file.

Search the catalogue for the records you would like to export, as described in . Select the titles you would like to add to the basket. images/cat/buckets/record-bucket-add-basket-1.png Once all desired titles have been added to the basket choose Export Records from the Basket Actions drop down menu. images/cat/export-marc-basket-1.png The MARC Batch Export interface will open. images/cat/export-marc-basket-2.png The Record Type will be set to Bibliographic Records. Select a Record Format from the drop down menu. Select a Record Encoding from the drop down menu. Check the box for Include holdings in Bibliographic Records if you would like holdings information included. Holding records are exported in the 852 field and will include holdings across the Sitka consortium, not just your library’s holdings. Click Export. images/cat/export-marc-5.png You will be prompted to save the file.

Record Buckets BucketsRecord Record Record buckets are containers that can be used to group MARC records. Once records are in a bucket you can perform batch actions on the records including merging, deleting, and exporting the records. Buckets can also be shared with Co-op Support for batch editing assistance and troubleshooting. Buckets can also be used for matching when importing records via the Batch Import function.

Beneath the header are shortcuts to display different sets of buckets: My buckets shows all buckets that you created or that you own directly. Favorites shows the buckets that you have marked as a favourite. Recent shows buckets that you have recently viewed. Shared with others shows buckets that you have shared with other staff users or libraries. Shared with me shows buckets that have either been directly shared with you or shared with your library, for which you have permission to edit. Visible to me shows buckets that have either been directly shared with you or shared with your library, for which you have permission to view. images/cat/buckets/record-bucket-manage-bucket-1.png

Buckets can be searched for and retrieved if you know the bucket ID. images/cat/buckets/record-bucket-manage-bucket-2.png

While there is a catalogue search available from within the Record Bucket interface it is recommended that staff go to Cataloguing → Search Catalogue as there are more options available for filtering and limiting your search by starting in the staff catalogue. images/cat/buckets/record-bucket-manage-bucket-3.png

There are a number of actions that can be performed on buckets available from the Actions menu. images/cat/buckets/record-bucket-actions-1.png Add to Favorites/Remove from Favorites Edit Buckets Delete Bucket(s) Share Buckets Transfering Bucket Ownership Export Records Upload Records Creating Carousels MARC Batch Edit

These actions allow to add and remove the selected bucket(s) to/from your Favorites list. Favorited buckets will populate your Favorites view in the buckets interface, as well as in the staff catalogue buckets tab.

This actions allows you to edit the bucket details, including name, description, and whether or not the bucket is public. This action can also be accessed by clicking on the pencil icon in the record bucket grid.

This action allows you to delete the selected bucket(s). A pop-up will ask you to confirm the deletion. You can only delete buckets that you own or for which you have editing permissions. This action can also be accessed by clicking on the X icon in the record bucket grid.

This action allows you to share the bucket with specific library staff account, allowing them to view-only or edit the bucket and its contents. You can also share the bucket with all library staff at a particular library which allows them to view and edit the bucket and its contents. This action can also be accessed by clicking on the person icon in the record bucket grid. When the action is selected the pop-up that appears has three tabs: Users with View Permissions, Users with Edit Permissions, and Libraries. images/cat/buckets/record-bucket-share-1.png To grant view or edit permissions to a specific library staff account select the appropriate tab and click Add Users. images/cat/buckets/record-bucket-share-2.png Use the search form to search for and select the desired library staff account. Click Select. images/cat/buckets/record-bucket-actions-3.png The chosen user now displays in the grid. Click Update Bucket Sharing. images/cat/buckets/record-bucket-share-3.png The bucket is shared and the record bucket grid updates to indicate the sharing. images/cat/buckets/record-bucket-share-4.png To grant view and edit permissions to all library staff at a particular library select the Libraries tab. In the organizational tree find the library you would like to share the bucket with and check the appropriate box. Click Update Bucket Sharing. images/cat/buckets/record-bucket-share-5.png The bucket is shared and the record bucket grid updates to indicate the sharing. images/cat/buckets/record-bucket-share-4.png

This action allows you to transfer a bucket to another user. In the pop-up that appears click Search for user to find the account you wish to transfer the bucket ownership to. images/cat/buckets/record-bucket-actions-2.png Use the search form to search for and select the desired library staff account. Click Select. images/cat/buckets/record-bucket-actions-3.png The pop-up will now indicate who the buckets are to be transferred to. Click Confirm transfer. images/cat/buckets/record-bucket-actions-4.png The buckets are transferred and the transfer results are displayed. Click OK. images/cat/buckets/record-bucket-actions-5.png Depending on your permissions, once you transfer a bucket you may lose editing or viewing privileges for that bucket. Administrators can transfer buckets for other users, even if the administrator doesn’t directly own the bucket.

This action allows staff to export all of the records in the selected buckets. See .

This action allows staff to upload or copy/paste bibliographic IDs to the selected bucket. See .

Sitka does not currently use the Carousels feature in the Evergreen public catalogue. Libraries using LibPress can find information on using carousels in the Sitka Carousels section of the LibPress manual.

The MARC Batch Edit function is not used by Sitka and library staff cannot use it to batch edit MARC records. The MARC Batch Edit action will take staff to the MARC Batch Edit interface but permissions will prevent any batch edits. Please contact Co-op Support for assistance with batch editing.

Go to Cataloguing → Record Buckets. Click New Bucket. images/cat/buckets/record-bucket-create-1.png Enter a name and, optionally, a description. Click Create New Bucket. images/cat/buckets/record-bucket-create-2.png The newly created bucket appears in the grid. images/cat/buckets/record-bucket-create-3.png Add additional records to the bucket if needed, as described in .

Search the catalogue for the record you would like to add to a bucket, as described in . Click on the title link to open the record. images/cat/buckets/record-bucket-create-4.png Choose Other Actions → Add to Bucket. images/cat/buckets/record-bucket-create-5.png On the pop-up that appears, click the New bucket tab. images/cat/buckets/record-bucket-create-6.png Enter a name for the new bucket and, optionally, a description. Click Add to New Bucket. images/cat/buckets/record-bucket-create-7.png The record bucket is created and the record is added to the bucket. Add additional records to the bucket if needed, as described in .

Records can be added to new, existing, or shared record buckets via the staff catalogue, the item status interface, the MARC Batch Import/Export, and report output.

Search Results Staff Catalogue Basket Record Summary

Search the catalogue for the records you would like to add to a bucket, as described in . Click Add to Bucket on the result. Clicking on the arrow beside will give a drop down menu of existing buckets. images/cat/buckets/record-bucket-add-search-result-1.png On the pop-up that appears records can be added to: an existing bucket. images/cat/buckets/record-bucket-add-1.png a new bucket. images/cat/buckets/record-bucket-add-3.png a shared bucket. images/cat/buckets/record-bucket-add-2.png Enter the required information and click the appropriate button. The record is added to the record bucket. OR Select the titles you would like to add to the bucket. images/cat/buckets/record-bucket-add-search-result-2.png Click on the Buckets tab. images/cat/buckets/record-bucket-add-search-result-3.png Hover below the bucket count and click on the Add X link that appears. images/cat/buckets/record-bucket-add-search-result-4.png The record is added to the record bucket.

Search the catalogue for the records you would like to add to a bucket, as described in . Select the titles you would like to add to the basket. images/cat/buckets/record-bucket-add-basket-1.png Once all desired titles have been added to the basket choose Add Basket to Bucket from the Basket Actions drop down menu. images/cat/buckets/record-bucket-add-basket-2.png On the pop-up that appears records can be added to: an existing bucket. images/cat/buckets/record-bucket-add-1.png a new bucket. images/cat/buckets/record-bucket-add-3.png a shared bucket. images/cat/buckets/record-bucket-add-2.png Enter the required information and click the appropriate button. The record is added to the record bucket.

Search the catalogue for the record you would like to add to a bucket, as described in . Click on the title link to open the record. images/cat/buckets/record-bucket-create-4.png Choose Other Actions → Add to Bucket. images/cat/buckets/record-bucket-add-summary-1.png On the pop-up that appears records can be added to: an existing bucket. images/cat/buckets/record-bucket-add-summary-2.png a new bucket. images/cat/buckets/record-bucket-add-summary-3.png a shared bucket. images/cat/buckets/record-bucket-add-summary-4.png Enter the required information and click the appropriate button. The record is added to the record bucket.

Scan the items whose records you wish to add to a bucket into the Item Status interface. Select the items and from the Actions menu choose Add to Record Bucket. images/cat/buckets/record-bucket-add-item-status-1.png On the pop-up that appears the records can be added to an existing bucket or new bucket. Make your choice and select the appropriate button. images/cat/buckets/record-bucket-add-item-status-2.png The records are added to the record bucket.

Create your bucket. See . Select your bucket and choose Upload Records from the Actions menu or from within the record bucket click on the Upload button. On the pop-up that appears choose your file and indicate which column includes the bibliographic/record IDs. Alternatively, you can paste bibliographic/record IDs into the text box. Click Import Bib IDs. images/cat/buckets/record-bucket-add-upload-records-1.png The records are uploaded into the bucket and a confirmation appears. Click OK.

MARC records that have already been imported via MARC Batch Import/Export can be added to a bucket. Go to Cataloguing → MARC Batch Import/Export. Click on the Inspect Queue tab. Double-click on the queue you’d like to open. images/cat/buckets/record-bucket-add-import-1.png Click Copy Queue to Bucket. images/cat/buckets/record-bucket-add-import-2.png On the pop-up that appears records can be added to: an existing bucket. images/cat/buckets/record-bucket-add-1.png a new bucket. images/cat/buckets/record-bucket-add-3.png a shared bucket. images/cat/buckets/record-bucket-add-2.png Enter the required information and click the appropriate button. The record is added to the record bucket.

Once records have been added to a record bucket, there are several functions that can be performed.

In addition to viewing records within a bucket, records in a bucket can be listed as search results or opened in a new tab. Select the records you wish to view and click Show in Catalog Results or Open Selected in New Tabs. images/cat/buckets/record-bucket-view-1.png

Several options on the Actions menu allow staff to manage the contents of their bucket. images/cat/buckets/record-bucket-manage-1.png Add Selected Records to a Different Bucket This action will open the selected records in the staff catalogue in new tabs. Move Selected Records to a Different Bucket This action will move the selected records to the Pending Records tab so they can be added to a different record bucket. Remove Selected Records from Bucket This action will remove the records from the bucket; this does not delete the records from the catalogue.

Several options on the Actions menu allow staff to manage the records in their bucket. images/cat/buckets/record-bucket-manage-2.png Delete Selected Records from Catalog This action deletes the selected records from the catalogue. Records remain in a bucket after they are marked as deleted in the database. See . Export Selected Records This action allows staff to export the records from a bucket. See . Merge Selected Records This action allows staff to merge multiple records into a single record. See . Transfer Title Holds This action should never be used as it will transfer title holds for all libraries. See for information on transferring title holds for your library.

Evergreen generates a page in the public catalogue which pulls together information about your library and branches for your patrons. What information displays depends on whether or not you have entered the applicable information into the Evergreen staff client. The page is accessed by clicking on the library or branch name in the Location column of your search results. images/opac/library-info/opac-library-info-1.png Instead of linking to the library information page, the library or branch name in the Location column can link to your library’s website. To do this you must enter a value for the library setting Library information URL (such as "http://example.com/about.html") and then set the library setting Use external "library information URL" in copy table, if available to TRUE. Multi-branch libraries will have pages for their system and each branch. Co-op Support can also add it as a link on your public catalogue. Libraries can choose what link text is used. images/opac/library-info/opac-library-info-2.png If you would like a link to your library’s website on the library information page, you can add it by entering a value for the library setting Library information URL (such as "http://example.com/about.html"). images/opac/library-info/opac-library-info-3.png See for information on updating library settings.

The hours of operation for your library or branch will display based on what has been entered for the organizational unit. images/opac/library-info/opac-opening-hours-1.png See for information on updating your hours of operation.

Irregular closures of the libray will display based on what has been entered in the Closed Dates Editor. The next 10 upcoming closures will be shown. images/opac/library-info/opac-upcoming-closures-1.png See for information on adding closed dates.

The email address and phone number will display based on what has been entered in the main library settings. images/opac/library-info/opac-contact-information-1.png See for information on adding and updating the email address and phone number. Multi-branch libraries can enter this information at the branch level to have different contact information for different branches.

The address will display based on what has been entered as the mailing address for the library or branch. images/opac/library-info/opac-mailing-address-1.png See for information on adding and updating the addresses for the library or branch. Multi-branch libraries can enter this information at the branch level to have different addresses for different branches.

The branch relationship shows a link to the organization above in the organizational unit tree. This is most relevant for multi-branch libraries as patrons can navigate up to the system level. images/opac/library-info/opac-branch-relationship-1.png

Public Catalogue OPAC A patron friendly version of this section can be found at https://help.libraries.coop/catalogue. The Help link in the footer of your public catalogue will also take users to this site. The public catalogue can be accessed online from any location via the Internet and is available in English and French. The language selector in the bottom-right allows your users to switch between English and French as desired. scaledwidth="75%" In order for a library’s shelving locations to be translated in the public catalogue the library must first provide Co-op Support with a list of the library’s shelving locations with the translations so the translations can be entered into Evergreen. The generic public catalogue which searches all of Sitka is https://catalogue.libraries.coop. Each library has a public catalogue using their logo and colours. The default URL for all library specific public catalogues is https://LIBRARYCODE.PROVINCECODE.catalogue.libraries.coop.

The public catalogue defaults to the Basic Search where you can search for books and other items at your library or other libraries in the consortium. Basic Search contains a single search box for you to enter a search term. Basic Search You can select to search by: Keyword — finds the terms you enter anywhere in the entire record for an item, including title, author, subject, and other information. Title — finds the terms you enter in the title of an item. Journal Title — finds the terms you enter in the title of a serial bibliographic record. Author — finds the terms you enter in the author of an item. Subject — finds the terms you enter in the subject of an item. Subjects are categories assigned to items according to a system such as the Library of Congress Subject Headings. Series — finds the terms you enter in the title of a multi-part series.

You can limit your search by format. Some of the more popular formats in the list are the following: For Books, you can choose All Books, which includes regular print books, large print books, and e-books, All Audiobooks, which includes audiobooks on physical media and e-audiobooks, OR you can choose the individual format. The individual choices are: Books (physical), Books (large print), Books (electronic), Audiobooks (physical) or Audiobooks (electronic). For Videos, you can choose All Videos which includes video formats such as DVD, VHS, Blu-ray, and E-video. OR you can choose the individual format. The individual choices are: Videos (electronic) or Videos (physical). Music will search music on CD or other media. Serials/Magazines will search for physical magazine, serial, or journal titles only. Serials/Magazines (electronic) will search for electronic magazine, serial, or journal titles only. Software/Video Games will search on games, databases, and other software. The format filter uses values from the Leader, 007, and 008 fields of the MARC record to determine which records to include in your search results. More information can be found in Search Filters and Format Icons.

The current search library is displayed in the Library box. The default search library is your library or borrowing zone. If your library system has multiple branches or a borrowing zone that includes multiple libraries you can use the Library box to select different branches or libraries. If your library has multiple branches, your search results will display items available at your branch and all branches of your library system separately. If your library participates in Interlibrary Connect resource sharing, the results may display items available across the larger borrowing zone. If you access the catalogue from https://catalogue.libraries.coop you may scope your search result to Sitka, regional libraries, a library system, or a library branch by clicking into the Library box on the catalogue homepage and selecting the target library from the drop down list. You will then be able to see how many copies of a title are available in all Sitka member libraries across Sitka, or within the regional libraries, or within the library system, or within the branch, depending on search scope selected.

You can access the Advanced Search by clicking Advanced Search on the catalogue homepage or search results screen. The available search options are the same as in Basic Search, but you may use one or more of them simultaneously. If you want to combine more than three search options, use the Add Search Row button to add more search input rows. Clicking the X button will close the search input row. Basic Search

You can filter your search by: Format Language Audience Literary Form Shelving Location Click on a filter bar to see the available options. Basic Search All the search filters, with the exception of Shelving Location, rely on values entered into the Leader, 007, 008, or 041 fields of the MARC record. Records with incorrect coding will not filter correctly.

The current search library is displayed in the Search Library box. The default search library is your library or borrowing zone. If your library system has multiple branches or a borrowing zone that includes multiple libraries you can use the Search Library box to select different branches or libraries. If your library has multiple branches, your search result will display items available at your branch and all branches of your library system separately. If your library participates in Interlibrary Connect the results may display items available across the larger borrowing zone. If you access the catalogue from https://catalogue.libraries.coop, your default search library is Sitka or the library you have selected on the homepage. You may use the Search Library box to select a different library or regional libraries, or all libraries in Sitka to search.

For publication year you can filter for items published before, after, in-between, or during a particular year. Publication year is inclusive. For example, if you set Publication Year Between 2005 and 2007, your result items will be published in 2005, 2006 and 2007. The publication year filter relies on the values in characters 07-10 in the 008 field of the MARC record. Records with incorrect coding will not filter correctly.

By default, the search results are in order of greatest to least relevance. In the Sort Results box you may select to order the search results by relevance, title, author, publication date, or popularity. For more information see .

When the Exclude Electronic Resources checkbox is checked electronic resources are not included in the search results.

When the Group Formats and Editions checkbox is checked all formats and editions of the same title are grouped as one result. For example, the DVD and the print editions of Pride and Prejudice will appear together.

When the Limit to Available checkbox is checked search results are limited based on an item’s current circulation status. Titles without available items in the selected search library will not be displayed. Item statuses that show as available are: Available, On Display, Onsite Consultation, Reserves, and Reshelving.

You can access the Numeric Search by clicking on the Numeric Search tab on the Advanced Search screen. Use the drop-down menu to select ISBN, UPC, ISSN, Call Number, LCCN, TCN, or Item Barcode. Enter the information and click Search. Basic Search Searching by Call Number will take you to the Shelf Browser.

You can access the MARC Expert Search by clicking on the Expert Search tab on the Advanced Search screen. If you are familiar with the MARC standard, you may search by specific MARC tags in the Expert Search. Enter the three-digit tag number, the subfield (if relevant), and the value or text that corresponds to the tag. For example, to search by publisher name, enter 264 b Random House. To search several tags simultaneously, use the Add Search Row button. Click Search to run the search. Basic Search The value in the MARC record must exactly match the value you enter as your search term or it will not be included in the results.

You can access the browse search by clicking Browse the Catalogue on the Basic Search or search results screen. Basic Search The following fields are browsable: title author subject series The browse is constructed by the term starting with. Click Browse the Catalogue. Select a field to browse, enter a keyword, and click Browse. A list of results will appear. Click on the bolded text to view bibliographic records. Basic Search Click Back or Next to move through results. Note results are alphabetical, with results prior to the search term, and after, listed.

You do not need to enter an author’s last name first, nor do you need an exact title or subject heading as all searches are keyword search. Evergreen is also forgiving about plurals and alternate verb endings, so if you enter dogs, Evergreen will also find items with dog. Do not use an AND operator to join search terms. An AND operator is automatically used to join all search terms. So, a search for golden compass will search for entries that contain both golden and compass. Boolean operators such as and, or, not are not considered special and are searched for like any other word. So, a title search for golden and compass will not return the title golden compass. Putting it another way, there are no stop words that are automatically ignored by the search engine. So, a title search for the, and, or, not (in any order) yields a list of titles with those words. Don’t worry about white space, exact punctuation, or capitalization. White spaces before or after a word are ignored. So, search for golden compass gives the same results as a search for golden compass. A double dash or a colon between words is reduced to a blank space. So, a title search for golden:compass or golden—compass is equivalent to golden compass. Punctuation marks occurring at the front or end of a word are removed. Diacritical marks, &, or | located anywhere in the search term but not within a word are removed. Words linked together by . (dot) are separated into two words. So, a search for |golden.compass& is equivalent to golden compass. Upper and lower case letters are equivalent. So, Golden Compass is the same as golden compass. Enter your search words in any order. A search for compass golden gives the same results as a search for golden compass. Adding more search words gives fewer and more specific results. This is also true for author searches. Both David Suzuki and Suzuki, David will return results for the same author. Use specific search terms. Evergreen will search for the words you specify, not the meanings, so choose search terms that are likely to appear in an item description. For example, the search luxury hotels will produce more relevant results than nice places to stay. Search for an exact phrase using double-quotes. For example, “golden compass”. The order of words is important for an exact phrase search. “golden compass” is different than “compass golden”. White space, punctuation and capitalization are removed from exact phrases as described above. So a phrase retains its search terms and its relative order, but not special characters, such as a + (plus), and not case. Two phrases are joined by AND, so a search for “golden compass” “dark materials” is equivalent to “golden compass” and “dark materials”. To prevent stemming, use double quotes around a single word or a phrase. So, a search for parenting will also return results for parental but a search for “parenting” will not. See Stemming in. Use * (asterisk) as a wildcard to truncate search terms, e.g. comp* golden may return the same results for compass golden and more. Exclude a term from the search, using - (minus) . For example, vacations –britain will search for materials on vacations that do not make reference to Britain. Two excluded words are joined by AND. So, a search for -harry -potter is equivalent to -harry and -potter. A + (plus) leading a term has no role and is removed. So, +golden +compass is equivalent to golden compass. You can form more complex searches using the Advanced Search features.

If no results were returned from your search, you will see Keyword Search Tips for expanding or altering your search.

A search for dogs will also return results with the word dog and a search for parenting will return results with the words parent and parental. This is because the search uses stemming to help return the most relevant results. That is, words are reduced to their stem (or root word) before the search is performed. The stemming algorithm relies on common English language patterns - like verbs ending in ing - to find the stems. This is more efficient than looking up each search term in a dictionary and usually produces desirable results. However, it also means the search will sometimes reduce a word to an incorrect stem and cause unexpected results. To prevent a word or phrase from stemming, put it in double-quotes. Understanding how stemming works can help you to create more relevant searches, but it is usually best not to anticipate how a search term will be stemmed. For example, searching for gold compass does not return for golden compass because the search does not recognize gold as a stem of golden.

Use the wildcard * (asterisk) at the end of the word to truncate search term.

By default, the results in the Sitka catalogue are listed in order of relevance, similar to a search engine like Google. The relevance is determined using a number of factors, including how often and where the search terms appear in the item description, and whether the search terms are part of the title, subject, author, or series. The results that best match your search are returned first rather than results appearing in alphabetical or chronological order. In the Advanced Search screen, you may select to order the search results by relevance, title, author, publication date or popularity before you start the search. You can also re-order your search results using the Sort by dropdown list on the search result screen.

The popularity sort options can use factors such as circulation and hold activity, record and item age, and item ownership counts to generate popularity badges for bibliographic records. Each badge has a five-point scale, where more points indicates a more popular record. The average of the badge points earned by each record constitutes a "popularity rating". The number and types of badges break ties for average popularity, and relevance sorts items with like popularity. Basic Search Currently popularity badges have been set up in Sitka based on hold and circulation counts over the last 3 years.

The search results are a list of relevant works from the catalogue. If there are many results, they are divided into several pages. At the top of the list, you can see the total number of results and go back and forth between the pages by clicking the Next or Previous at the top or bottom of the list or click the page number to go to that page directly. Your search terms will be highlighted in both the search results and title details screens. The checkbox Disable Highlighting will turn this off. Basic Search Information about the title, such as author, edition, publication date, call number, shelving location, status, etc., is displayed under each title. The icons beside the title link indicate formats such as books, audiobooks, video recordings, and other formats. Clicking a title goes to the title details. Clicking an author searches all works by the author. If you want to place a hold on the title, click Place Hold to the right of the title information. Above the results list there are Limit to Available, Group By Formats and Editions, and Exclude Electronic Resources checkboxes. Checking Limit to Available will filter out those titles with no available copies in the library or libraries at the moment. Checking Group By Formats and Editions will group all formats and editions of the same title as one result. Checking Exclude Electronic Resources will filter out titles for electronic resources. Usually you will see your search results re-displayed with fewer results. The Sort by dropdown list is above the checkboxes. Clicking an entry on the list will re-sort your search results accordingly.

If you have selected Group Formats and Editions with your search, your search results are grouped by various formats and editions of the same title. Multiple format icons may be lit up. Basic Search

You may refine your search results by using the facets. Selecting one of these facet links on the left side of search results page narrows down the search results to your selected term. You may also refine your search by clicking the Refine My Original Search button at top of search results. Refining a search this way allows you to add search filters such as Publication Date, Format, Language, etc., to your original search. Basic Search

You may expand your search results by removing search limiters that you applied in your initial search. You can remove a limiter by clicking on the X beside it. Basic Search

The number of available copies and total copies are displayed below the title details. The availability will be scoped depending on your search library. If your library is a multi-branch system you can see how many copies are available in all branches. If your library participates in a larger borrowing zone you will see the available copies at your search library and the larger zone. Basic Search

Click on a title to view a detailed record of the title, including descriptive information, location and availability, and options for placing holds. Publicly visible notes and statistical categories will display with the applicable item. images/opac/opac-search-results-7.png Click More Details to see more bibliographic details including subjects. Click Show Only Available Copies to limit view to available items of that title. Click Show All Copies to see all items. Click the library name to see details about the library such as address and open hours. Click Summaries & More to see the book’s summaries and reviews, if available. Click Additional Content to see any additional content for the title. Click Shelf Browser to view items appearing near the current item on the library shelves. Click MARC Record to display the record in MARC format. Click Awards, Reviews, & Suggested Reads to see additional information including read-alikes. This will only appear as an option if your library subscribes to a 3rd party service which provides this content.

You can search for additional items by an author, one of the subjects in the record or other works in the same series. Click the author, subject, or series link to start a new search in the catalogue. You can do this from the results page or from within the record details view. images/opac/opac-search-results-8.png

When you are viewing a specific record, you can always go back to your title list by clicking the Back to Results button. Search Results If you have selected Group Formats and Editions with your search, your search results are grouped by various formats and editions of the same title under My Search Results. You can always go back to this page by selecting the link to Return to Grouped Search Results. Search Results You can start a new search at any time by entering new search terms in the search box at the top of the page or by selecting the Basic Search, Browse the Catalogue, or Advanced Search links at the top of the search results page.

HoldsPublic Catalogue Public Catalogue Holds can be placed for a particular title or a specific volume through your public catalogue. Available items will appear on the library’s holds pull list. If the item is not available, the patron is placed on a waiting list and notified when the item become available. Some libraries do not allow holds to be placed on available items.

Click the Place Hold button to the right of the record on the search result list, or on the record summary screen. Holds You will be prompted to log in with your library account, if you have not already done so. If your library is multi-branch, or participates in reciprocal borrowing, you can choose the pickup location. Choose the method of notification. The notification method will be selected automatically if it is set in account preferences, but can be overridden on this screen. The phone number and email in your account will be used to populate the notification options. Holds Click Submit. A message will appear either confirming the hold was successfully placed or indicating that the hold could not be placed. Holds You can view and cancel your holds at anytime through Holds in My Account and can edit, suspend, or activate your holds until they are captured for pick up.

If a hold cannot be placed Evergreen will return the message "Hold was not successfully placed". This will be accompanied by a reason why the hold cannot be placed and in some cases the option to override. Problem: The patron has reached the maxiumum number of holds - This indicates the patron has reached the maximum number of items they can have on hold at a time based on the library’s hold policies. Problem: All available copies are temporarily unavailable at your pickup library. Placing this hold could result in longer wait times. - This indicates that the item is under age-based hold protection set through the Holdings Editor and cannot currently fill holds at your library. If you override and place the hold it will eventually be filled when the item is no longer protected. Problem: Holds are not allowed on this item by library’s policy - This indicates that the item is under age-based hold protection set through the Hold Policies and cannot currently fill holds at your library. It can also indicate that the library has blocked holds placed by a particular patron type or on items using a particular circulation modifier through their hold policies.

If you want a specific issue of a magazine or a specific DVD in a set, select Volume Hold in the item details grid. Holds

If Group Formats and Edition is selected when doing a search, you can place a hold on all formats and editions of the title by clicking Place Hold to the right of the search result. Holds Select the acceptable formats on the Place Hold screen. Holds

My Account Update Staff Account in My Account Update PasswordMy Account My Account Patrons and staff can access information about their account from any page in the public catalogue by clicking the My Account link at the top right of the page. Account information includes contact information, items checked out or on hold, fines, account preferences, notes left by the library (if any) and lists. For library staff accounts, editing information in their account in the public catalogue is the same as editing their account in the staff catalogue.

Click on the My Account link on any search page. My Account Enter your username or your library barcode. If this is your first time logging in, your username will likely be your library card number. You have the option to change your username on the Account Preferences screen. Enter your password. You should have been given a password when you received your library card. If you do not have or cannot recall your password please contact your local library to have the password reset or use the Forgot Your Password? link. You can use the password visibility button to see what you have entered for your password. My Account Click Log in. My Account All patron and staff accounts in Evergreen can access My Account through the public catalogue.

Password Sitka Snippet Video - Resetting a Forgotten Password (2:54) If you have an email address recorded in your library account you can use the Forgot Your Password? link in the event that you forget your password. Click on the Forgot Your Password? link. My Account Enter your username or barcode into the appropriate field. You must enter only one value, this is an either or choice, as some people only use their barcode to access their account, while others only ever use a username. Some libraries also require that you enter the email address associated with the account. This is controlled by the library setting Require matching email address for password reset requests. Click Submit. My Account Check your email account for the Library Account Password Reset Request email. Reset emails are sent every two minutes. Open the link provided in the Library Account Password Reset Request email. Enter your new password in the password reset form in the browser and click Submit. My Account You must enter the password twice to ensure that you do not make a mistake. If the passwords match, you will then be able to log in to your library account with the new password. Please contact your local library if you do not receive the Library Account Password Reset Request email or if you continue to be unable to login to your account. Library staff can reset the password for their staff account using this method if there is an email address recorded in their account.

If your library allows self-registration, prospective patrons can request a card through your public catalogue. In the footer of the public catalogue, click on the Request Library Card link. Patron Self-Registration form Fill out the form to request a library card and click Submit Registration. Patron Self-Registration form The form is validated and any errors are flagged. Patron Self-Registration form Once the form has been filled out and submitted, patrons will see a confirmation message: “Registration successful! Please see library staff to complete your registration.” This message is customizable per library. Patron Self-Registration form A pending patron is created in Evergreen. See . The patron self-registration form shares most settings with the staff client registration form. Unique to the self-registration form are the library settings Hide Username field in Patron Self-Reg. and Patron Self-Reg. Date of Birth Order. Local system administrators can set values for these in the Library Settings Editor. For the settings shared with the staff client registration form see for information on customizing which fields display and which fields are required.

The default view when you login to your account is the Account Summary page. This view gives you an overview of items checked out, items on hold and any fines you may have. You can access any of these screens by clicking on the relevant menu option. My Account If your library subscribes to Overdrive additional information will display. My Account

Click Preferences to access your preferences. The options will display below. My Account

Update PasswordMy Account My Account Send Test EmailMy Account My Account You can change your username, preferred name, password, email address, and preferred language in Personal Information. Libraries using single sign-on or other 3rd party password services may restrict editing of some of these fields. Click the Change button next to the information you’d like to update. To test that your email address works, click Send Test Email. An automated message will be sent. If you do not receive it, first check your spam folder and then contact your library for further assistance. My Account Changing your username and password for a library staff account through My Account also changes it for logging into the staff client. Depending on your library’s policy, you may request a change to your address by submitting a new address in your account. This is controlled by the library setting Allow pending addresses. Library staff will verify it and update your account. My Account If you need to make a change to other information, such as your phone number, please contact your local library.

NotificationsMy Account My Account Notification Preferences is where you set your preferences for holds notification. You can choose to be contacted by email or phone. To opt-out of receiving courtesy and overdue email notices use the Receive Overdue and Courtesy Emails setting. Un-checking this box means your library will not send you any emails for items coming due or overdue. You are still responsible for returning items on time and paying any applicable fines. To receive emailed checkout receipts by default, select Email checkout receipts by default . My Account

Check Out History Hold History Search and History Preferences is where you configure settings around search results, history, and allowing others access to your account. You can select how many search results are displayed per page on your catalogue searches as well as your preferred search location if your library is a multi-branch system or part of a larger borrowing zone. You can also set your preferred pick up location if your library is a multi branch system or part of a larger borrowing zone. You can choose whether or not to have search terms highlighted in your search results. Check Out and Hold history can be enabled on this screen. The check out and holds history is not retroactive; it takes effect once you choose to retain your history. You may also choose to disable a warning about adding items to a temporary list. You can specify who, if anyone, can access your account and what access you wish them to have. This is useful if you’d like someone else to be able to pick up your holds for you, for example. My Account

My Lists Preferences allows you to set how many lists you’d like to display per page, and how many items should be displayed per page in your lists. My Account

In My Account click Messages to display any messages library staff have added to your account. My Account Messages You can set messages to read or unread, or delete them by selecting the message(s) and then choosing the appropriate button. My Account Messages Unread messages display in bold. Click on the subject to read the message. My Account Messages The message will display. My Account Messages

Check OutMy Account My Account My AccountCheck Out Check Out

In My Account click Items Checked Out → Items Checked Out to display all of the items you currently have checked out. My Account Checked Out By default the list will sort by due date. The due dates for overdue items will be indicated in red. You can sort the list by Title, Author, Renewals Left, Due Date, Barcode, or Call number by clicking on the blue text. The first click sorts the list in ascending order and a second click sorts the list in descending order. If you wish to renew items, select the items to renew and click Renew Selected. A pop-up will ask you to confirm you wish to renew; click OK. If the item cannot be renewed a message will indicate to the patron why the renewal was not possible. My Account Checked Out

Check Out History In My Account click Items Checked Out → Check Out History to display a list of items that you have previously checked out. My Account Checked Out Check out history will only display if it has been enabled in your Search and History Preferences. History displays from the date you enabled it; items checked out prior will not be included in your history. You can sort the list by Title, Author, Checkout Date, Due Date, Date Returned, Barcode, or Call number by clicking on the blue text. The first click sorts the list in ascending order and a second click sorts the list in descending order. Click Download CSV to download your list in a file that can be opened in a spreadsheet program. If you wish to delete individual titles from the list select the items you wish to delete and click Delete Selected.

My AccountHolds Holds HoldsMy Account My Account

In My Account click X Holds / X Ready → Items on Hold to display a list of items you have on hold. My Account Holds You can sort the list by Title, Author, and Format by clicking on the blue text. The first click sorts the list in ascending order and a second click sorts the list in descending order. You can use the checkbox beside each hold to select the hold and use the buttons to suspend, activate, or cancel the selected holds. You may set an activation date when you suspend your hold or leave the date blank and manually activate it later. A suspended hold will not lose its hold queue position. The Status column shows whether or not your hold is currently available for pickup, if it has been suspended, and what your position is in the hold queue. Your position in the hold queue is indicated by the first number in the status column. For example "Hold #3 on 1 copy" indicates you are third in the hold queue. Clicking the Edit button will bring you to the hold editing screen. Here you can: change the pick up location if you’re a multi-branch library. activate the hold or suspend it hold, if not already captured. change the activation date or cancellation date. change the method of notification for the hold. My Account Holds

Holds History In My Account click X Holds / X Ready → Holds History to display a list of items that you have previously had on hold. History displays from the date you enabled it; holds placed prior will not be included in your history. My Account Holds Holds history will only display if it has been enabled in your Search and History Preferences.

Hold Groups In My Account click X Holds / X Ready → Hold Groups to display a list of Hold Groups you are included in. My Account Hold Groups Click Remove me to remove yourself from the Hold Group.

BookingMy Account My Account My AccountReservations Reservations Patrons of libraries using the Booking Module will have a Reservations option on the menu in their account. On the reservations tab patrons can view items they have reserved or borrowed through the Booking Module. My Account Reservations

In My Account click Charges → Current Charges to display any oustanding charges. My Account Fines

In My Account click Charges → Payment History to display any payments that have been made. My Account Fines You can email or print a payment receipt.

Baskets and Lists Print and EmailBaskets and Lists Baskets and Lists Print and EmailOPAC OPAC Print and EmailPublic Catalogue Public Catalogue The basket feature in your public catalogue enables patrons to add titles in batch to a temporary basket. From the basket, you can place holds, print and email title details, and add the titles to a new or existing list. Lists are maintained in My Account and you must be logged in to use this feature. Lists can be used to keep track of what books have been read, to maintain a class reading list, to maintain a reading list for a book club, and more. Lists can also be used for maintaining publicly visible lists such as staff picks or themed lists that can be posted on a library’s website. Lists are accessed via the My Lists section of My Account.

Titles can be added to the basket in three ways: by checking the box beside the search result. The entire page of results can be added by checking the select all box at the top of the results. Adding Titles to the Basket by clicking Add to basket in the search results view. Adding Titles to the Basket by clicking Add to basket on the title details page. Adding Titles to the Basket When titles are added to the basket the count at the top of the search results increases as does the count beside the basket icon. Adding Titles to the Basket

Titles can be removed from the basket in a number of ways: un-checking the box beside the search results. The entire page of results can be removed by un-checking the select all box at the top of the results. Adding Titles to the Basket by clicking Remove from basket in the search results view. Adding Titles to the Basket by clicking Remove from basket on the title details page. Adding Titles to the Basket by using the Clear Basket action from the basket icon drop down menu. Adding Titles to the Basket by selecting the titles you wish to remove and using the Delete button in the basket view. Adding Titles to the Basket by checking the box for Clear entire basket when actions complete before performing an action. Adding Titles to the Basket Additionally, the contents of the basket are cleared when you log out of your account.

The Basket Actions menu, found by clicking on the basket icon, lets you view the contents of the basket, batch place holds, print or email the title details for all titles, add the contents of the basket to a saved list, and clear the basket. Adding Titles to the Basket In the basket view there is also a button that allows you to add the contents of the basket to a new list. Adding Titles to the Basket

Select the titles you’d like included. Click the Print Details button. images/opac/opac-print-basket-1.png The print preview and format editor opens. From the Format drop down menu, choose Full and click Update. This ensures the local call number and shelving information will be included. images/opac/opac-print-basket-2.png If there are multiple libraries copies in the preview, choose required library in Holdings Library field, and click Update again. images/opac/opac-print-basket-3.png The preview is presented. Click Print Now. images/opac/opac-print-basket-4.png Follow any prompts from your browser to print the details.

Select the titles you’d like included. Click the Email Details button. images/opac/opac-email-basket-1.png You must be logged into My Account in order to email, and are prompted to do so if not. The email preview and format editor opens. Update the email address and add a custom email subject if needed. images/opac/opac-email-basket-2.png From the Format drop down menu, choose Full and click Update. This ensures the local call number and shelving information will be included. images/opac/opac-email-basket-3.png If there are multiple libraries copies in the preview, choose required library in Holdings Library field, and click Update again. images/opac/opac-email-basket-4.png The preview is presented. Click Email Now. images/opac/opac-email-basket-5.png A message appears letting you know your email has been queued. The email is sent to the user.

Libraries can use the list functionality in the public catalogue to create lists which can be shared with your patrons directly, or by including the link on your website, social media, etc. Co-op Support recommends creating a patron account specifically for managing lists. This way, the lists are not attached to a particular staff member’s account and continue to be accessible if a staff member leaves the library. The username and password for the patron account can be shared with any staff needing to create or maintain lists.

Select My Lists from the menu. My Account Lists In the Create New List section, enter a name and optional description for the list. Click Share if you’d like to share the contents of the list with other users. Click Create List. My Account Lists

Add titles to the basket. Select Add Basket to Saved List from the basket action menu. If not logged in, a prompt appears. My Account Lists In the Create New List section, enter a name and optional description. Click Share if you’d like to share the contents of the list with other users. By default Move contents of basket to this list? is set to YES. The contents of the basket displays below. Click Create List. My Account Lists

Titles are added to a list by first adding them to the basket. Refer to . Select Add Basket to Saved List from the basket action menu. If not logged in, a prompt appears. My Account Lists Un-check the box beside any titles you don’t want added to the list. Click Move selected items to list and choose the list you want from the drop down. My Account Lists The items are moved to your list and removed in your basket. Any titles you de-selected will still be in the basket unless you selected Clear entire basket when the above action is complete. My Account Lists

You can place holds, print the title details, and remove titles from your list by selecting the relevant titles and using the appropriate button. My Account Lists Information on placing holds can be found in . Printing from a list works the same as printing from a basket. See . Emailing from a list is currently not functional.

In My Lists, click on Share beside the list you would like to share. My Account Lists The list will now have an icon for RSS and a View in Catalogue button. Share the relevant link with the person you’d like to share the list with or include the link on a webpage. My Account Lists Libraries can use shared lists for sharing staff picks and other lists with patrons by creating a list and posting the URL on the library’s website. Co-op Support recommends libraries set up a patron account specifically to use for this instead of having staff use their own accounts.

In My Lists, click on Hide beside the list you would like to hide. My Account Lists The RSS icon and View in Catalogue button are removed. Anyone with the link for the list will no longer be able to view it. My Account Lists

You can export your list to a comma delimited file by selecting Download CSV and following your computer’s prompts to save the file on your computer. My Account Lists

If you no longer need a list you can delete it by clicking Delete List. My Account Lists

Click on a list to open it and display the contents. In the Notes column click Edit. My Account Lists Enter the note beside the relevant title(s) and click Save Notes. My Account Lists The note will display in the patron’s view of the list. If the list is shared, the note will also display on the webpage used to access the shared list. My Account Lists

Electronic resources are usually hosted by separate providers outside the library. Most of these resources have records in the library catalogue. Links leading to the provider’s website are provided in these records. Some electronic resources can be integrated into the library catalogue, which allows users not only to view the records, but also to borrow and place holds on the resources on the library catalogue directly. Currently eBooks and eAudiobooks from OverDrive are integrated. Users can borrow or place holds on these E-Items, and view their borrowed or on-hold items in their library account. When your search result includes an integrated eBooks and eAudiobooks from OverDrive, you may see the record is marked as electronic resource with a link going to the provider’s website. You will see columns for Available Formats and Status. There will also be a button to Check Out E-Item or Place Hold on E-Item, depending on whether there is an available copy. eResources OverDrive allows users to keep some preference settings, such as preferred loan period. These preferences can be set up or updated through OverDrive’s website or app.

If there is an available copy under a title, click on Check Out E-Item on the search result list or record details screen. eResources You will be prompted to log in with your library account, if you have not already done so. Choose a format type from the Actions menu and click the Checkout button. eResources Click Download. The item will be downloaded in the chosen format. eResources

If all copies under a title are checked out, click on Place Hold on E-Item on the result list or record details screen. eResources You will be prompted to log in with your library account, if you have not already done so. Click Place Hold. eResources You must have an email address recorded in your account in order to successfully place a hold. The hold is placed and you will receive an email when it is ready to be checked out. eResources

You may view E-Items currently checked out to or on hold for you after you log into your account. eResources

In My Account click Items Checked Out → E-Items Currently Checked Out to display all of the items you currently have checked out. eResources Your E-Items will display and can be downloaded. eResources

In My Account click X Holds / X Ready → E-Items on Hold to display a list of items you have on hold. eResources Your E-Items on hold will display. Here you can cancel unwanted holds and check where you are in the hold queue. eResources

When the course reserves module is enabled an option for searching course reserves displays in the public catalogue. Course Reserves Associated courses are displayed as part of the search results. Course Reserves Additional fields for circulation modifier and course also display in the item information on the record view. Course Reserves The display of course reserves in the public catalogue is controlled by the library setting Opt Org Unit into the Course Materials Module.

You can access the course reserves search by clicking Search Course Reserves. The Course Reserves Search enables users to search for courses by course name, course number, and instructor. Patrons can search by a particular branch at multi-branch libraries and archived courses can be included in the search results. Course Reserves The library setting Allow users to browse Courses by Instructor must be set to TRUE to have instructor included as a search option.

When searching for a course your search results will display. Click on the course you would like to see the reserve list for. Course Reserves If a course has multiple sections, choose the appropriate section. Course Reserves The course reserves list will display. Clicking on the title of any of the course materials will open the record in the catalogue. Course Reserves

Reporter Reporter Permissions PermissionsReporter Reporter As it is possible to report on almost every field in every table in the Evergreen database a number of security measures are in place to help libraries protect their patron data. In accordance with Sitka’s privacy policy and owing to the nature of Sitka’s shared Evergreen database any staff needing access to the reporter must sign and submit the Full Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant reporter permissions to the account. There are three main components used by the reporter: report template report definition report output These components are saved in folders specific to the library account. Users can share their folders to allow others to clone templates and view report definitions and output but only the owning staff account can manage the contents of their folders. The following videos demonstrate running reports in Evergreen. Getting Started with Evergreen’s Reporter playlist (21:52) Report templates tell Evergreen what fields are to be displayed in the report output and what conditions to filter on in the database. These templates allow you to run a report more than once, without building it anew every time. Co-op Support has created shared Sitka templates for commonly needed reports. These templates can be cloned and used as is or modified by library staff. Library staff can also create new report templates; successfully creating a new template generally requires a solid understanding of Evergreen and the Evergreen database. When a report is run Evergreen looks at the values defined for the filters in the report definition and then goes through the database and gathers the records that meet the conditions into an output file. The output file can be viewed via the reporter within the staff client or via the link in the report completion email. Any staff needing to view report output, but not run reports, must sign and submit the All Staff Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant report output viewing permissions to the account. Know which library staff at your library have recurring reports set up and make sure to stop those reports when the staff member leaves your library. Once a library staff account is closed it is no longer possible to access the reporter via the staff client and you will require assistance from Co-op Support to stop any recurring reports run by the library staff account. Reporter Reporter Permissions PermissionsReporter Reporter Evergreen has a powerful reporter that can report on almost every field in every table in the Evergreen database. In accordance with Sitka’s privacy policy and owing to the nature of Sitka’s shared Evergreen database there are several measures in place to help libraries protect their patron data.

Any library staff needing access to the reporter in Evergreen must sign and submit the Full Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant reporter permissions to the account. Library directors and administrators should ensure that only appropriate staff at their library have access to the reporter. The report template Staff Assigned to Supplementary Permission Group(s) can be used to see what staff have additional permission groups assigned. Please contact Co-op Support if reporter permissions need to be removed from any staff accounts.

Report templates, definitions, and output can be shared between library staff. Two things must be in place for sharing to work: The folder containing the template, definition, or output must be shared with the appropriate organization. The viewing staff member must have signed a reporter privacy waiver and have been granted either Reporter Full Permissions or Reporter View Output Permissions.

Personal information is defined by FIPPA as information about an identifiable person. Examples include, but are not limited to: name, age, address, phone number, and email address. Patron personally indentifiable information (PII) will only display in report output if the staff member requesting the report has the appropriately scoped permissions to see the patron’s information based on that staff’s set of working locations and permission depth, or the patron has opted-in to be visible at such a location. If a staff member runs a report whose output contains patron PII for un-opted in patrons from outside of the staff member’s library, the PII will be redacted and display as a blank field. The below example shows a report run by a staff member at Maple Public Library. PII shows for the three Maple patrons - Ashley, James, and Bart. PII shows for the one Arbutus patron who has opted in at Maple - Jules. PII does not show for the other Arbutus patron who has not opted in at Maple. images/report/report-security-1.png All fields in the following database tables will be redacted as report output columns by default: User User Address User Activity User Settings User Stat Cat Entries

Reporter Permissions PermissionsReporter Reporter The Reports interface is accessed in Evergreen by going to Administration → Reports. images/report/accessing-report-1.png Users without reporter permissions granted to their staff account will see the message Sorry, you do not have permission to access this. images/report/accessing-report-2.png Any staff needing access to the reporter must sign and submit the Full Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant reporter permissions to the account. Staff with reporter permissions can use the Sitka report template Staff Assigned to Supplementary Permission Group(s) to check who at their library has reporter permissions. It is found under Shared Folders → Templates → Sitka_templates → Patrons → Library Staff. Report Folders FoldersReports Reports ReporterFolders Folders Sitka Training Video - Setting Up Report Folders (3:10) The folders pane in the reporter is divided into two sections: My Folders which contains the folders created with your Evergreen account. Shared Folders which contains folders shared with you by other users. images/report/report-folder-1.png There are three main components used by the reporter which each much be stored in a separate folder: Templates which tell Evergreen what fields to offer as filters and what columns to display in the results file. Reports which tell Evergreen what values to filter on, how often to run the report, and what file formats to output the results in. Output which is the final results file from Evergreen with the information from the database. In order to work with templates, reports, and output in the reporter you must have at least one folder created under each component. See .

CreateReport Folders Report Folders Report FoldersCreating Creating Co-op Support recommends using a parallel naming scheme for folders in Templates, Reports, and Output to help keep your reports organized and easier to find. To create a folder within Templates, Reports, or Output: Go to Administration → Reports. In the My Folders section click on the folder you would like to create a sub-folder in. You may need to click on the caret(s) to expand the relevant folder tree. images/report/report-create-folder-1.png Select the button Add Subfolder. images/report/report-create-folder-2.png Enter a name for the folder. Select the Confirm button. images/report/report-create-folder-3.png The folder can now been seen in the appropriate folder tree. images/report/report-create-folder-4.png When creating folders at the top level (directly under Templates, Reports, or Output) Evergreen will only display a button to add a top-level folder. images/report/report-create-folder-5.png

ManageReport Folders Report Folders Report FoldersManaging Managing Clicking the folder name displays the contents of the folder in the right pane. Clicking the caret in front of a folder name displays its sub-folders. Once a folder has been created, you can change the name, delete the folder, create a new sub-folder, or change the sharing settings. Go to Administration → Reports. In the My Folders section click on the name of the folder that you wish to manage. Use the buttons at the top of the righthand pane to perform actions. images/report/report-manage-folders-1.png You can: Remove filters Create a new template Rename the folder. Create a new sub-folder. Share or hide the folder. Delete the folder. Follow the prompts for the option you choose.

Sitka Training Video - Sharing Report Folders (3:56) ShareReport Folders Report Folders Report FoldersSharing Sharing Template, Report, and Output folders can be private (accessible only to the user who created the folder) or shared with other staff at the library or other libraries in your federation or lending zone who have reporter permissions. A folder must be shared with at least your library in order for Co-op Support to be able to view it to assist with troubleshooting. Shared output must be stored in a shared folder. Multibranches should share folders at the system level. If you have recurring reports set up to be sent to other staff at your library, please make sure the output folder is shared with your library (Multibranch libraries should share at the System level) Folders can be shared at any time after they are created. Go to Administration → Reports. In the My Folders section click on the name of the folder that you wish to share. Select the Share Folder button. images/report/report-share-folders-1.png Select the level at which you would like to share your folder. Please choose your library, do not choose SITKA. Click Save. images/report/report-share-folders-2.png The folder will now show under My Folders with the library code of the organizational unit it is shared with in parentheses. images/report/report-share-folders-3.png If you wish to change the share scope for the folder you must hide the folder and then re-share it with the new share scope. A shared sub-folder must be created in a shared folder. The shared sub-folder must have the same share scope or a narrower share scope than the parent folder. images/report/report-share-folders-4.png Sub-folders created within unshared folders or folders that are shared with a wider scope than the parent folder may result in folders not displaying at all. If you have recurring reports set up to be sent to other staff at your library, please make sure the output folder is shared with your library (Multibranch libraries should share at the System level) Please be cautious when creating shared subfolders and contact Co-op Support for assistance if you encounter this issue.

HideReport Folders Report Folders Report FoldersHide Hide Folders are hidden (unshared) by default. Folders that have been shared can be hidden (unshared). Go to Administration → Reports. In the My Folders pane click on the name of the folder that you wish to hide. Select the Unshare Folder button. images/report/report-hide-folders-1.png The folder will now show under My Folders without a library code in parentheses. images/report/report-hide-folders-2.png If the folder you wish to hide has shared sub-folders you need to hide the sub-folders first or your folders may no longer display at all.

ViewShared Report Folders Shared Report Folders Report FoldersView Shared View Shared Folders that are shared with your library, federation, or lending zone display in the Shared Folders section. images/report/report-view-shared-folders-1.png The top level of shared folders displays the username of the account that has shared the folder. You can only view the contents of the shared folders or clone the templates into your own folders.

ReporterUsing Using The basic steps to using Evergreen’s reporter are: Find the template Clone it into your folders if it was created by another user Run the report, also referred to as creating a report definition View your output either through the staff client or via your email

CloneReport Templates Report Templates ReporterCloning Templates Cloning Templates Cloning templates created in previous verions of Evergreen may not work perfectly. You may need to remove, then put back some fields during cloning. Sitka Training Video - Cloning Shared Templates and Sitka Templates (3:32) In Evergreen reports are run from templates that can be used multiple times. Library staff can create their own templates or clone templates from other users. The steps below assume you have already created at least one folder in Templates. If you have not done so, please see . Go to Administration → Reports In the Shared Folders section click on the caret beside the Templates folder to see the shared template folders. Use the carets to expand the folder tree until you find the folder containing the template you would like to clone. images/report/clone-report-template-1.png Select the folder name to display the contents. images/report/clone-report-template-2.png By default, Evergreen only displays the first 10 items in any folder. To view all content, change the Rows grid setting from 10 to a higher number. Be aware that using 100 may cause performance issues. Check the box beside the template you wish to clone. Right click or use the Actions menu to choose Clone Template. images/report/clone-report-template-3.png The template editor will open. For information on modifying templates see . Update the template name and/or template description if desired. Select the name of your folder where you’d like to save the cloned template. images/report/clone-report-template-4.png Select Save. images/report/clone-report-template-5.png A pop-up will appear confirming that the Template Saved Successfully. The template can now be found in the folder you saved it in. images/report/clone-report-template-6.png

SearchReport Templates Report Templates ReporterSearching for Templates Searching for Templates If you do not know the home folder for a template you desire, or if you want to explore templates shared by other accounts, you can use the reporter search function. Go to Administration → Reports Select the *Search& tab located above My Folders. images/report/search-report-template-1.png Enter a search term in the field Search Templates for String. Scope your search to Name, Description, or All Fields. Limit your search to a particular folder using the carets beside the folder tree to locate your targeted folder, or leave the search at the All Folders level. images/report/search-report-template-2.png Select your desired template and right click or use the Actions menu to select Clone Template. The template editor will open. For information on modifying templates, see the section on Modifying Templates. Update the template name and/or template description if desired. Select the name of your folder where you’d like to save the cloned template. Select Save. Once a template is saved it is not possible to edit the template. To make changes, clone a template and change the clone. The template can now be found in the folder you saved it in.

RunReports Reports ReporterRun Reports Run Reports Sitka Training Video - Running a Report (5:07) You can run one off reports on demand or schedule recurring reports to run automatically. To run the report you fill out the reports form which creates a report definition, which tells Evergreen how to run the report, what information to include, and what type of output to provide you with. Examples of how to fill in the report definition for commonly used report templates can be found in . Go to Administration → Reports In the My Folders section select the caret beside the Templates folder to see your template folders. Use the carets to expand the folder tree until you find the folder containing the template you would like to use for your report. Select a folder name to display the contents. images/report/reports-run-1.png Double click on the desired template name or check the box beside the template you wish to use and then right click or use the Actions menu to select New Report. Enter a name for your report. Report names must be unique, or the report cannot be saved. A best practice for naming reports is to use the same name as the template you used. This makes it easy to track outputs and reports back to the template used. If multiple reports are made from the same template, the format of template name - report characteristic can make those reports easy to track. Optionally, enter a description for your report. images/report/reports-run-2.png The display columns selected in the template are listed on the Columns tab. You can navigate between tabs by clicking on the tabs or by using the Previous and Next buttons at the bottom of the screen. images/report/reports-run-3.png On the Filters tab, enter values for any filters. For more information on filter values see . images/report/reports-run-4.png Instead of scrolling through the options in the filter lists, you can place your cursor in the filter value box and then on your keyboard start typing the first few letters that the option you want starts with. This will limit your list to just those options that match what you have typed. On the Layout and Scheduling tab you can make a number of choices about the final output. images/report/reports-run-5.png Pivot Label Column and Pivot Data Column are optional. Pivot tables are a different way to view data. If you currently use pivot tables to manipulate report data in Microsoft Excel, it is better to select an Excel output and continue using pivot tables in Excel. Note that pivot tables are only suitable for some types of result data. Select the checkboxes to Choose your output format(s). Multiple options may be selected. Select the Calculate grouping subtotals checkbox to add an unlabeled row or column with the subtotals for each grouping and an unlabeled grand total row or column. Note, group subtotals and grand totals will only be useful with some reports. Excel output will create a file to export the data to Excel. CSV Output will create a data file in comma-separated values format. This is the file format required to do a batch load on the Item Status screen. HTML Output creates a simple table view of the data that is viewable in your browser environment. HTML Output is sometimes referred to as tabular output. Bar Chart will create a very simple bar chart of your data. Note, bar charts will only be useful with some reports. Line Chart will create a very simple line chart of your data. Note, line charts will only be useful with some reports. Leave the recurring and run time options as is unless you are running a recurring report. See . Optionally, enter an email address to send the report completion notification to. By default this field will contain the email address saved in your staff account. Additional addresses can be added separated by a comma. Any report output you wish to share with other staff must be stored in a shared output folder. This is the case even if staff have the “View Output” permission and get the email link sent to them. The email will contain a link to the password-protected report output. Only staff members with permissions to view reports or full access to the reporter will be able to open the report output and only if the output folder is shared. Staff who only need to view report output must first to fill out the All Staff Reporter Privacy Waiver. On the right side of the screen, Choose the Report Folder and Output Folder you would like to save the report and output in. images/report/reports-run-6.png Select Save and schedule report. images/report/reports-run-7.png A confirmation will appear in the lower right of the screen indicating that the report has successfully saved. Unless you have set a specific run time the report will run right away. If your report has not completed after 15 minutes please contact Co-op Support. Once the report is complete you can view your output. See .

FilterReports Reports Report Filters ReporterReport Filters Report Filters The filters in a report template allow library staff to set the parameters on which the report runs. The ability to select values for certain filters when running a report means a single report template can be used multiple times to generate reports on slightly different data. For example, the same report template can be used to generate separate lists of items using particular circulation modifiers.

Report FiltersHardcoded Hardcoded Hardcoded filters are set when the report template is created. These filters cannot be changed when running a report. Common hardcoded filters include: Column Transform Action User Params Description Bibliographic Record → Record ID Raw Data Not in list -1 Exclude all records where the bibliographic record ID is -1 which is all pre-cat records. Call Number/Volume → Call Number/Volume ID Raw Data Not in list -1 Exclude all records where the call number ID is -1 which is all pre-cat records. Circulation → Check In Date/Time Date Is NULL Include only items that have not been checked in. Circulation → Circulating Item → Item Status → Name Raw Data Equals name of an item status Include only items that are in the specified item status. Circulation → Fine Stop Reason Raw Data Not in list LOST Exclude items that have stopped generating fines because they have been set to lost. Item → Is Deleted Raw Data Equals f Include only un-deleted items. ILS User → Is Deleted Raw Data Equals f Include only un-deleted patrons.

Report FiltersDate Date Date filters are generally set up to be a specific date, a specific month, or a date range. Date filters will often include tips about how the dates should be entered. For instance, in a date range the earlier date should always be entered in the first date box. images/report/reports-filters-1.png If you’d like to include all possible data for your library in a report that specifies a time range, enter between "1900-01-01" and "today’s date". When running recurring reports it’s very important to use Relative Dates in your filters. This will allow Evergreen to calculate the time period to report on each time it runs the report. A relative date of 1 month ago will generate a new report each month on the previous month’s data; a real date of November 2024 will generate the same report each month with the data from November 2024. You can set up recurring monthly reports to show comparative data from one year ago. To do this select relative dates of 1 month ago and 13 months ago. Use the Relative time value checkbox under Filter value to switch from a specific real date to a relative date. For a report filtering on month, you will be able to indicate how many months ago the report should look at. images/report/reports-filters-2.png

Report FiltersLibrary Library All report templates used by libraries will include a library filter. This filter can look at the library specified in a variety of fields in the data including the checkout library, circulation library, owning library, patron’s home library, and organizational unit. images/report/reports-filters-3.png This filter is important as it allows staff to comply with Sitka’s data use requirements as per Appendix J of the Service Management Agreement and restrict the data in the report output to only data relevant to their library. Multi-branch libraries can add specific branches or all of their branches to the list to get a report including data from the select branches.

While many filters will require staff to select values from a given list, some filters will require staff to type a value into the Filter value field. In those cases the report will generally indicate how the text should be entered so that Evergreen can use the value and generate usable report output. images/report/reports-filters-4.png Some report templates will have just hardcoded filters and a single library filter that requires staff to enter a value while other reports will have multiple filters where staff need to enter values for the library, dates, and patron or item data.

Recurring Reports ReporterRecurring Reports Recurring Reports Sitka Training Video - Recurring Reports (3:47) Save time by scheduling recurring reports to run your regular reports automatically. Monthly circulation and patron registration statistics are good candidates for recurring reports. Staff with access to the reporter can set up recurring reports to email a link to the password-protected report output to another staff member. If you have recurring reports set up to be sent to other staff at your library, please make sure the output folder is shared with your library. (Multibranch libraries should share at the System level.)Staff who only need to view report output must first to fill out the All Staff Reporter Privacy Waiver. To set up a recurring report, follow the procedure in until you reach the Recurrence and Scheduling sections and then follow the steps below. Select the box for Recurring Report. Select your desired Recurrence Interval. Reports can run on a daily, weekly, or monthly interval. The recurrence interval should correspond to the date filter. For example, if the template filters on a date instead of month, a recurring report running with a monthly interval may miss a day or capture an extra day’s data. See for more information on working with date filters on a recurring report. Select Schedule Report for Later and set the date and time of the first run of the report. images/report/reports-recurring-1.png Best practice is to always set recurring reports to run in the early hours of the morning (1:00am PT to 4:00am PT). Monthly recurring reports MUST be set to run on the 1st of the next month in order to capture all monthly data. Enter an email address to send the report completion notification to. By default this field will contain the email address saved in your staff account. Additional addresses can be added separated by a comma. If you have recurring reports set up to be sent to other staff at your library, please make sure the output folder is shared with your library. (Multibranch libraries should share at the System level.) images/report/reports-recurring-2.png The email will contain a link to the password-protected report output. Only staff members with permissions to view reports or full access to the reporter will be able to open the report output. Only output stored in a shared folder can be shared with other staff. Staff who only need to view report output must first to fill out the All Staff Reporter Privacy Waiver. On the right side of the screen, Choose the Report Folder and Output Folder you would like to save the report and output in and then select Save and Schedule Report. images/report/reports-recurring-3.png A confirmation will appear in the lower right corner of the screen with Report Saved Successfully. Unless you have set a specific run time the report will run right away. If your report has not completed after 15 minutes please contact Co-op Support. Once the report is complete you can view your output. See .

ViewReport Output Report Output ReporterView Report Output View Report Output Sitka Training Video - Viewing Report Output (1:59) Once a report is finished, the output is stored in the specified Output folder and will remain there until deleted. Co-op Support automatically deletes report output after one year. If an email address was included in the report definition Evergreen will send an email containing a link to the password-protected report output. Only staff members with permissions to view reports or full access to the reporter will be able to open the report output in either the staff client or via the email link. Shared output must be stored in a shared output folder. Staff who only need to view report output must first fill out the All Staff Reporter Privacy Waiver. If you run a report whose output contains patron PII for un-opted in patrons from outside of your library, the PII will be redacted and display as a blank field. Unless you have set a specific run time reports generally take about 5 minutes to complete. If your report still shows as pending in the your output folder after 15 minutes please contact Co-op Support.

ViewReport Output via the Reporter Report Output via the Reporter ReporterView Report Output via the Reporter View Report Output via the Reporter Go to Administration → Reports. In the My Folders section select the caret beside the Output folder to see your output folders. Use the carets to expand the folder tree until you find the folder containing the output you’d like to view. Select the folder name to display the contents. images/report/report-output-2.png Output will display either under Pending or Complete. Use the Refresh Grids button at the top of the screen or the Refresh button under each section if your output hasn’t completed yet. Double click on the line for the output you would like to view or check the box beside the completed output you would like to view and right click or use the Actions menu to View Output. images/report/report-output-3.png The report output will open in a new browser window. The report name and description will display as well as links to the output options selected when running the report. The URL can be shared with other library staff who have reporter permissions. images/report/report-output-4.png If Bar Charts and/or Line Charts were selected in the output options and the data can be shown in those forms the bar and/or line chart will display. images/report/report-output-5.png Select Excel Output or CSV Output to download the output as a file that can be opened in a spreadsheet program. You will be prompted to open or save the the output file. Select Tabular Output to view the output in the browser. The tabular output will display and can be sorted by clicking on a column heading. images/report/report-output-6.png On the Outputs folder view of completed outputs, the buttons under the Output column will allow you to interact with the various files and views without first having to use the View Output option to open a new tab. images/report/report-output-1.png

ViewReport Output via the Email Link Report Output via the Email Link ReporterView Report Output via the Email Link View Report Output via the Email Link In your email program open the email with the subject Report finished: Your report name - template used". The body of the email will include the run time, the name of the report, the name of the template used for the report, URL for accessing the report, and in some cases a URL for documentation related to the report template. Click on the report URL. images/report/report-output-email-1.png A pop up will appear asking for your Evergreen staff username and password. Enter your credentials and click Sign In. images/report/report-output-email-2.png Any report output you wish to access via the email link must be stored in a shared output folder. Even if staff have reporter permissions, the output must be stored in a shared folder in order to be accessed via the email link. Opening subsequent report URLs will not prompt for an additional sign in until the browser is closed. Staff accounts without permissions to use the reporter or view report output will not be able to sign in. The report output will open in a new browser window. The report name and description will display as well as links to the output options selected when running the report. If Bar Charts and/or Line Charts were selected in the output options and the data can be shown in those forms the bar and/or line chart will display. Select Excel Output or CSV Output to download the output as a file that can be opened in a spreadsheet progam. You will be prompted to open or save the the output file. Select Tabular Output to view the output in the browser. .The tabular output will display and can be sorted by clicking on a column heading.

ReporterMaintaining Data Maintaining Data Saved report templates will stay in the Sitka database forever unless deleted by the template owner. Report definitions and output more than 3 years old are deleted annually by Co-op Support. When a template or report definition is deleted all the linked definitions and output files are also deleted. Co-op Support recommends downloading output you need to keep as CSV or Excel output and saving it locally on your computer harddrive or a shared drive. Playlist - Maintaining Reporter Data

Report TemplateMaintain Maintain ReporterMaintaining Report Templates Maintaining Report Templates As Evergreen evolves from version to version the database tables sometimes change prompting Co-op Staff to update the relevant templates in Sitka_templates. To ensure Evergreen is gathering the correct data it is important to review the templates you use on a yearly basis and clone new templates from Sitka_templates when older versions of a template are retired. The create_time field can be used to determine if your version of a template was created before or after the current version of the template in Sitka_templates. images/report/report-maintain-templates-1.png If you are modifying existing templates or creating your own templates Co-op Support recommends ensuring you delete interim versions of the template created while working on the template. This makes it easier to be sure you are using the correct version of the template. Library staff should periodically run a report using the template Reports Run In Specified Time Period By Specified Library to see what reports are being run at their library. This template can be found under Shared Folders → Templates → Sitka_templates → Local Administration. Recurring reports running directly off of Sitka templates or using accounts of former staff members should be stopped and new recurring reports set up properly. Submit a ticket to request assistance with stopping recurring reports for former staff members.

Sitka Snippet Video - Deleting Report Templates (2:38) DeleteReport Templates Report Templates ReporterDelete Report Template Delete Report Template Deleting a template will delete all report definitions and output linked to the template. Make sure any data you need to keep is downloaded and saved locally before deleting. Go to Administration → Reports In the My Folders section select the caret beside the Templates folder to see your template folders. Continue to use the carets to expand the folder tree until you find the folder containing the template(s) you would like to delete. Select the folder name to display the contents. images/report/reports-run-1.png Select the box beside the template(s) you wish to delete. Right click on the selected line or use the Actions menu and select Delete Selected. images/report/reports-delete-template-1.png A pop-up will appear warning you that deleting the template will delete your attached reports and output. Select Confirm. A confirmation will be displayed in the lower right corner of the screen. If you have shared your template and another user has run a report using your template you will not able to delete your template. This is why it is important for all users to clone templates into their own folders before running reports.

Sitka Snippet Video - Viewing Report Definitions (1:58) ViewReport Definition Report Definition ReporterView Report Definition View Report Definition You can view the report definitions for the reports you’ve run. This can be helpful if you need to check what values you entered in for the filters. Go to Administration → Reports In the My Folders section select the caret beside the Reports folder to see your reports folders. Continue to use the carets to expand the folder tree until you find the folder containing the report you would like to view. Select the folder name to display the contents. Right click on the selected line or use the Actions menu and select View Report. images/report/reports-view-report-def-1.png The report definition will display and you can view the information that was entered. The fields are grayed out as they cannot be edited from this screen. images/report/reports-view-report-def-2.png

Sitka Snippet Video - Editing Report Definitions: One-off Reports (2:09) Sitka Snippet Video - Editing Report Definitions: Recurring Reports (2:34) EditReport Definition Report Definition ReporterEdit Report Definition Edit Report Definition You can edit the report definitions for reports you’ve run; this will change the report definition for any future scheduled runs. To make a new, additional, version of the report, you should run a new report. This functionality was previously done with a Save as New button in the old reporter. Go to Administration → Reports In the My Folders section select the caret beside the Reports folder to see your reports folders. Continue to use the carets to expand the folder tree until you find the folder containing the report you would like to view. Select the folder name to display the contents. Select the line for the report you wish to modify. Right click or use the Actions menu to select Edit Report. images/report/reports-edit-report-def-1.png The report definition will display and you can edit the values entered as desired. Once edits are complete, select Save or Save and Schedule Report. The button options, Save and Save and Schedule Report, have slightly different functions. Save just saves the edited/updated report definition but Save and Schedule creates a new run of the report as well. With Save and Schedule, the existing future run will be removed and a new one will be created in its place, with the new scheduling and output options that are selected. You may view or edit an existing report to change the values for filters, run-time, report completion email notification recipient, recurring interval, etc. For example, you may reschedule a recurring report to run on Mondays, instead of Thursdays.

Templates, report definitions, and report outputs can all be moved between the folders you have created under My Folders. Go to Administration → Reports In the My Folders section use the carets to expand the folder tree until you find the folder containing the Template, Report or Output you would like to move. Select the folder name to display the contents. Select the line you wish to move. Right click or use the Actions menu to select Move Selected. A popup will open and show the current folder as well as the folder tree so that you can select the destination folder. images/report/reports-move-report-output-1.png Select Save. A confirmation of the move will be displayed in the lower right corner of the screen.

Sitka Snippet Video - Deleting Report Definitions and Stopping Recurring Reports (3:59) DeleteReport Definition Report Definition DeleteReport Output Report Output ReporterDelete Report Definition Delete Report Definition ReporterDelete Report Output Delete Report Output Report definitions and output that you no longer need can be deleted from within the appropriate reports or output folder. Before deleting ensure that any needed report output has been downloaded and saved locally. Reports on patron and circulation statistics can be re-done if needed. Reports that capture a moment in time, such as a count of items in each shelving location, cannot be re-created. In the appropriate Reports or Output folder, check the box for the definition or output you wish to delete. From the drop down menu select Delete selected report(s) or Delete selected output(s) depending on which folder type you are working in. Click Submit images/report/reports-delete-report-1.png A pop up will appear asking you to confirm that you wish to delete your selection. When deleting report definitions you will also be warned that attached output will also be deleted. Click OK. A pop-up appears confirming the report definition or output has been deleted. Click OK. Recurring reports can be stopped by deleting the relevant report definition or the pending output. images/report/reports-delete-report-2.png

Report TemplatesSitka Templates Sitka Templates TemplatesReport Report ReporterTemplates Templates ReporterSitka Templates Sitka Templates Sitka Templates Co-op Support has created ready-to-use report templates for commonly needed reports. These templates are shared with all of Sitka and can be found in the Templates folder in the Shared Folders section in Evergreen’s reporter. The username of the account is Sitka_templates. images/report/report-sitka-template-1.png Sitka templates are designed to be used by any Sitka library and so will often include more filter options or display columns than a particular library may need. Library staff can modify the templates to customize them for their library’s needs. We recommend reviewing the shared Sitka templates before contacting Co-op Support for reports assistance or creating your own templates. Even if the exact template you need doesn’t exist, you can usually find an existing one that is close to what you need which can be then be modified. Library staff can also access custom templates created for their library by Co-op Staff through the Sitka_templates folder. When using Sitka templates it is critical that you first clone the template into your own folders. Reports run directly from Sitka templates cause problems for Co-op Staff when templates need to be updated or retired. If you encounter issues running a report cloned from Sitka templates please contact Co-op Support with the name of the template and the folder you cloned it from.

The templates within the Sitka templates have been categorized into folders and sub-folders to make it easier for library staff to find the templates they need. The specific contents of the folders change as Co-op Staff add, update, and remove templates as needed.

The Acquisitions folder contains a number of sub-folders which divide the report templates across the different parts of the acquisitions module. Fund Report by Year (Funds) Line items that have been Invoiced but not Received (Line Items) Line items that have been Received but not Invoiced (Line Items) Orphaned Barcodes (items) (Line Items)

Here you will find templates that generate lists of bibliographic records, usually with the record ID included in the output. In general it is not easy to generate reports based on bibliographic data based on the bibliographic record structure; this limits the templates that are available. List of items with selected item_type value in MARC leader Title, bib id and URL list of records with 856$9 = library shortname code (clone)

Here you will find templates related to billing and payments. These templates can be used to track down balances, get totals of payments made in specific time periods as well as generate lists of patrons with bill balances meeting specified criteria. Open Bills with Negative Balance by Billing Location Patrons with bill balance incurred at selected libraries within time frame Patrons with bill balance incurred at selected libraries within time frame, balance exceeding a threshold Snapshot of total billing balance incurred at selected libraries System Adjustment: Lost Item Returned

Here you will find templates to give you information about overdue reservations, reservations starting after a particular day, cancelled reservations and more. All Reservations Starting After a Certain Day with Return Time List of Reservations Cancelled within Time Span Overdue Reservations Total Reservations Picked Up (Monthly)

The Circulation folder contains templates primarily concerned with circulations. Templates have been divided into the following sub-folders.

Here you will find templates to use for gathering monthly circulation statistics for circulations done via the staff client, the public catalogue (renewals), and Evergreen’s self check. The templates that you clone from this folder can be set up as monthly recurring reports so staff don’t need to manually run them every month. By SelfCheck (Evergreen SelfChek Module): Circ Stats within Time Frame (by Month) Monthly Circulation by Patron Home Library Monthly Circulation by Circulation modifier Monthly Circulation by Shelving Location Monthly Pre-Cat Circulation Count

Here you will find templates to use to gather circulation statistics for particular periods of time, including hourly, done via the staff client, self check machines, and public catalogue (renewals). By Copy Circulating Library : Circ count within time frame By Day of Week : Circ Count within Time Frame By SelfCheck (Evergreen SelfChek Module): Circ Stats within Time Frame By SelfCheck (non-Evergreen SelfCheck Module) : Circ Stats within Time Frame Circulation Return Count by Checkin Scan Hour at Selected Workstations Count of Circulations and Unique Borrowers by Hour of Day within Time Frame

Here you will find templates that will give lists of items that have been marked Lost. Lost-with-Bills Item List including patron email Lost-with-Bills Item List (Owned by Selected Libraries) (x Months ago)

Here you will find templates that will give lists of items in a particular state of circulation. Many of these templates include patron information in the display fields to assist staff in following up with the applicable patrons. Overdue Items List Claimed Returned Items belonging to Selected Libraries (by copy status change date) Overdue Items Checked out at Other Libraries - helps track your items borrowed by another library Overdues Within Time Span -Phone List for Patrons without Email (based on Checkout Library) Overdues Within Time Span - General (Based on Checkout Library)

Here you will find templates that specifically report on data captured through Evergreen’s In-House Use interface. Monthly In-house Use by Shelving Location Title List with In-house Use Count by Shelving Location

Here are templates for libraries that use non-catalogued items in Evergreen. Circulation count of non-catalogued items by item type within time frame Monthly Circulation count of non-catalogued items by item type

The Collections folder contains templates primarily concerned with your collection. Templates have been divided into the following sub-folders.

Here you will find templates that count the titles and items in your entire collection or subsets of your collection. Because a bibliographic record (title) can have multiple items attached to it you will often see different counts between title and item. Count of Electronic Records Count of Titles & Copies catalogued Within Selected Month Title & Item Count by Shelving Location Title & Item Count by Circulation Modifier Title & Item Count by Shelving Location and Circulation Modifier Title & Item Count by Shelving Location and One Item Statistical Category

Here you will find templates that give you lists of items that meet the specified criteria. You can get lists based on shelving locations, item statuses, circulation modifiers, statistical categories, item alerts, barcode prefixes, and more. Some of the templates filter on more than one item attribute enabling you to get exactly the items you’re looking for. Circ Modifier : Items with Selected Circ Modifiers Items with Selected Shelving Location & Status (with total circ and in-house count) Newly Catalogued Items within Selected Month(s) Shelving Location : Items with Selected Shelving Location Shelving Location and Circ Modifier : Items with Selected Shelving Location and Circ Modifier Status : Items with Selected Item Status Many templates in this sub-folder can assist libraries with data clean up. Barcode : Items with Barcode with Matched Substring - used to find items using old barcodes Circ Modifier: Copies without Circ Modifier - used to find items missing a circulation modifier Price : Items with Price = $0.00 - used to find items where the price is set to zero Price: Items with Price Unset (NULL) - used to find items where the price field is blank

Here you will find templates that give you lists of titles (bibliographic records) that meet the specified criteria. This includes lists of titles catalogued in a specified period, within a certain call number range, or with specific values in MARC tags. Titles with Multiple Copies at Selected Shelving Locations Titles with Newly Catalogued Items within Selected Month Titles with Selected Value in Selected MARC Tags and Subfields (match on exact subject terms)

Here you will find a variety of templates related to your collection that don’t fit into the other categories, including templates related to deleted items, pre-catalogued items, and weeding. Deleted Items Count by Shelving Location for selected month Popular Titles at Selected Shelving Locations within Specified Time Span Pre-cat item list with current title and author (non-deleted only) Value of Collection by Shelving Location by item circ library Weeding - Copies Circulated Fewer Times since a Selected Date OVER 2 Years ago Weeding - Copies Never Circulated after a Selected Date

As needed Co-op Support will assist libraries in modifiying templates or creating new templates specific to that library’s needs and will put these new or modified templates into a custom folder specificially for that library. When the Custom Templates folder is expanded it will show a folder for your federation which can then be expanded further to find the folder specific to your library. If there are templates in your custom folder that are no longer needed by your library let Co-op Support know and we can remove them for you to help keep the templates in that folder up to date.

Here you will find templates that will give you counts and lists related to holds. Long-time Unfulfilled Holds (with Eligible Copy Status Info, excl. holds without eligible copy) Monthly Cancelled Holds Count by Cancelation Cause Monthly Fulfilled Holds Count Monthly Total Holds Placed by Staff and Patrons Suspended Holds (holds without expiration date) Unfulfilled & Uncancelled ILC Holds Placed within Time Span

Here you will find templates to track interlibrary loans done via Interlibrary Connect within Evergreen. These templates are relavant to libraries participating in BC ILC, Sea to Sky ILC, or Spruce ILC. LIBRARY: Inbound ILC holds count for selected month LIBRARY: Outbound ILC holds count for selected month

Here you will find two templates to assist you in running inventory at your library. Inventory - Scanned Items Count by Shelving Location - this template gives you a count of all items scanned in the specified period, broken down by shelving location. Inventory - Un-scanned Items - this template gives a list of all items not scanned in the specified time period, with the option to filter the results based on specific item statuses and shelving locations.

Here you will find templates that can be used to display information about to aid library staff when working with local administration functions. Some of the templates duplicate information that can be viewed directly in the staff client but is easier to view as report output. Circulation Policies by Checkout Library Circulation Policies filtering by copy circ lib Hold Policies by Item’s Owning Library Hold policy by pickup library (ILC participants: please select your federation, too) Reports Run In Specified Time Period By Specified Library

Here you will find templates that don’t fit in any other category.

Here you will find templates for lists of patrons who received notifications.

The Patrons folder contains templates primarily concerned with your patrons. Templates have been divided into the following sub-folders.

Here you will find templates related to library staff accounts. Staff Assigned to Supplementary Permission Group(s)

Here you will find templates that count patrons whose home library is your library. Active (having circ history) Patron Count by Patron Home Library and Profile Active (having circ history) Patron Count by Patron Home Library, Profile and Stat Cat Patron Count by Profile Group then by one Stat Cat Total Patron Count by Patron Profiles

Here you will find templates that give you lists of patrons that meet the specified criteria. You can get lists based on shelving locations, item statuses, circulation modifiers, statistical categories, item alerts, barcode prefixes, and more. Some of the templates filter on more than one item attribute enabling you to get exactly the items you’re looking for. Patron List by Expiration Date Patron List with Full Details Filtered by Patron Profiles Patrons without circulation after selected date (Inactive patrons)

Here you will find templates that allow you to generate a count or a list of patrons who have registered or opted-in to your library in a specified time period. Count of New Patrons Registered within a Time Frame by Profile Group then by Stat Cat List of of New Patrons Registered within Time Frame Monthly Patron Registration Opted-in Patron Count within Time Frame

Here you will find templates related to patrons that don’t fit in the other categories. User OPAC Login Count by Patron Home Library and Profile within Time Frame

ModifyReport Templates Report Templates Report TemplatesModify Modify TemplatesReport Report ReporterTemplates Templates Report templates can be modified to change how the output displays or what data is gathered for the output. The following video demonstrates editing report templates in Evergreen. Sitka Continuing Training Webinar - More Than Just Cloning: Editing Report Templates (41:29) Co-op Support recommends running a report from the original template to see what output is generated before modifying a template. Start by cloning the template you wish to modify. Follow steps 1 through 7 in . The Report Template Editor will open. See for information on using the editor. Make your desired changes. Click Save Template. Your new template can now be found in the folder you saved it in. Run a report from the new template to see if the desired output is generated. If the path for one of your display fields or filters is incorrect you will get an error instead of the expected report output. Sometimes the error text will give you a clue about what isn’t working. images/report/report-output-error-text-1.png You can modify your template and try again or contact Co-op Support for assistance. Please review before creating a ticket to ensure you include all the information needed for Co-op Support to assist you. Repeat the above steps until your template works as desired. It is not unusual to create multiple versions of a template when working to modify a template. Once you have a template that works as desired Co-op Support recommends deleting the interim versions of the template. See . CreateReport Templates Report Templates Report TemplatesCreate Create TemplatesReport Report ReporterTemplates Templates Before creating a completely new template Co-op Support recommends checking the Sitka_templates to see if there is a template that can be modified to give you the information you need. Creating a template is complex and requires some understanding of the Evergreen database and how Evergreen handles various records when performing tasks on the staff client. It can be useful to plan out your template before getting started with the reporter. Think about what type of records you will be reporting on (circulation, item, bibliographic, patron, etc.) and what information you want to see displayed in your report output. You also want to think about what filters should be used so the report output contains only the records you’re interested in. Go to Administration → Reports. In the My Folders section select the caret beside the Templates folder to see your template folders. Use the carets to expand the folder tree until you find the folder where you’d like to create the new template. Select the folder name. images/report/reports-run-1.png In the folder, select New Template. images/report/report-create-template-1.png The Report Template Editor will open. See for information on using the editor. images/report/report-create-template-2.png Choose a Core Source. See . Add Display Fields. See . Add Filters. See . All report templates MUST have at least one filter to choose a specific library. This filter is important as it allows staff to comply with Sitka’s data use requirements as per Appendix J of the Service Management Agreement and restrict the data in the report output to only data relevant to their library. Add hardcoded filter values for any filters that should always use the same value. See for a list of filters that are commonly hardcoded. Click Save. Your new template can now be found in the folder you saved it in. Run a report from the new template to see if the desired output is generated. If the path for one of your display fields or filters is incorrect you will get an error instead of the expected report output. Sometimes the error text will give you a clue about what isn’t working. images/report/report-output-error-text-1.png You can modify your template and try again or contact Co-op Support for assistance. Please review before creating a ticket to ensure you include all the information needed for Co-op Support to assist you. Repeat the above steps until your template works as desired. It is not unusual to create multiple versions of a template when working to modify a template. Once you have a template that works as desired Co-op Support recommends deleting the interim versions of the template. See . Playlist - Report Template Editor ModifyReport Templates Report Templates Report TemplatesModify Modify CreateReport Templates Report Templates Report TemplatesCreate Create TemplatesReport Report ReporterTemplates Templates ReporterTemplate Editor Template Editor Template EditorReport Report The report template editor is made up of three section: Basic Information Display field and filter options and selections. Source Available fields from selected Source. Fields selected for inclusion in template and modifying information Display Fields, Filters, and Report Layout tabs images/report/report-template-editor-1.png

The Basic Information section of the report template editor is where you can add or update the Template Name, Template Description, and Documentation URL. When cloning an existing template these fields will be auto-populated with the values from the original template and (clone) will be added to the end of the template name. You can edit the data in these fields as needed. The names of templates in a folder must be unique. Evergreen will not allow a template using an identical name to be saved into the same folder. If you have local documentation online that pertains to a report you can add it in the Documentation URL field and it will be included as a link in the report output.

Report TemplatesDisplay Fields Display Fields ReporterDisplay Fields Display Fields Display FieldsReports Reports Report TemplatesFilter Filter ReporterFilter Filter FilterReports Reports The Display Field and Filters selection area is where you build and modify the template columns, data filters, and report layout.

Source ReporterSource Source Report TemplatesSource Source Every report template starts with a Source. This is the database table from which your template is built out. The drop-down menu displays as Select Source when a new template is first created. Selecting a Source will cause the rest of the display field and filter selections area to populate. images/report/report-source-1.png When modifying a template NEVER change the core source. This will scrap your existing template and you will have to start again from scratch. When creating a new template the first thing you need to do is figure out which core source makes the most sense for the data you want to see in your report output. If you need information from other tables you’ll follow the links to those tables when adding display fields and filters. Sources are divided in the drop-down menu into Core sources and Other sources. Most standard statistics reports will be created with Core Sources as these represent the primary database tables. The Other sources are less frequently used tables or specially created data views. The three most commonly used Core sources are Circulation, Item, and ILS User. Templates for monthly circulation statistics and templates for tracking overdue items use the core source Circulation. Templates about the state of your collection use the course source Item. Templates containing counts or lists of your patrons use the core source ILS User. More information can be found in . You can link to other database tables to include information contained in those tables but not every table links directly. For example, patrons and items aren’t directly linked to each other. Information about items out to a patron is held in the circulation table while information about items on hold is held in the hold request table. More information can be found in .

Nullability ReporterNullability Nullability Report TemplatesNullability Nullability You may wish to use nullability if your report output includes null values that you don’t want included. A NULL value in a field means that there is no value in that field. Nullability allows you to have more control over whether or not null values in fields are included in your report output. It does this by allowing you to manually select the way in which Evergreen is joining the database tables when running a report from the template. The type of join used will determine what kind of data can display a null value in your report output. In the Report Template Editor a Venn diagram indicates the type of join used between tables. To change the type of join used, click on the icon beside the table name and select the join you wish to use. images/report/report-nullability-1.png Left Join = Evergreen will include all records in the child table (linked to table). Right Join = Evergreen will include all records in the parent table (linked from table). Inner Join = Evergreen will only include data that is in both tables You must use the same nullability selection on all display fields and filters that you add from the same table. To learn more about nullability see the Evergreen conference presentation Thanks for Nothing: Nullability Selection in Evergreen Reports (45:00). While the interface has changed since this presentation, the conceptual discussions of nullability are still applicable.

AddReport Display Field Report Display Field Report TemplatesDisplay Fields Display Fields ReporterDisplay Fields Display Fields Display FieldsReports Reports Display fields are the columns which will display in your report output. The Display Fields tab is the active tab by default in the Report Template Editor. Ensure the Display Fields tab is the active tab in the Display Field, Filters and Report Layout section of the Report Template Editor. Select the top of the tree in the Source pane. A list of available fields be displayed in the All Fields pane to the right under the Display Fields tab. images/report/report-add-display-field-1.png The word in parentheses beside the field name indicates the data type. If the field you want to use is a Link you need to expand the tree in the Source pane to find it and then click on it. images/report/report-add-display-field-2.png Select the field in the Source Path pane you would like to add as a display field. For display fields you generally want to pick a Text field over an ID or Org_unit field. For example, to add Call Number as a dislay field you will select on Call Number Label rather than Call Number/Volume ID. images/report/report-add-display-field-3.png In the Field Display Order pane select on the transform you would like to use. The transforms available in the list will vary depending on the data type of the selected field. The transform will determine how Evergreen processes the data when generating the report. Raw data is the most commonly used transform for display fields except when it’s a timestamp in which case Date is more commonly used. More information on the available transforms can be found in . images/report/report-add-display-field-4.png

AddReport Filter Report Filter Report TemplatesFilter Filter ReporterFilter Filter FilterReports Reports Filters allow you to set up the criteria so that Evergreen returns the information you are looking for. In most cases the value for the filter will be entered when the report is run, rather than included in the template. Select the Filters tab as the active tab in the Display Field, Filters and Report Layout section of the Report Template Editor. Select the top of the tree in the Source pane. A list of available fields will be displayed under All Fields pane. images/report/report-add-filter-field-1.png The word in parentheses beside the field name indicates the data type. If the field you want to use is a Link you need to expand the tree in the Source pane to find it and then select it. Select the field in the All Fields pane you would like to add as a filter. For filters you generally want to pick an ID or Org_unit field over a Text field. For example, to add circulating library as a filter you will select Circulating Library which is labeled an Org_unit. images/report/report-add-filter-field-2.png In the Filter Fields and Values area select the transform you would like to use. The transforms available in the list will vary depending on the data type of the selected field. The transform will determine how Evergreen processes the data when generating the report. Raw data is the most commonly used transform for filters except when it’s a timestamp in which case Date or Month + Year is more commonly used. More information on the available transforms can be found in . If desired, you can hardcode the value of the filter into the template. See . Select the Operator. See .

Report TemplatesDisplay Fields Display Fields ReporterDisplay Fields Display Fields Display FieldsReports Reports Report TemplatesFilter Filter ReporterFilter Filter FilterReports Reports

Reordering Display Fields Renaming a Display Field Changing a Transform Removing a Display Field Display fields are the columns of information that will display on your report output. The Display Fields tab is the active tab by default in the Report Template Editor. The action Change Column Documentation on the Display Fields tab can be ignored as it does not apply to display fields.

You can use the arrows on the right to move fields up and down the list. The list order top to bottom here on the Display Fields tab will determine the order of column display from left to right. Sorting is controlled separately, in the Report Layout tab. images/report/report-reorder-display-field-1.png Repeat until your fields are in the order you desire.

Sitka Snippet Video - Report Template Editor: Renaming Display Fields (2:36) Each dislay field in a template has a column label which displays as the column header in the report output. On the Display Fields tab you can adjust the display name of any field by clicking in the Name box and typing in a new name. The original field name will show below the Name box along with the path you took to field the field starting at your source. images/report/report-display-name-1.png It is best practice to include qualifiers in the field names for fields like barcode and library so that staff know what data they are looking at in the report output. For example, for multi-branch libraries and libraries participating in reciprocal borrowing it is not uncommon for the Circulating Library and Owning Library of an item to be different. In this case it is important to specify in the field name which type of library is being presented in the report output data.

Transform ReporterTransform Transform Report TemplatesTransform Transform For information on specific transforms see . On the Display Fields you can adjust the way data will display in your output by using the Transform dropdown on each selected field. Transform options will vary depending on the fields you have selected, and in some cases will default to a specific recommended transform value (e.g., fields that total payments will default to a transform of “Sum”). images/report/report-display-transform-1.png

Sitka Snippet Video - Report Template Editor: Removing Display Fields (2:39) Removing display fields usually does not affect the result set for the report output but it can, especially when the report output displays a count of records (whether item, patron, circulation, hold, or bibliographic). When removing fields be mindful of whether or not it will still be clear in the report output what your results mean. On the Display Fields you can remove a field by clicking the minus button on the left of this area. You can also remove a field by unchecking it from the options under the All Fields header. images/report/report-remove-display-fields-1.png

Changing the Column Documentation Changing an Operator Changing a Transform Updating a Filter Value Removing a Filter

When running a report the filter can include text which gives information on how to use the particular filter and in some cases how to enter the filter value. In the Report Template Editor this is referred to as column documentation or a field hint. images/report/report-filters-1.png On the Filter tab select the field you would like to add column documentation to. Select the Supply Hint box. images/report/report-filters-2.png Enter the hint text in the newly displayed field. images/report/report-filters-3.png When running a report the hint will display above the filter path.

Transform ReporterTransform Transform Report TemplatesTransform Transform For information on specific transforms see . On the Filters tab locate the field you would like to change the transform for. Use the Transform drop-down on the field to select the transform you would like to use. The transforms available in the list will vary depending on the data type of the selected field. images/report/report-filters-transform-1.png

Operator ReporterOperator Operator Report TemplatesOperator Operator For information on specific operator see . On the Filter tab locate the field you would like change the operator of. Use the Operator drop-down on the field to select the new operator from the list. images/report/report-filters-operator-1.png

Report TemplatesFilter Value Filter Value ReporterFilter Value Filter Value Filter ValueReports Reports Filter values can be hardcoded into a template or left blank to be filled in when the report is run. Information on commonly hardcoded filters can be found in . Hardcoding a filter is recommend when the value of the filter will not change. For example, hardcoded filters are often used when filtering out deleted items. Filter values can also be hardcoded into templates to make it easier for staff with less reporter experience to run certain reports. For example, you can set up a report with a Item Status filter with a hardcoded value of Missing so that staff can run a report to get a list of all missing items without having to enter filter information. Co-op Support recommends balancing the re-usabilty of templates that comes when staff enter filter values at the time of running a report versus the ease of use for staff with less experience with the reporter. For example, when no value is entered in the template for a filter on Item Status staff can pick the relevant status from the 26 statuses currently in use in Sitka’s Evergreen. When a value is hardcoded in for item status a new template must be created everytime you wish to filter on a different item status. On the Filter tab, locate the field you would like add, update, or remove the filter value for. To add a value, Select the Supply Filter Value checkbox beneath the field’s Transform field. A new set of options for Filter value will be displayed under the Operator field. The particular filter mechanism will vary depending on your selected Transform and Operator. See Filter Values for details on exactly how different values must be entered. To edit a preexisting value, overwrite the current Filter Value with your desired value. To remove an existing hardcoded value, deselect the Supply Filter Value checkbox. Filter values will instead need to be added at the report definition level. images/report/report-filters-value-1.png

Removing a filter WILL affect what results are included in your report output. Ensure you don’t need to filter on a particular field before removing it. All report templates MUST have at least one filter to choose a specific library. This filter is important as it allows staff to comply with Sitka’s data use requirements as per Appendix J of the Service Management Agreement and restrict the data in the report output to only data relevant to their library. On the Filter tab select the filter field you would like to remove. You can remove a field by clicking the minus button on the left of this area. You can also remove a field by unchecking it from the options under the All Fields header.. images/report/report-filters-remove-1.png The selected field is removed and no longer shows as a filter field.

Select the Report Layout tab to adjust the organization of the data on your final output. On the left side, under Field Display Order, you can rename columns, adjust transforms, and reorder your columns in this tab in the same way you can in the Field Display tab. On the right side, under Field Sort Order, you can independently set sort orders on each column as well as determine which column should sort first, second, third, etc. The sorting is independent of the column display order. images/report/report-template-layout-1.png In the example above, the first three columns to display will be Shelving Location, Owning Library, and then Circulating Library, but the report will sort first by Count of Circulations, then Checkout Month, and then by Shelving Location.

ReporterTemplate Terminology Template Terminology Report TemplatesTerminology Terminology

Data Types ReporterData Types Data Types Report TemplatesData Types Data Types Every field that display in display field and filter options area of the Report Template Editor is associated with a data type. This indicates what kind of information is stored in the field and Evergreen will handle the information differently based on the data type. Each data type has its own characteristics and uses. The type of data will be listed next to the field name in parentheses. Data Type Description Notes Boolean Contains either "true" or "false". Examples in Evergreen: "deleted" in item/patron record, "circulate?" in item record. ID Unique number assigned by the database to identify a record IDs look like numbers, but the ID data type is treated specially by the software for determining how tables are linked. ID is a good candidate field for counting records. Integer A number like 1, 2, 3. Examples in Evergreen: "remaining renewal count" in circulation record, "claimed returned count" in patron record. Interval Time intervals, such as "2 weeks" and "6 months" Examples in Evergreen: "loan duration" and "grace period" in circulation record, Link It is similar to the id data type. It is the id of a record in another table. Examples in Evergreen: "user id" and "item id" in a circulation record. Link outputs a number that is a meaningful reference for the database but not of much use to a human user. You will usually want to drill further down the tree in the Sources pane and select fields from the linked table. However, in some instances you might want to use a link field. For example, to count the number of patrons who borrowed items you could do a count on the "user id" in the circulation record. Money Monetary amount Examples in Evergreen: "price" in item record, "billing amount" in billing record. Org_unit Organizational unit. It is a number. It acts like link data type. In Evergreen, libraries are organizational units. In Sitka context they are organized into a tree structure with consortium, library federations, libraries/library systems and branches for library systems. To filter on a library, make sure you choose the field having org_unit data type. To display a library, it is a better option to drill down to the org unit record to display the "name" of it. Text Text field. Usually it takes whatever is typed into the field. Examples: "call number label" in call number record, "patron’s names". Timestamp A very detailed time such as 2018-11-25 17:54:26-07 Example: checkout time in circulation record, last status date in item record.

Transform ReporterTransform Transform Report TemplatesTransform Transform Transforms determine how data is processed when it is retrieved from the database. Different data types can be transformed differently. Not all transforms are available to a certain data type. This table lists the commonly used transforms. Some data types, like timestamp, will have additional transforms available when adding fields or filters to a template. Transform Applicable Data Types Description Notes Raw Data All Data Types To display the data exactly as it is stored in the database. Most commonly used transform Date Timestamps This transform presents a timestamp as a human-readable date in yyyy-mm-dd format. For example, timestamp 2018-11-25 17:54:26-07 will be displayed as 2018-11-25. Year + Month Timestamps Presents a timestamp as the year and month in yyyy-mm format. For example, 2018-11-25 17:54:26-07 will be displayed as 2018-11. If filtering on a timestamp transformed to Year + Month, all days in the calendar month are included. Upper Case Text Transforms text to all upper case. Lower Case Text Transforms text to all lower case. Substring Text This transform can be applied to filters, not display fields. It matches the given value with a continuous string of characters in the field. For example, if a given value is "123" and the match is with a call number field, call numbers like "123.34", "ANF 123.34", "JNF 233.123", etc. will be in the result list. First Continuous Non-space string Text The first word (or string of numbers and/or characters until the first spacing) in a field is returned by this transform. For example, this transform will return "E" from text "E DOR", "E 123", etc. Count Text, Integer, ID, Money, Timestamp, Org_unit This transform counts the records found. Though you can count by any field, very often id field is used. Count Distinct Text, Integer, ID, Money, Timestamp, Org_unit This transform counts the number of records with unique value in the field. If two records have the same value in the field, they will be counted once only. A typical example of using Count Distinct is counting the number of active patrons who borrowed items at a library. Each patron can be counted once only but he/she may borrow multiple items. Transforming the patron id in circulation record with Count Distinct will result in the required number. Since each patron has a unique id, she/her will be counted once only. Max Text, Integer, Money, and Timestamp It compares the values in the field of all result records and then returns the one record with the highest value. For timestamp the highest value means the latest date. For example, if a checkout date is transformed by Max, the returned date is the last checkout date. Min Text, Integer, Money, and Timestamp It works the same way as Max except that it returns the lowest value.

Operator ReporterOperator Operator Report TemplatesOperator Operator Operators describe how two pieces of data can be compared to each other. They are used when creating filters in a template to determine which records should be included in the result. The record is included when the comparison returns "TRUE". The possible ways of comparing data are related to data type and data transforms. The available operators are: Operator Description Notes Equals Compares two operands and returns TRUE if they are exactly the same. Contains Matching Substring This operator checks if any part of the field matches the given parameter. It is case-sensitive. Contains Matching Substring (Ignore Case) This operator is identical to Contains Matching Substring, except it is not case-sensitive. Greater Than This operator returns TRUE if a field is greater than your parameter. For text fields, the string is compared character by character in accordance with the general rule that numerical characters are smaller than alphabetical characters and upper case alphabeticals are smaller than lower case alphabeticals For timestamps "Greater Than" can be thought of as "later than" or "after". Greater than or equal to This operator returns TRUE if a field is greater than or equal to your parameter. For text fields, the string is compared character by character in accordance with the general rule that numerical characters are smaller than alphabetical characters and upper case alphabeticals are smaller than lower case alphabeticals For timestamps "Greater Than or equal to" can be thought of as "later than or equal to" or "after or equal to". Less Than This operator returns TRUE if a field is less than, lower than, earlier than or smaller than your parameter. In List It is similar to Equals, except it allows you specify multiple parameters and returns "TRUE" if the field is equal to any one of the given values. Not In List It is the opposite of In List. Multiple parameters can be specified. TRUE will be returned only when none of the parameters is matched with the value in the field. Between Two parameters are required by this operator. TRUE is returned when the field value is Greater Than or Equal to the smaller given value and Less Than or Equal to the bigger given value. The smaller parameter should always comes first when filling in a filter with this operator. For example: between 3 and 5 is correct. Between 5 and 3 will return FALSE on the Reports interface. For timestamp earlier date always comes first. Is NULL Returns TRUE for fields that contain no data. For example, an overdue report will include a filter for Check In Date/Time is NULL as an item is no longer overdue if there is a value for Check In Date/Time. Is NULL or Blank Returns TRUE for fields that contain no data or blank string. For most intents and purposes this operator should be used when there is no visible value in the field.

Report TemplatesFilter Value Filter Value ReporterFilter Value Filter Value Filter ValueReports Reports If you enter hardcoded values for filter fields, the data must match exactly how is displays in Evergreen. For example, if the status is Missing in Evergreen you must use Missing, a value of missing will not return results. If hardcoding a value for a library filter you must use your library’s unique Evergreen ID. Local System Administrators can find this ID by going to Administration → Server Administration → Organizational Units.

TroubleshootingReporter Reporter ReporterTroubleshooting Troubleshooting Report TemplatesTroubleshooting Troubleshooting If you run into difficulties creating or modifying a template you can contact Co-op Support for assistance. Please be aware that tickets for reports requests may take 1 to 2 weeks. Before contacting Co-op Support please ensure the applicable template folder is shared with your library so Co-op Staff are able to view the template in question. When contacting Co-op Support please include the following information: Username of the staff account where the template has been created Folder where the template has been created Name of the template in question Desired end result for the template (what do you want it to report on?) Specific display fields or filters you are having difficulties modifying or adding Links to your current report output from the template if relevant Evergreen Database ReporterDatabase Database Report TemplatesDatabase Database Nullability ReporterNullability Nullability Report TemplatesNullability Nullability When you use Evergreen you are creating and updating records within the Evergreen database. Evergreen’s reporter enables you to create reports to extract those records from the database. Understanding some basics about the Evergreen database and how records are created and/or updated when tasks are performed on the staff client and public catalogue will help you when working with the reporter. Various kinds of data are used by Evergreen to enable you to perform routine actions in Evergreen such as checking out an item, registering a patron, or placing a hold. Data such as a patron names, address, patron barcodes, item barcodes, shelving locations, statuses, item prices, check out dates, due dates, check in dates, and more are saved in the Evergreen database. This data must be organized in an efficient and effective way to make sure it can be stored and retrieved easily. Evergreen uses various tables to keep each type of records. You can visualize a table as a spreadsheet: a specified number of columns with unlimited number of rows. Each column is called a field in the database terminology and each row is a record. There are many tables in Evergreen’s database. Each table contains a certain type of records and the information you see displayed on any interface is the staff client is likely coming from more than one table. For example, in a patron account, you can find the patron’s names, address, phone number, barcode, main (profile) permission group, etc. all displaying as one record on the Edit tab of the patron’s account. However, in the database the patron’s address, barcode, and main (profile) permission group are saved in separate tables. You don’t need to know which tables the information is being pulled from when editing a patron record on the staff client, but you do need to know when creating a report template involving patron information. Since various information about one patron is saved in separate tables, there has to be way to match the information about one patron correctly to make sure all the information is about the same patron. Evergreen does this by assigning each patron with a unique database ID and recording the database id in every related table. So by recording the ID of a record in another table, two tables are connected. Some database IDs, such as patron and bibliographic, are visible in the staff client, others can only be seen within the database. The connections among many tables are pre-made by the reporter. You just need to follow the link to find the data saved in the related table. Below is a simplified diagram showing the connections among some commonly used tables which can be a guide for you to find various fields in different tables. Simplified Diagram of the Tables and Connnections Among Them Database Diagram Some tables do not link directly with each other. For example, there is not a direct link between the ILS User (patron) table and the item table. Instead these tables link to each other via other tables such as the circulation table and the hold request table. The connections between tables are called joins. Evergreen uses the default join when creating report templates which is usually what you need for a template. When working with data that can be null (have no value) you may need to use Nullability which allows you to control the type of join used to link two tables. To find out what the default join is for a table you can view the fm_IDL.xml file for Sitka’s Evergreen. Search for the name of the source. Find the column you’re interested in and take note of the vlaue for Name. Search the page for the Name and look for it to appear in a <links> section. The reltype indicates the join. "has_a" = inner join "has_many" or "might_have" = left outer join When you create a template you are writing a SQL (standard query language) query that will run on the Evergreen database. This can be viewed in the report output by selecting Debugging Info. images/report/reports-evergreen-database-2.png

This table contains patron/user records. Important fields in this table include: Patron names (primary and preferred) Phone numbers Email address Home Library Privilege Expiration Date Record Creation Date/Time To find more information about patrons follow the links to the Current Library Card table for patron’s current barcode, the Circulation table to find the circulation history, and the Mailing Address, Physical Address, and Main Profile Group, etc.

This table contains item records. Important fields in this table include: Barcode (item) Creation Date/Time Active Date/Time Item Status Changed Time Last Edit Date/Time Price Pre-catalogued item information including Dummy ISBN, Precat Dummy Title, and Precat Dummy Author is also in this table. When a pre-catalogued item is checked out, an item record is created. If the barcode is already in the table and the item is not marked deleted, the item record will be updated with the new title, author, etc. To find more information about items follow the links to the Circulation Modifier table, the Item Status table, and the shelving location table. For circulation information follow the link to the Circulations table. For basic bibliographic information follow the link to the Call Number/Volume table. From here go to the Bib Record table and then click on Simple Records Extracts. Title, Author, ISBN, ISSN, Publisher, Publication Year, and Record ID can be found in this table.

This table contains title information. In most cases you will want the basic bibliographic information which is found within the Simple Record Extract table. When linking from other tables you usually have to link through the Call Number/Volume table to find the Bib Record table.

This table contains circulation records, including pre-catalogued item circulations. When an item is checked out a circulation record is created. When an item is renewed the existing circulation record is closed and another circulation record is created. Important date/time fields in this table include: Checkout Date/Time - the time when an item is checked out Checkin Date/Time - the effective date when the item is treated as checked in Checkin Scan Date/Time - the time when the check in action is taken Due Date/Time - For all daily loans the due time is 23:59:59 of the day in Pacific Time. Hourly loans have specific time with time zone information. Fine Stops Date/Time - the date when the Maximum Fine limit has been reached, or the item is returned, marked lost or claimed returned. After this date, the fine generator will not create new overdue fines for this circulation. Record Creation Date/Time - the date and time when the circulation record is created. For online checkout it is the same as Checkout Date/Time. For offline checkout, this date is the offline transaction processing date. Transaction Finish Date/Time - the date when the bills linked to this checkout have been resolved. For a regular checkout without bills this field is filled with the checkin time when the item is returned. For patron information follow the link to the Patron table. For item information follow the link to the Circulating Item table.

This table contains in-house use records for catalogued items. These in-house circulations are done via the Record In-House Use interface. For item information follow the link to the Item table.

This table contains circulations for non-catalogued items. For Non-catalogued item type information follow the link to the Non-cat Item Type table.

This table contains in-house use records for non-catalogued items. These in-house circulations are done via the Record In-House Use interface. For Non-catalogued item type information follow the link to the Item Type table.

This table contains hold records for holds that are waiting to be filled or waiting to be picked up. For patron information follow the link to the Hold User table. For information on who placed to hold follow the link to the Requesting User table. The requesting user will either be the patron or a staff member if they placed the hold for the patron. For information on the items that can be used to fill a hold follow the link to the Hold Item Map. Outside of the reporter this is refered to as the Eligible Copies table. Target Object ID is shown as a link but there is no linked table in the Source pane. Depending on the type of hold the value in this field could be a bibliographic record ID, a call number record id or an item record ID. This is one of the rare cases where you would select a link field to use for your display field. Important date/time fields in this table include: Activation Date - the date on which a suspended hold will be activated Capture Date/Time - the time when the hold is captured for the hold shelf or sent into transit Fulfillment Date/Time - the time when the on hold item is checked out Hopeless Date - Hold Cancel Date/Time - the time when the hold is cancelled Hold Expire Date/Time - this could be the date calculated based on your library’s default Hold Expire Interval or a selected date when placing the hold Last Targeting Date/Time - the last time the hold targeting program checked for an item to fill the hold. Usually the time will match the Hold Request Time as the hold targeter will generally check every 24 hours. It is usually not useful for reporting, but it can serve as an indicator of whether or not the request time has been edited. Request Date/Time - Usually this is when the hold is placed but it is editable on the staff client. So sometimes this may be the request time chosen by the staff Shelf Expire Time - the date is calculated based on the Shelf Time and your library’s Default Hold Shelf Expire Interval Shelf Time - when the item’s status is updated to On Hold Shelf For notification information follow the link to the Notifications table. This table includes Notification Date/Time which indicates when the automatic notification was sent.

This table contains records of item transits. Records are created in this table both when an item is sent back to its circulating library as well as when it is sent to another library to fill a hold. For item information follow the link to the Transited Item table.

This table contains records of item transits specifically when the item is transitting to fill a hold. For item information follow the link to the Transited Item table. For hold information follow the link to the Hold requiring transit table.

This table contains all the billing line items such as each day’s overdue fines and the manually created bills. The records in this table are viewable on the Full Details screen on Bills tab in a patron’s account in the staff client.

This table contains the summary records of billings and payments. Most of information in these records is displayed on the Bills tab or Bills History screen. The records are updated when either the related billings or payments are updated. Important fields in this table include: Transaction ID - this is the bill ID and also the circulation record ID for circulation bills Transaction Start Time - this is the check out time for circulation related bills and the creation time for manually created bills Transaction Finish Time - this is when the bill is resolved by being paid, refunded, or adjusted to zero

This table contains ALL payment records. When a payment is made in the staff client payment records are created. This could be one record or multiple depending on the number of bills resolved or partially resolved by the payment. One bill may be resolved by multiple payments. One payment may resolve multiple bills.

This table contains all payments made at the circulation desk through staff.

This table contains payments made using the payment type Cash, Check, Credit Card, or Debit Card.

This table contains payments made using the payment type Patron Credit, Work, Forgive, or Goods.

Sitka does not currently use the Simple Reports feature. Inventory The following guidelines and workflows have been developed by Co-op Support based on the functionality available in Sitka’s Evergreen and the experience of inventory projects done by libraries in the Sitka consortium and the Evergreen community.

Inventory Date Checkin Modifiers Item Status Holdings View Item records include fields for inventory date and inventory workstation. The values in these fields are updated when an item in inventoried by using the Update Inventory action in Item Status or the Update Inventory checkin modifier at Check In. The inventory date and workstation can be seen in several places in the staff client: Item Status - List View images/inventory/update-inventory-item-record-1.png Item Status - Detail View Quick Summary Tab images/inventory/update-inventory-item-record-2.png Bibliographic Record - Holdings View images/inventory/update-inventory-item-record-3.png Due to a bug the inventory workstation in the Holdings View currently displays the workstation database ID rather than the workstation name.

The first step to running inventory is to choose what you will inventory. You may wish to inventory the entire library collection or just plan on running inventory on specific collections. If you plan to inventory the entire library collection Co-op Support recommends breaking it into sections, based on shelving location and/or call number range. There are several report templates you can use to aid you in preparing for your inventory. Sitka_templates → Collection → Item and Title Count → Title & Item Count by Shelving Location & Circulation Modifier This template will give a report showing the make up of your entire collection by shelving location & circulation modifier. The report will show you the size of different parts of your collection which can be helpful when thinking about the order in which to inventory different sections. Sitka_templates → Collection → Item List by Item Attributes → Shelving Location : Items with Selected Shelving Location This template will give a report that lists all items in a particular shelving location. This can be helpful to show what should be on the shelf. Sitka_templates → Collection → Item List by Item Attributes → Call Number : Items with Call Numbers within a Range This template will give a report that lists all items in your specified call number range. This can be helpful to break up large shelving locations, like Fiction and Non-Fiction, into smaller pieces.

Make a note of the date you start inventory. You will need this when running reports later in the process.

ReportsInventory Inventory There are two report templates used with inventory - Inventory - Un-scanned Items and Inventory - Scanned Items Count by Shelving Location. Both templates can be found under Sitka_templates → Inventory. Make sure you have the most recent version of the templates cloned into your own folders. For information on cloning report templates see .

ColumnsInventory Inventory Best practice is to ensure that the Check In and Item Status screens are set to display the call number, shelving location, and circulation modifier columns. As items are scanned for inventory staff should keep an eye out for the following: incorrect call numbers call numbers not matching between Evergreen and the item incorrect shelving locations incorrect circulation modifiers missing circulation modifiers Items found with one of the above issues should be pulled so staff with cataloguing permissions can update the items as needed.

UpdateInventory Date Inventory Date Turn on the Update Inventory checkin modifier on all computers where items may be checked in while you are doing inventory. This ensures that any items currently circulating will have their inventory date updated when they are checked in. In Evergreen, go to Circulation → Check In. From the Checkin Modifiers drop down select Update Inventory. images/inventory/inventory-checkin-modifier-1.png A banner will display across the top of the check in screen to indicate that the Update Inventory modifier is being used. images/inventory/inventory-checkin-modifier-2.png

Inventory Once you start your inventory, any item found in an incorrect location should be checked in before it is shelved in the correction location to ensure its inventory date is updated.

Go to Circulation → Item Status. Ensure you have rows set to at least 500 in your function bar. Scan in your items. Select all the items by clicking on the check box in the column label row. images/inventory/inventory-item-status-1.png From the Actions menu choose Update Inventory. images/inventory/inventory-item-status-2.png A confirmation will appear in the bottom right corner. images/inventory/inventory-item-status-3.png Repeat until you have scanned and updated all the items in your desired section of the collection. Run a report using the Sitka Template Inventory - Un-scanned Items. For the report filters you will need the date you started inventory and the shelving location(s) you inventoried. Take the list of un-scanned items and check the shelves to see if any were missed. If you find any un-scanned items, scan them in and update their inventory date using the Update Inventory action. Any items you cannot locate should be marked as missing. Evergreen will alert you if they are found. Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. For the report filters you will need the date you started inventory. This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process, as long as the Update Inventory checkin modifier is enabled on all workstations where check in is done. Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Go to Circulation → Check In. Ensure the checkin modifier Update Inventory is active. For information on turning this on see . images/inventory/inventory-checkin-modifier-2.png Scan in your items. Their inventory date is automatically updated. Repeat until you have scanned and updated all items in your desired section of the collection. Run a report using the Sitka Template Inventory - Un-scanned Items. For the report filters you will need the date you started inventory and the shelving location(s) you inventoried. Take the list of un-scanned items and check the shelves to see if any were missed. If you find any un-scanned items, scan them in. Their inventory date is automatically updated. Any items you cannot locate should be marked as missing. Evergreen will alert you if they are found. Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. For the report filters you will need the date you started inventory. This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process, as long as the Update Inventory checkin modifier is enabled on all workstations where check in is done. Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Using your portable barcode scanner, scan every item on the shelf in your desired section of the collection. Export the barcodes to a text file (we recommend using Notepad) and save the file. The barcodes should be in one single spaced single column without extra spaces anywhere. Use copy/paste to break the big list of barcodes into smaller lists and save each list as an individual text file. Co-op Support recommends each list contain under 500 barcodes. Go to Circulation → Item Status. Ensure you have rows set to at least 500 in your function bar. Click Choose File. images/inventory/inventory-barcode-scanner-1.png Follow the on screen prompts to select your file. A progress bar will display as the file loads. The larger the file the longer it will take to load. The items will be listed and the file name displays at the top. Select all the items by clicking on the check box in the column label row. images/inventory/inventory-barcode-scanner-2.png From the Actions menu choose Update Inventory. images/inventory/inventory-barcode-scanner-3.png A confirmation will appear in the bottom right corner. images/inventory/inventory-item-status-3.png Repeat until you have updated all items in your desired section of your collection. Run a report using the Sitka Template Inventory - Un-scanned Items. For the report filters you will need the date you started inventory and the shelving location(s) you inventoried. Take the list of un-scanned items and check the shelves to see if any were missed. If you find any un-scanned items, scan them in and update their inventory date using the Update Inventory action. Any items you cannot locate should be marked as missing. Evergreen will alert you if they are found. Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. For the report filters you will need the date you started inventory. This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process, as long as the Update Inventory checkin modifier is enabled on all workstations where check in is done. Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Once you have inventoried all desired section of your collection, run the two inventory reports one more time. You may wish to keep the final output from Inventory - Scanned Items Count by Shelving Location for your records. Inventory - Un-scanned Items should be run for all shelving locations where inventory was done. If you have been marking unfound items as missing throughout the inventory process this report will be blank. If any items do appear on the report, mark them as missing. You may also wish to use the Sitka Template Status: All Items with Selected Item Status to generate a list of your missing items so you can determine if any should be re-ordered.

Serials Training Video - Serials Overview (10:41)

Serial item templates specify the item attributes that should be applied when a serial item is received. You must create at least one template to receive serials.

Go to Administration → Serials Administration → Serial Item Templates. Click Create Template. images/serials/itemtemplate.png Enter a Template Name. Choose the applicable item attributes for your template. For more information on specific item attributes see . Click Save. images/serials/itemtemplate1.png

Go to Administration → Serials Administration → Serial Item Templates. Click the check box beside the template you want to edit. Click Actions → Choose Edit Template. images/serials/itemtemplate3.png Edit the item attributes for this template. Click Save. Serial Item Templates cannot be deleted.

Go to Administration → Serials Administration → Prediction Pattern Templates. Click New Record. images/serials/prediction1.png Enter a name for your prediction pattern. Click Pattern Wizard. The wizard has five tabs that will take you through the steps to create a prediction pattern for your publication. images/serials/create-prediction-pattern-2.png See for detailed instructions. Choose the Owning Library. Choose the Share Depth. Click Save. images/serials/prediction3.png

Select the radio button adjacent to Use enumerations. The enumerations conform to $a-$h of the 853,854 and 855 MARC tags. If the publication only uses dates, select the radio button adjacent to Use Calendar Dates Only and click Next in the upper right-hand corner. Skip to next step. Enter the first level of enumeration in the field labeled Level 1 → Click Add Level. A common first level enumeration is volume, or "v.". Enter the second level of enumeration in the field labeled Level 2. A common second level enumeration is number, or "no.". Select if the second level of enumeration is a set Number, Varies, or is Undetermined. Number - Enter the number of bibliographic units per next higher level (e.g. 12 no. per v.). This conforms to $u in the 853, 854, and 855 MARC tags. Select the radio button for the enumeration scheme: Restarts at unit completion or Increments continuously. This conforms to $v in the 853, 854, and 855 MARC tags. Check the box adjacent to Add alternative enumeration if the publication uses an alternative enumeration. Check the box adjacent to First level enumeration changes during subscription year to configure calendar changes if needed. A common calendar change is for the first level of enumeration to increment every January. Select when the Change occurs from the drop down menu: Start of the month, Specific date, or Start of season. Select the specific point in time at which the first level of enumeration should change. Click Next images/serials/pattern-wizard-1.png Check the box adjacent to Use Chronology Captions? Choose a chronological unit for the first level. Do not check Display level descriptor?. If checked the term for the unit selected, such as "Year" and "Month" will display next to the chronology caption in the catalog. To add additional levels of chronology for display, click Add level. Each level that you add must be a smaller chronological unit than the previous level (e.g. Level 1 = Year, Level 2 = Month). Check the box adjacent to Use Alternative Chronology Captions? If the publication uses alternative chronology. Click Next images/serials/pattern-wizard-2.png Choose a Compression Display Option Compressibility and expandability correspond to the first indicator in the 853 tag. Sitka recommends Can compress or expand Choose a Caption Evaluation Caption Evaluation corresponds to the second indicator in the 853 tag. Sitka recommends Captions verified; all levels present Click Next images/serials/pattern-wizard-3.png Click the radio button for Pre-selected and choose the frequency from the drop down menu. Alternatively- Use number of issues per year and enter the total number of issues in the field. If the publication has combined, skipped, or special issues, that should be accounted for in the publication pattern, check the box adjacent to Use specific regularity information?. From the first drop down menu, select the appropriate publication information: Combined, Omitted, or Published issues. From the subsequent drop down menus, select the appropriate frequency and issue information. Add additional regularity rows as needed. For a Combined issue, enter the relevant combined issue code. E.g., for a monthly combined issue, enter 02/03 to specify that February and March are combined. Click Next images/serials/pattern-wizard-4.png Review the Pattern Summary Click the blue arrows to see the Raw Pattern Code images/serials/pattern-wizard-5.png Click Save images/serials/pattern-wizard-6.png

Go to Administration → Serials Administration → Prediction Pattern Templates. Click the check box beside the template you want to edit. Click Actions → Choose Edit Record. images/serials/prediction6.png Prediction Patterns can be edited after creation as long as all predicted issues have the status of "Expected". Once an issue is moved into a different status, the Prediction Pattern cannot be changed.

Go to Administration → Serials Administration → Prediction Pattern Templates. Click the check box beside the template you want to delete. Click Actions → Choose Delete Selected. images/serials/prediction7.png Prediction pattern templates that are being used by subscriptions cannot be deleted.

Go to Administration → Local Administration → Library Settings Editor. The following settings should be configured in the Library Settings Editor before you start using the Serials module. Group Setting Description Options Notes Serials Default display grouping for serials distributions presented in the OPAC "enum" or "chron" enum display in the OPAC by volume and number. chron display in the OPAC by month and year . Serials Previous Issuance Copy Location When a serial issuance is received, copies (units) of the previous issuance will be automatically moved into the configured shelving location use this setting to specify a default copy location for serials OPAC Use fully compressed serials holdings "true" or "false" true is recommended

The Serials Module can be used to create subscriptions, distributions, streams, and prediction patterns, as well as to generate predictions and receive issues as they come in to the library. To access the Serials Module, retrieve a bibliographic record and click on Serials → Manage Subscriptions. This will open the serials interface for that particular record. images/serials/subscription.png

A subscription must be added to a bibliographic record. If the record is not already in the catalogue, you can import it via any of your preferred methods (MARC import, Z39.50 search, etc.). A subscription is designed to hold all information related to a single serial title. Therefore, each library is likely to have only one subscription per serial title. Retrieve the bibliographic record you would like to attach your subscription to. Click Serials → Choose Manage Subscriptions. Existing subscriptions for the workstation location will be displayed. Click New Subscription images/serials/create-subscription-1.png Enter the subscription information. Owned By - Owning Library Start Date - Subscription start date End Date - Subscription end date (Optional) Expected Offset - Difference between the nominal publishing date of an issue and the date that you expect to receive your copy. (Optional) Distributed At - Circulation Library Click Add Distribution to add a second copy to the subscription Label - This field is not publicly visible and only appears when an item is received. There are no limits on the number of characters that can be entered in this field. It may be useful to identify the branch to which you are distributing these issues in this field. OPAC Display - Whether the public catalog display of issues should be grouped by chronology (e.g., years) or enumeration (e.g., volume and number). Receiving Template - Specifies the item attributes applied on receipt - see for more information. Send to - Designate specific users and/or departments that serial items need to be routed to upon receiving. Click Add item stream to add additional Routing. Click Save images/serials/create-subscription-2.png The new subscription will appear in the grid at the bottom of the page. images/serials/create-subscription-3.png

From the Manage Predictions tab you can create a new prediction pattern from scratch, use an existing pattern template, or use an existing pattern template as the basis for a new prediction pattern. Retrieve the bibliographic record your subscription is attached to. Click Serials → Choose Manage Subscriptions → Click Manage Predictions images/serials/subscription3.png

Within the Manage Predictions tab, Select Subscription to work on from the drop down menu. Click Add New Click Create Pattern images/serials/subscription4.png Follow the steps to modify the template. Click Create. images/serials/subscription5.png To create predictions, click Predict New Issues. images/serials/predict-issues-1.png Note: you can also predict new issues from the Manage Issues tab. A dialog box called Predict New Issues: Initial Values will appear. Select the Publication date for the subscription. This will be publication date of the first issue you expect to receive. The Type will correspond to the type of prediction pattern selected. Enter any Enumeration labels for the first expected issue. Enter any Chronology labels for the first expected issue. Enter the Prediction count. This is the number of issues that you want to predict. Click Save. images/serials/predict-issues-2.png Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues. images/serials/predict-issues-3.png

Within the Manage Predictions tab, Select Subscription to work on from the drop down menu. Select a template from the drop down menu beside Create from Template. Click Create from Template. images/serials/predictions-template-1.png If you want to use the pattern "as is" click Create. images/serials/predictions-template-2.png If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear. The Pattern Wizard will be pre-populated with the pattern template selected. After modifying or reviewing the pattern in the wizard, click Create. The prediction pattern will now appear under Existing Prediction Patterns. To create predictions, click Predict New Issues. Note: you can also predict new issues from the Manage Issues tab. A dialog box called Predict New Issues: Initial Values will appear. Select the Publication date for the subscription. This will be publication date of the first issue you expect to receive. The Type will correspond to the type of prediction pattern selected. Enter any Enumeration labels for the first expected issue. Enter any Chronology labels for the first expected issue. Enter the Prediction count. This is the number of issues that you want to predict. Click Save. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

After generating predictions in the Manage Predictions tab, you will see a list of the predicted issues in the Manage Issues tab. A variety of actions can be taken in this tab: Receive issues Click Receive Next. Refer to for details. Predict new issues Click Predict New Issues. Refer to for details. Add special issues Click Add Special Issue. Refer to for details. images/serials/manageissues1.png

Issues can be received through the Manage Issues tab or through the Quick Receive option located in the bibliographic record display.

From a serials record in the staff catalogue, go to Serials → Quick Receive. images/serials/quick-receive-1.png Confirm the desired library and subscription is selected and click Continue. images/serials/quick-receive-2.png The Quick Receive - Receivable Items interface will display. There are a number of options which determine how this interface displays to you. Barcode items check box - determines whether or not a barcode field displays. If this box is unchecked items will be received without being barcoded. Automatically generate barcodes check box - determines whether or not barcodes are automatically generated by the system. Show call number prefix and suffix check box - determines whether or not fields for prefix and suffix displat If a serials template has been applied to the subscription the Shelving location and Circulation modifier fields will be pre-populated with the values specified in the template. If routing has been set up for the subscription a Print routing list for this issue column will appear on the right and the Receive and print routing list button will be visible. Update fields in the table as desired. Click Receive or Receive and print routing list. images/serials/quick-receive-3.png The item will display on the Item Table tab. images/serials/quick-receive-5.png The grid on the Manage Issues tab will update to reflect the changes to the issue. images/serials/quick-receive-6.png The Quick Receive - Receivable Items interface will look different depending on the options you pick. For example, it looks quite different when you are not barcoding the items. images/serials/quick-receive-4.png

The Manage Issues tab can be used to receive the next expected issue and to receive multiple expected issues. Retrieve the serial record Click Serials → Manage Subscriptions → Manage Issues tab.

Within the Manage Issues tab, Select Subscription from the drop down menu. The list of predicted issues for the subscription will appear. Check the box adjacent to Barcode on receive. Click Receive Next. images/serials/receiveissue1.png A Receive items dialog box will appear with the next expected issue and item(s). The Shelving Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information. Call Number: Enter a call number. Any item with a barcode must also have a call number. Barcode: Scan in the barcode that will be affixed to the item(s). The box to Receive the item(s) will be checked by default. Check the box adjacent to Routing List to print an existing routing list. images/serials/quickreceive3.png Click Save to receive the item(s). The Status of the issue will update to "Received" and a Date Received will be recorded. The barcoded item(s) will now appear in the holdings area of the catalogue and the Holdings Summary in the Issues Held tab in the catalogue will reflect the newly received issue.

In the Manage Issues tab, make sure the box adjacent to Barcode on receive is unchecked and click Receive Next. images/serials/receiveissuenobarcode.png A Receive items dialog box will appear with the message "Will receive # item(s) without barcoding." images/serials/receiveissuenobarcode1.png Click OK/Continue to receive the issue. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalogue will reflect the newly received issue.

Multiple issues can be received at the same time using the Manage Issues tab.

Within the Manage Issues tab, Select Subscription from the drop down menu. The list of predicted issues for the subscription will appear. Check the box adjacent to Barcode on receive. Check the boxes adjacent to the expected issues you want to receive. Go to Actions → Receive selected. A Receive items dialog box will appear with the selected issues and items. The Shelving Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information. Call Number: Enter a call number. Any item with a barcode must also have a call number. Barcode: Scan in the barcodes that will be affixed to the items. The box to Receive the items will be checked by default. Check the box adjacent to Routing List to print an existing routing list. images/serials/batchreceive.png Click Save to receive the items. The Status of the items will update to "Received" and a Date Received will be recorded. The barcoded items will now appear in the holdings area of the catalogue and the Holdings Summary in the Issues Held tab in the catalogue will reflect the newly received issues.

Within the Manage Issues tab, Select Subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear. Make sure the box next to Barcode on receive is unchecked and check the boxes adjacent to the expected issues you want to receive. A Receive items dialog box will appear with the message "Will receive # item(s) without barcoding." images/serials/batchreceive1.png Click OK/Continue to receive the issues. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalogue will reflect the newly received issues.

If the library receives an extra copy of an expected issue, the extra copy can be added to the list of predicted issues so it can be received through the serials module. In the Manage Issues tab, select the issuance that precedes the issuance that you received an extra copy of and go to Actions → Add following issue. images/serials/specialissue.png Verify the Publication date, Type, and Chronology labels are correct. The Enumeration labels will be filled in automatically when the issue is created. images/serials/specialissue1.png Click Save to create the extra copy of the following issue. The extra copy will appear in the list of issues and can be received using your typical workflow.

If the library receives an unexpected issue of a subscription, such as Summer Issue or Holiday Issue, it can be added to the list of predicted issues as a Special Issue so it can be received through the serials module. In the Manage Issues tab, click Add Special Issue. images/serials/specialissue2.png Enter the Publication date of the special issue. Select the Type (typically Basic). Add an Issuance Label to identify the special issue, such as "Holiday Issue". images/serials/specialissue3.png Click Save. The special issue will appear in the list of issues and can be received using your typical workflow. A special issue may also be added as an ad hoc issue by following the instructions for Adding Extra Copies. Enter the Publication date and Type and check the box adjacent to Ad hoc issue? The form will update to allow you to enter an Issuance Label.

Routing lists enable you to designate specific users and/or departments that serial items need to be routed to upon receiving. Retrieve bibliographic record → Click Serials → Manage Subscriptions Select the subscription from the list Click Actions → Additional Routing. A dialog box will appear where you can create the routing list. images/serials/routing.png Scan or type in the barcode of the user the items should be routed to in the Reader (barcode) field and click Add Route. A Note may be added along with each addition to the list. Continue adding barcodes until the list is complete. To route items to a location, click the radio button next to Department, type in the routing location, and click Add Route. The names and departments on the list will appear at the top of the dialog box and can be reordered by clicking the arrows or removed by clicking the x next to each name or department. images/serials/routing2.png When the list is complete, click Update.

To bind issues, first a binding template needs to be applied to the associated distribution. Go to the Manage Subscriptions tab and from the grid, select the distribution(s) with issues you’d like to bind. Right-click on the distribution(s) or go to Actions and select Apply Binding Template. Binding Issues In the dialog box that appears, select the Serial Copy Template you’d like to use from the dropdown and click Update. Binding Issues

Go to the Manage Issues tab and select the issues you want to bind together. Binding Issues Right-click on the issues or go to Actions and select Bind Selected. The Bind Items screen will appear and all items will be represented on the screen. The first item’s fields will be editable. Binding Issues Modify the call number if needed. Replace the barcode and click Save. The barcode must be replaced with a new barcode. The binding will fail if you attempt to reuse an existing barcode from one of the items being bound. Evergreen views it as a duplicate barcode.

Before implementing course reserves you will need to consider the following: How will your reserve items will be identified in Evergreen? Co-op Support recommends setting up course reserves related shelving locations and using reserve specific circulation modifiers. How will your reserve items circulate? If your reserve materials will have special loan periods or fines you will need to consider which circulation modifiers you use and contact Co-op Support to set up new circulation policies. If reserve materials are not holdable, your applicable shelving locations will need to be set accordingly, or, your hold policies will have to be adjusted by Co-op Support. Who will have access to course reserves? Library staff must have cataloguing permissions in order to use the course reserves module as the module can update item attributes. To enable the course reserves module in your public catalogue: Go to Administration →Local Administration → Library Settings Editor Set the library setting Opt Org Unit into the Course Materials Module to TRUE There will now be options for searching and browsing course reserves in the public catalogue. To access the course reserves module go to Administration → Local Administration → Course Reserves List.

Sitka Snippet Video - Creating Terms (1:06) You may optionally keep track of your institution’s terms or semesters. Go to Administration → Local Administration → Course Reserves List. Click on the Terms tab. Click "Create Term". Adding Course Reserve Terms Enter the name of the term. If you are a multi-branch library you may need to change the owning library to be your system, rather than a particular branch. Enter a start date and an end date for the term. Click Save. Adding Course Reserve Terms

Sitka Snippet Video - Creating Course Reserve Lists (6:29) Sitka Snippet Video - Creating Courses (0:51) Go to Administration → Local Administration → Course Reserves List. The Course list tab will open by default. Click Create Course. Adding Course Reserve Terms Fill out the characteristics of the course. The course’s number, name, and owning library are required. The section number is optional. Click Save. Adding Course Reserve Terms The course is added to the list. To finish setting up the course, select it and from the Actions menu choose Edit Selected. Adding Course Reserve Terms From here you can attach terms, associate course materials, and add users to your course as well as editing and archiving the course. Adding Course Reserve Terms

Sitka Snippet Video - Attaching Terms to a Course (0:46) In the course, click on the Course terms tab. Click Attach course to a term. Adding Course Reserve Terms Select a term from the drop down menu and click Save. Adding Course Reserve Terms Repeat as needed if multiple terms need to be attached to the course.

Sitka Snippet Video - Associating Materials with a Course (4:05) In the course, click on the Course materials tab. Three types of materials can be associated with a course: Catalogued items from your collection. Electronic resources from your collection. Brief records for electronic resources that are not part of the library’s collection.

On the Course materials tab, the Associate item tab will open by default. Enter the barcode of the item you wish to associate with the course. Enter the relationship the item has with the course. For example, an item may be required reading or be supplemental. A new call number, circulation modifier, and shelving location can be assigned to the item. These are temporary values. When the course is archived Evergreen will automatically restore the original values. Optionally, enter an item status. Click Add Material. Associating an item The item displays in the list with the updated information. Associating an item

On the Course materials tab, click on the Associate electronic resource from catalog tab. Enter the record ID for the electronic resource you’d like to add to the course. Enter the relationship the item has with the course. For example, an item may be required reading or be supplemental. Click Add material. Associating a brief record The record displays in the list. Associating a brief record Unlike brief records, detaching this resource from the course or archiving the course will not delete the bibliographic record.

On the Course materials tab, click on the Associate brief record tab. Enter the relationship the item has with the course. For example, an item may be required reading or be supplemental. Fill in the relevant fields to create your brief record. You must enter a value for title. Click Add material. Associating a brief record The record displays in the list. Associating a brief record After creating a brief record, it is represented as a bibliographic record in your catalogue, which cataloguers may edit and enhance at any time. When the resource is detached from the course or the course is archived, the bibliographic record will be automatically deleted.

Sitka Snippet Video - Adding Users to a Course (1:02) In the course, click on the Course users tab. Enter the barcode of the patron you’d like to add. Type in the role for the patron. The options are Instructor, Teaching Assistant, and Student. Click Add User. Adding a user The patron will display in the list. Adding a user Patrons assigned the role of Instructor or Teaching Assistant will display on the page for their associated course(s) in the the public catalogue. Adding a user If you wish users to be able to browse the course list in the public catalogue by instructor set the library setting Allow users to browse Courses by Instructor to TRUE.

When a course is finished for the term it can be archived. Archiving a course gives you the option to use it again in the future and means a record of the course is kept. When a course is archived all associated materials and students are removed. There is no confirmation to ask if you are sure you wish to archive the course so make sure you truly wish to archive your selected course before choosing the option. Go to Administration → Local Administration → Course Reserves List. Select the course you wish to archive and from the Actions menu choose Archive Selected. images/course-reserves/course-reserves-archive-1.png The course now displays as archived. All materials and students have been removed from the course. You can also archive a course using the Archive Course button found within a course. images/course-reserves/course-reserves-archive-2.png

Archived courses can be un-archived and used again. Go to Administration → Local Administration → Course Reserves List. Select the course you wish to archive and from the Actions menu choose Reopen Selected. images/course-reserves/course-reserves-un-archive-1.png The course is no longer archived. Materials and students that were previously associated with the course are not restored. You can also un-archive a course using the Unarchive Course button found within a course. images/course-reserves/course-reserves-un-archive-2.png

You can delete a course if it is no longer needed and you don’t want to keep a record of it by archiving it. When a course is deleted it cannot be restored. There is no confirmation to ask if you are sure you wish to delete the course so make sure you truly wish to archive your selected course before choosing the option. Go to Administration → Local Administration → Course Reserves List. Select the course you wish to delete and from the Actions menu choose Delete Selected. images/course-reserves/course-reserves-delete-1.png The message Deletion of Course was sucessful displays in the bottom right corner. The course is deleted and no longer displays in the grid. Courses with course users attached cannot be deleted. Users can be removed from the course through the Course Users tab.

Sitka Training Video - Booking Module (10:36)

Sitka Snippet Video - Create Reservations,window=_blank Only staff members may create reservations. A reservation can be started from a patron record, or from the booking module. To reserve catalogued items, you may start from searching the catalogue.

Retrieve the patron record. Click Other → Booking: Create Reservation. create reservation This will open the screen.

If you would like to reserve a catalogued item but do not know the item barcode, you may start with a catalogue search. In the staff client, click Cataloguing → Search the Catalogue. You may search by any bibliographic information. Click the title to display the record summary. Click Holdings View → select Copy → click Actions → Book Item Now. book item now This will open the screen. If you know the catalogued item’s barcode a reservation can be created from Item Status (Scan the barcode → Actions → Book Item Now).

Click Booking → Create Reservations. from the patron record, click Other → Booking: Create Reservation. from the catalogue record, click Holdings View → select Copy → click Actions → Book Item Now. create reservation Reservation type - Choose Single day reservation or Multiple day reservation single day reservation multi day reservation Reservation date - Enter the reservation date(s) Reservation details - use the filters to find a bookable resource Choose resource by type - use this to see all resources of a specific type create reservation Choose resource by barcode - use this if you know the barcode of the resource you want to reserve create reservation Click Create Reservation Confirm Reservation Details Patron barcode - enter or search for the patron barcode. Start time - choose or confirm the start time for the reservation. End time - choose or confirm the end time for the reservation. Reservation location - the library where the resource is picked up or used. Resource - choose Any resource to reserve any available resource of the chosen resource type or choose a specific resource barcode from the drop down menu. Notify by email? - check the box to notify the patron by email when the resource is ready for pick up Note - enter a note (optional) create reservation Click Confirm reservation or Confirm and show patron reservations to save the reservation.

The schedule start time and end time will match your Hours of Operation. Start Time - adjust the schedule start time. End time - adjust the schedule end time. Granularity - adjust the schedule granularity. Options are 15 min, 30 min or 60 min. schedule settings

Click Booking → Pull List. reservation pull list The pull list of reserved resources will appear reservation pull list Edit the Number of days to fetch. For example, if you would like to see only resources that are needed today, enter 1 in the box to retrieve a list of resources with reservations that start today. Click Actions → Print Pull List to print the pull list. reservation pull list

Click Booking → Capture Resources. capture resource Enter the resource barcode then press ENTER. capture resource The Capture succeeded message will appear and you will be prompted to print the reservation slip. capture resource Always capture reservations in Booking Module. Check In function in Circulation does not function the same as Capture Resources.

Click Booking → Pick Up Reservations. pick up reservations Enter the patron barcode The reservation(s) available for pickup will display. pick up reservations Show only captured resources if checked, only captured resources will display if unchecked, all the resources the patron has upcoming reservations for will display Select the resources you want to pick up and click Pick Up Selected. The screen will refresh to show that the patron has picked up the reservation(s). pick up reservations Reservations can also be picked up from the patron record. Retrieve the patron record → click Other → Booking: Pick Up Reservations. Always use the dedicated Booking Module interfaces for tasks related to reservations. Resources that have been captured for a reservation cannot be checked out using the Check Out interface, even if the patron is the reservation recipient.

Click Booking → Return Reservations. return reservations You can return the reservation by patron or resource barcode. Scan or enter the barcode. return reservations Select the resources you want to return and click Return Selected. return reservations The screen will refresh to show that the patron has returned the resource(s). return reservations Reservations can be returned from the patron record. Retrieve patron → click Other → Booking: Return Reservations. When a reserved resource is brought back, staff must use the Booking Module to return the reservation.

Sitka Snippet Video - Manage Reservations (2:17) A reservation can be cancelled or edited from the patron’s record or from Manage Reservations.

Retrieve the patron’s record. Click Other → Booking: Manage Reservation. manage reservations

Click Booking → Manage Reservations. manage reservations Use the filters to find specific reservations Filter by patron manage reservations Filter by resource manage reservations Filter by resource type manage reservations Select the reservation → Click Actions to see a list of available Actions. manage reservation actions

Select the reservation(s) → Click Actions → Cancel Selected A pop-up will ask you to confirm the cancellation → Click Confirm A confirmation message will appear - Reservation successfully canceled.

You can change the start time and/or the end time of a reservation. You can also add a Note. Select the reservation → Click Actions → Edit Selected The reservation record editor will open edit reservation Edit the reservation Click Save

Staff with the required permissions can create bookable non-bibliographic resources such as laptops, projectors, and meeting rooms. The following pieces make up a non-bibliographic resource: Resource Type Resource Resource Attribute Resource Attribute Values Resource Attribute Map You must create Resource Types and add Resources (booking items) to individual resource types. Resource Attributes are optional. Resource attribute may have multiple values. You need to link the applicable features (resource attributes and values) to individual items (resource) through the Resource Attribute Map. Before you create resources (booking items) you need to have a resource type and associated resource attributes and values, if any, for them.

Select Administration → Booking Administration → Resource Types. A list of current resource types will appear. You may also see catalogued items in the list. Those items have been marked bookable or booked before. To create a new resource type, click New Resource Type in the top right corner. new resource type A box will appear in which you create your new type of resource. new resource type Catalog Item - (Function not currently available.) Fine Amount - The amount that will be charged at each Fine Interval. Fine Interval - How often will fines be charged? second(s), minute(s), hour(s), day(s), week(s) 00:00:30, 00:01:00, 01:00:00 Inter-booking and Inter-circulation Interval - The amount of time required by your library between the return of a resource and a new reservation for the resource. Max Fine Amount - The amount at which fines will stop generating. Owning Library - The home library of the resource. Resource Type Name - Give your resource a name. Transferable - This allows the item to be transferred between libraries. Click Save.

Click Administration → Booking Administration → Resources. Click New Resource in the top right corner. new resource A box will appear. Add information for the resource. new resource Owning Library - The home library of the resource. Resource Type - Type in the first letter of the resource type’s name to list then select the resource type for your item. Barcode - Barcode for the resource. Overbook - This allows a single item to be reserved, picked up, and returned by multiple patrons during overlapping or identical time periods. Is Deposit Required Deposit Amount User Fee Click Save.

Select Administration → Booking Administration → Resource Attributes. Click New Resource Attribute in the top right corner. new resource attribute A box will appear in which you can add the attributes of the resource. Attributes are categories of descriptive information. For example, an attribute of a projector may be the type of projector. Other attributes might be the number of seats available in a room, or the computing platform of a laptop. new resource attribute Resource Attribute Name - Give your attribute a name. Owning Library - The home library of the resource. Resource Type - Type in the first letter to list then choose the Resource Type to which the Attribute is applicable. Is Required - (Function not currently available.) Click Save. One resource type may have multiple attributes. You may repeat the above procedure to add more.

Select Administration → Booking Administration → Resource Attribute Values. Click New Resource Attribute Value in the top right corner. new resource attribute value A box will appear in which you assign a value to a particular attribute. Values can be numbers, words, or a combination of them, that describe the particular aspects of the resource that have been defined as Attributes. As all values appear on the same list for selection, values should be as unique as possible. For example, a laptop may have a computing platform that is either PC or Mac. new resource attribute value Owning Library - The home library of the resource. Resource Attribute - The attribute you wish to assign the value to. Valid Value - Enter the value for your attribute. Click Save.. Each attribute should have at least two values attached to it; repeat this process for all applicable attribute values.

Use Resource Attribute Maps to bring together the resources and their attributes and values. Select Administration → Booking Administration → Resource Attribute Maps. Click New Resource Attribute Map in the right top corner. assign resource attribute A box will appear in which you will map your attributes and values to your resources. assign resource attribute Resource - Enter the barcode of your resource. Resource Attribute - Select an attribute that belongs to the Resource Type. Attribute Value - Select a value that belongs to your chosen attribute and describes your resource. If your attribute and value do not belong together you will be unable to save. Click Save. A resource may have multiple attributes and values. Repeat the above steps to map all.

Staff with the required permissions can edit aspects of existing non-bibliographic resources. For example, resource type can be edited in the event that the fine amount for a laptop changes from $2.00 to $5.00.

Bring up your list of resource types. Select Administration → Booking Administration → Resource Types. A list of current resource types will appear. Select the check box of the resource type you want to edit. Click Actions → *Edit Selected. The resource type box will appear. Make your changes and click Save. Following the same procedure you may edit Resource Attributes, Attribute Values, Resources and Attribute Map by selecting them on Administration → Booking Administration.

To delete a booking resource, go to Administration → Booking Administration → Resources. Select the check box of the resource you want to delete. Click Actions → *Delete Selected. The resource will disappear from the list. Following the same procedure you may delete Resource Attributes Maps. You may also delete Resource Attribute Values, Resource Attributes and Resource Types. But you have to delete them in the reverse order as when you created them to make sure the entry is not in use when you try to delete it. This is the deletion order: Resources → Resource Attribute Values → Resource Attributes → Resource Types.

Administration functions are available on the Administration dropdown menu. Functions on this menu are grouped into either the target module that the configuration applies to or the effect scope, e.g. individual workstations, libraries or the whole consortium. These function are visible to anyone logged into the staff client but most of them require special permissions to edit. Workstation Administration: Here you may register your computer with extra libraries, configure printer settings, print templates, workstation’s settings and their storage location. Local Administration: Most settings applied to individual libraries are configured here. Server Administration: Settings here are mainly applied to the whole consortium. But individual libraries can configure a few items, such as, call number prefix/suffix, library’s operation hours and addresses under Organizational Units. User Permission Editor: Local system administrators may add extra permissions to individual staff accounts. You may access most of the administration functions but attempting to edit may fail silently if you do not have the required permission. Your editing will not be saved.

Click Administration → Workstation → Registered Workstations Choose your library short code from the drop down menu. Enter a unique workstation name → Click Register. If you are re-registering a workstation, you can use the workstation’s previous name to keep your workstation settings. The new workstation is listed in the Workstations Registered With This Browser menu → click Use Now to return to the login page. Workstation Registration Multi-branch library administrators and federation coordinators may require multiple workstations.

A drop down menu shows the Workstations registered with this browser. Use the drop down to choose a registered workstation Click Use Now to go to the staff client login page. Click Mark as Default to make the selected workstation your default. Click Remove to deleted the selected workstation. Workstation Registration

Click Administration → Workstation → Printer Settings

If you do not have Hatch installed on your computer you will see this message "Hatch is not installed in this browser. Printing must be configured via the native browser print configuration." images/admin/printersettingnohatch.png

If Hatch is installed on your computer you will use this screen to setup your printer defaults. images/admin/printersettinghatch.png

Receipt Template Editor Receipt Template EditorMacros Macros Receipt Template EditorCheckout Checkout Most of the receipts that print from the Evergreen staff client software are managed via the Print Template Editor (Administration → Workstation → Print Templates) and can be customized on an individual workstation basis. Typically, library systems will set up the receipts the way they want them to print out on one workstation at a branch, then export the settings as a file and import that file to each of the other workstations at that branch. If Hatch is installed receipts can be forced to use specific printer settings. Printer Settings can be set at Administration → Workstation → Printer Settings. This is a complete list of the receipts currently in use in Evergreen. Bills, Current: Listing of current bills on an account. Bills, Historic: Listing of bills that have had payments made on them. This used on the Bill History Transaction screen. Bills, Payment: Patron payment receipt. Checkin: List of items that have been entered in to the check-in screen. Checkout: List of items currently checked out by a patron during the transaction. Hold Transit Slip: This is printed when a hold goes in-transit to another library. Hold Shelf Slip: This prints when a hold is fulfilled. Holds for Bib Record: Prints a list of holds on a Title record. Holds for Patron: Prints a list of holds on a patron record. Hold Pull List: Prints the Holds Pull List. Hold Shelf List: Prints a list of hold that are waiting to be picked up. In-House Use List: Prints a list of items imputed into In-house use. Item Status: Prints a list of items imputed into Item Status. Items Out: Prints the list of items a patron has checked out. Patron Address: Prints the current patrons address. Patron Note: Prints a note on a patron’s record. Renew: List of items that have been renewed using the Renew Item Screen. Transit List: Prints the list of items in-transit from the Transit List. Transit Slip: This is printed when an items goes in-transit to another location.

In Evergreen, go to Administration → Workstation → Print Templates. Select the Template Name of the receipt you wish to customize. images/admin/printtemplate1.png If Hatch is enabled, you can choose different printers for different receipts with the Force Printer Context field. Otherwise, disregard this field. Make changes to the code in the Template editor field on right. Examples of code and formatting are below. Click Save Locally. images/admin/printtemplate2.png

The print templates follow W3C HTML standards http://w3schools.com/html/default.asp. Print templates use variables for various pieces of information coming from the Evergreen database. These variables deal with everything from the library name to the due date of an item. Information from the database is entered in the templates with curly brackets. Different types of print templates have access to different pieces of information. Example: {{checkout.title}} Some print templates have sections that are repeated for each item in a list. For example, the portion of the Checkout print template below repeats every item that is checked out in HTML list format by means of the ng-repeat in the li tag. <ol> <li ng-repeat="checkout in circulations"> <b>{{checkout.title}}</b><br/> Barcode: {{checkout.copy.barcode}}<br/> Due: {{checkout.circ.due_date | date:"short"}}<br/> </li> </ol> Goal Original Code Result Bold (HTML) hello <b>hello</b> hello Bold (CSS) hello <span style="font-weight:bold;">hello</span> hello Capitalize circulation <span style="text-transform:capitalize;">circulation</span> Circulation Currency 1 {{1 | currency}} $1.00 Code Result {{today}} 2017-08-01T14:18:51.445Z {{today | date:'short'}} 8/1/17 10:18 AM {{today | date:'M/d/yyyy'}} 8/1/2017 Code Result {{xact.summary.balance_owed | currency}} $2.50

You can use Angular JS to only print a line if the data matches. For example: `$$<div ng-if="hold.email_notify == 't'">Notify by email: {{patron.email}}</div>$$` This will only print the “Notify by email:” line if email notification is enabled for that hold. See also: https://docs.angularjs.org/api/ng/directive/ngIf

To print just a substring of a variable, you can use a limitTo function: {{variable | limitTo:limit}} where limit is the number of characters you want. Original Code Result The Sisterhood of the Traveling Pants {{checkout.title | limitTo:10}} The Sisterhood of th 123456789 {{patron.card.barcode | limitTo:-5}} 56789

You can use HTML and CSS to add an image to your print template if you have the image uploaded onto a publicly available web server. The logo image from your Evergreen public catalogue can be used for this. <img src="https://LIBRARYCODE.PROVINCE.catalogue.libraries.coop/eg/opac/images/small_logo.png" style="width:150px;padding:5px;">

You can sort the items in an ng-repeat block using orderBy. For example, the following will sort a list of holds by the shelving location first, then by the call number: `$$<tr ng-repeat="hold_data in holds | orderBy : ['copy.location.name','volume.label']">$$`

Click Reset to Default.

To quickly set up all workstations in a branch in the same way, set up one workstation’s receipt templates completely, then use the “Export Customized Templates” function to save an external file of templates that you can import into other workstations. Just remember to 'Save Locally' once you import the receipts on the new machine.

Click Export Customized Templates. The file will open in your default text editor, select the location to save the file to, name the file, and click Save. Click OK.

Click Import. Navigate to and select the file that you want to import. Click Open. A message displays advising file imported. Click Save Locally.

Tag Notes {{current_location.name}} Current library’s full name {{current_location.shortname}} Current library’s short name {{current_location.email}} Current library’s email address {{current_location.phone}} Current library’s phone number {{today}} Today’s time and date - raw data {{today|date:'short'}} Readable time and date: 8/1/17 10:18 AM {{today|date:'M/d/yyyy'}} Date only: 8/1/2017 {{staff.first_given_name}} Staff first name Tag Notes {{xact.summary.balance_owed}} Balance remaining {{xact.copy_barcode}} Barcode {{xact.id}} Bill ID {{xact.xact_start}} Bill start date {{xact.summary.xact_type}} Bill type (circulation vs. grocery) {{xact.summary.last_billing_note}} Last billing note {{xact.summary.last_billing_type}} Last billing type {{xact.summary.last_payment_note}} Last payment note {{xact.summary.last_payment_type}} Last payment type {{xact.title}} Title {{xact.summary.total_owed}} Total billed {{xact.summary.total_paid}} Total paid Tag Notes {{xact.summary.balance_owed}} Balance remaining {{xact.copy_barcode}} Barcode {{xact.id}} Bill ID {{xact.xact_start}} Bill start date {{xact.summary.xact_type}} Bill type (circulation vs. grocery) {{xact.summary.last_billing_type}} Last billing type {{xact.summary.total_owed}} Total billed {{xact.summary.total_paid|currency}} Total paid {{xact.summary.last_billing_note}} Last billing note {{xact.summary.last_billing_type}} Last billing type {{xact.summary.last_payment_note}} Last payment note {{xact.summary.last_payment_type}} Last payment type {{xact.title}} Title {{xact.summary.total_owed}} Total billed {{xact.summary.total_paid}} Total paid Tag Notes {{payment_applied}} Amount paid {{amount_voided}} Amount voided {{change_given}} Change given {{payment_note}} Payment note {{payment_type}} Payment type {{previous_balance}} Previous balance {{new_balance}} Remaining balance {{payment.xact.copy_barcode}} Barcode {{payment.xact.summary.last_billing_type}} Last billing type {{payment.xact.id}} Payment ID {{payment.amount}} Payment received {{payment.xact.title}} Title Tag Notes {{checkin.copy_barcode}} Barcode {{checkin.call_number.label||"Not Cataloged"}} Call Number (if no call number, displays “Not Cataloged”) {{checkin.title}} Title Tag Notes {{patron_money.balance_owed}} Amount Owed {{checkout.author}} Author {{checkout.copy_barcode}} Barcode {{checkout.call_number.label}} Call Number {{checkout.circ.due_date}} Due Date {{checkout.copy.price}} Price {{checkout.title}} Title Tag Notes {{hold_data.author}} Author {{hold_data.copy.barcode}} Barcode {{hold_data.volume.label}} Call number {{hold_data.hold.hold_type}} Hold type {{hold_data.part.label}} Part {{hold_data.copy.location.name}} Shelving location {{hold.title}} Title Tag Notes {{call_number.label}} Call Number {{today}} Hold available date div ng-switch on="hold.behind_desk">div ng-switch-when="t">strong>Private - Hold Behind Desk/strong>/div>div ng-switch-when="f">strong>Public Holds Shelf/strong>/div>/div> Hold location (Hold behind desk or public holds shelf) ol>li ng-repeat="note in hold_notes|filter: {slip : 't'}">strong>{{note.title}}/strong>br/>{{note.body}}/li>/ol> Hold Notes {{hold.request_time | date:'M/d/yyyy'}} Hold request date {{hold.shelf_expire_time | date:'M/d/yyyy'}} Hold shelf expire date {{author}} Item author {{copy.barcode}} Item barcode {{title}} Item title {{hold.email_notify}} Returns true or false flag {{hold.phone_notify}} Notification phone number {{hold.sms_notify}} Notification SMS text number {{patron.card.barcode}} Patron barcode {{patron.email}} Patron email address {{patron.first_given_name}} Patron first name {{patron.family_name}} Patron last Name {{patron.second_given_name}} Patron middle name Tag Notes {{dest_address.city}} Destination city {{dest_courier_code}} Destination courier code {{dest_location.name}} Destination full name {{dest_location.shortname}} Destination short name {{dest_address.state}} Destination state {{dest_address.street1}} Destination street address 1 {{dest_address.street2}} Destination street address 2 {{dest_address.post_code}} Destination zip code {{hold.behind_desk}} Hold behind desk {{hold.request_time}} Hold request date {{author}} Item author {{copy.barcode}} Item barcode {{title}} Item title {{hold.email_notify}} Notification email address {{hold.phone_notify}} Notification phone number {{hold.sms_notify}} Notification SMS text number {{patron.card.barcode}} Patron barcode {{patron.first_given_name}} Patron first name {{patron.family_name}} Patron last Name {{patron.second_given_name}} Patron middle name Tag Notes {{holds[0].title}} Title {{hold_data.author}} Author {{hold.copy.barcode}} Hold target copy barcode {{hold.hold.request_time}} Hold request date {{hold.patron_barcode}} Patron barcode {{hold.patron_alias}} Patron hold alias {{hold.patron_last}} Patron last name Tag Notes {{hold.author}} Author div ng-if="hold.hold.email_notify == 't'"> {{hold.hold.requestor.email}} /div> Notify by email (shows email only if selected) {{hold.hold.phone_notify}} Notify by phone (shows number) {{hold.hold.sms_notify}} Notify by SMS text (shows number) {{hold.hold.pickup_lib.name}} Pickup library {{hold.hold.request_time}} Request date {{hold.title}} Title Tag Notes {{ihu.copy.barcode}} Barcode {{ihu.num_uses}} Number of uses Tag Notes {{copy.barcode}} Barcode {{copy['call_number.record.simple_record.title']}} Title Tag Notes {{checkout.copy.barcode}} Barcode {{checkout.circ.due_date}} Due date {{checkout.title}} Title Tag Notes {{patron.first_given_name}} Patron first name {{patron.second_given_name}} Patron middle name {{patron.family_name}} Patron last name {{address.street1}} Street address 1 {{address.street2}} Street address 2 {{address.city}} City {{address.state}} State {{address.post_code}} Zip code Tag Notes {{note.value}} Note contents {{note.create_date}} Note creation date {{note.title}} Note title {{note.usr.card.barcode}} Patron barcode {{note.usr.first_name}} Patron first name {{note.usr.family_name}} Patron last name {{note.usr.second_given_name}} Patron middle name Tag Notes {{renewal.copy.barcode}} Barcode {{renewal.circ.due_date}} Due date {{renewal.title}} Title Tag Notes {{transit.target_copy.barcode}} Barcode {{transit.source_send_time}} Date sent {{transit.dest.shortname}} Short name of destination library {{transit.source.shortname}} Short name of sending library {{transit.target_copy.call_number.record.simple_record.title}} Title Tag Notes {{dest_address.city}} Destination city {{dest_courier_code}} Destination courier code {{dest_location.name}} Destination full name {{dest_location.shortname}} Destination short name {{dest_address.state}} Destination state {{dest_address.street1}} Destination street address 1 {{dest_address.street2}} Destination street address 2 {{dest_address.post_code}} Destination zip code {{author}} Item author {{copy.barcode}} Item barcode {{title}} Item title

Go to Administration → Workstation → Stored Preferences Here you can view stored user preferences. User settings are added to the list whenever you choose to Save Columns, Set default view or pick a value from a sticky drop down menu. Click on a preference to view the stored value. Click on the delete (X) button to remove a preference’s value images/admin/usersettings.png

Saved settings for this workstation only

Saved settings via Hatch

Saved settings for any workstation registered to your library

Hatch is an optional installable program that works with your browser to manage complex printing needs (such as printing to different printers under different circumstances). Refer to for installation instructions.

Hatch will only work with Windows 7, 8, and 10 at this time. If you are going to submit a ticket, include the version in your ticket, as well as whether it is 32 or 64-bit. You can find this by: Click on the Windows Start button. Right-click on Computer. Click on Properties.

Verify that the Java Runtime Environment (JRE) is up to date (version 8 update 161 or higher). If you are unsure which version you have, view your computer’s list of programs or simply download and install the latest version from: https://www.java.com/en/download/help/windows_manual_download.xml You can also check to be sure that your operating system is able to find the path to Java: Open up a command window (Start Menu, type in cmd). Type in: java -version You should see the Java version number listed. If there is a problem, you will see an error message.

Verify that you are running the correct version of Hatch (0.3.2). You can see this from your computer’s list of programs Control Panel > Programs and Features. Confirm a "lib" directory exists in the Hatch install directory and that it includes a hatch.jar file images/admin/hatchlibdirectory.png Open up a command window (Start Menu, type in cmd). Enter command C:\>cd %ProgramFiles(x86)%\ Enter command C:\Program Files (x86)\Hatch>hatch.bat test images/admin/testhatch.png Either take a screenshot or copy and paste the text that appears in the command window.

Verify that you are running the correct version of the Hatch Chrome Extension (0.2.2). Click Menu. images/intro/browser1.png Click More Tools. Click Extensions. Scroll down to Hatch Native Messenger. Verify that it is version 0.2.2 and Enabled. When the Hatch Extension is installed and enabled, a small yellow icon should appear in the top-right corner of the browser: In Chrome, click Menu. Select More Tools. Select Extensions. Enable Developer Mode. Choose Hatch Native Messenger. Click on the link that says "background" page. (This will open a new window.) Select the Console tab. Change the "Default" drop down to be sure that Verbose is checked. Either take a screen shot or copy and paste the text that appears in the console when you see the errors occurring. Be sure to include any of the errors that display in red.

Go to Administration → Workstation → Tests

Latency Test This will measure the websocket latency between your workstation client and the Evergreen server. Click Start Test to run the test Click Copy to Clipboard to copy the results Click Clear to clear the results images/admin/latency-test.png Average Latency - Indicates how long it takes for your workstation to communicate with Sitka’s Evergreen servers.

Sounds Disable Sounds Sound is on by default in the Evergreen staff client. You can test the sounds and disable them if desired. Go to Administration → Workstation Click the buttons to test the staff client sounds. images/admin/sounds-test-1.png Distinct sounds will be played for each event. Success Info Warning Error Check the box for Disable Sounds to turn off the staff client sounds. images/admin/sounds-test-2.png This will also disable the sound test buttons.

Library Selector Sitka Snippet Video - Turning on Full Library Names (1:19) Go to Administration → Workstation Check the box for Include Full Library Names in Library Selector to show the full name, as well as the short code, in library selectors in the staff client. images/admin/library-selector-name-setting-1.png Log out of the staff client. Clear your browser cache. See . Log into the staff client. The full library name will now display in the library selector drop down. This setting only applies to library selectors written in angular code, such as the staff catalogue. Library selectors in older interfaces, such as most of circulation, will not show the full name. Libraries can expect to see this setting apply to more interfaces in the future as the older parts of the staff client are re-written in the newer code.

Staff should not use the search preferences settings found in Workstation Administration. Instead, search preferences should be set from within the staff catalogue. See .

The following table describes each of the menu options in use and their required permission levels. Contact Co-op support team if you have questions about settings that cannot be edited with a Local System Administrator (LSA) account. Menu option Description Permission To create a queue of ALL overdue items by selected patron profiles at selected libraries to be marked lost. It does not support date parameter. This feature is mainly for school libraries' end of term process. To automatically mark items lost when they are overdue for x days, contact Co-op support LSA Auto-Print Settings To block automatic receipt printing in selected staff client transactions LSA View summary report of cash transactions for selected date range All staff View circulation policies Viewable to LSA. Contact Co-op support for editing Set library ad hoc closure dates (affects due dates and fines) LSA Set library-specific thresholds for maximum items out, maximum overdues, and maximum fines LSA Interface to create holdings templates LSA/Cataloguers not to display copy alert on selected actions LSA Searchable copy information LSA Detailed library configuration settings LSA/Co-op suppport Create and edit optional non-catalogued item types LSA Patrons with Negative Balances Display a list of patron accounts with negative bill balances, to whom the library may owe refunds All staff Create and edit copy locations, also known as shelving locations LSA Allows one or more shelving locations to be grouped together as a search location. LSA Change display order of copy locations on Holds Pull list, also known as shelving locations LSA Create and manage optional categories for detailed patron/item information LSA Create patron surveys to be completed at patron registration LSA View items in transit to or from your library during selected date range All staff List the most recent transactions processed on the workstation All staff

The Age Overdue Circs to Lost feature allows you to create a queue of items to be marked lost. ALL overdue items by selected patron profiles at selected libraries will be marked Lost. This feature does not support a date parameter. ALL overdue items by selected patron profiles at selected libraries will be marked Lost. It is mainly for school libraries' end of term process. To automatically mark items lost when they are overdue for x days, contact Co-op support. Click Administration → Local Administration → Age Overdue Circs to Lost Choose the User Profile and Circulation Library for the overdue circulations you wish to age to a Lost status. Note the descendants of these values (sub-groups, sub-libraries) will also be affected. Check the Are you Sure? check box. Click Queue for Aging images/admin/ageoverduetolost.png Evergreen will process the request and create action trigger events for all overdue items for the selected patron profiles at the selected libraries. You will see a Processing Complete message with a count of Events created. images/admin/ageoverduetolost_2.png The number of events created indicates the number of items which will be marked Lost. Please email Support if you would like this feature turned on for your library. Please indicate if you would like to send an automatic email when the items are marked lost.

Sitka does not currently use the Carousels feature in the Evergreen public catalogue. Libraries using LibPress can find information on using carousels in the Sitka Carousels section of the LibPress manual.

Evergreen generates a basic cash reports libraries can use to track the payments made. Libraries can also create customized payment reports through the Reporter. Sitka templates related to billing can be found in the Bills Payments folder under Sitka_templates. Go to Administration → Local Administration → Cash Reports. By default the cash report for the current day will display. As needed, adjust the start date and the end date to see cash reports for a particular period. Multi-branch libraries can change the library and click Submit to see reports for different branches. The report is divided into two section. The Desk Payments tab includes payments that have been made by cash, cheque, credit card, and debit card. images/admin/cash-report-1.png The Staff User Payments tab includes payments that have been made by patron credit, forgiving bills, work, and goods. images/admin/cash-report-2.png There is a bug on the Staff User Payments tab where a column displays for Debit Payment. Staff should use the column picker to remove the column.

Circulation Policies PoliciesCirculation Circulation Circulation policies define the loan rules when an item is checked out. The policies are applied based on factors including the item’s circulation modifier, shelving location, and the patron’s permission profile. When an item is scanned for check out, Evergreen checks the following to determine if the item can be checked out to the patron and, if so, with what parameters: Group Penalty Thresholds for the check out library Item’s Status Circulate flag for the item’s Shelving Location Circulate flag for the item Circulation Policies for the check out library Library Operating Hours for the check out library Closed Dates Editor for the check out library

ViewCirculation Policies Circulation Policies Circulation PoliciesView View Sitka Training Video - Viewing Your Circulation Policies (2:15) Local system administrators can view their library’s circulation policies within Evergreen. Go to Administration → Local Administration → Circulation Policies. The library selector will be scoped to your workstation’s location. Multi-branch libraries will need to select their system in order to see their policies. View all your policies at once or filter to see specific policies. images/admin/circ-policy-view-1.png There are many fields for circulation policies that are not used by Sitka. Co-op Support recommends using the columns that are displayed in the screenshot above as a guide when adjusting the columns that display. See the section called Display Columns for information on managing the columns. Library staff with reporter permissions can run a report to view their library’s circulation policies. In the reporter go to Shared Folders → Templates → Sitka_templates → Local Administration Clone the template Circulation Policies by Checkout Library into your folders and run the report for your library.

Circulation policies can be divided into two parts - the pieces that determine which patrons and items a policy applies to, and the pieces that determine how the policy is applied. Who/What Does A Policy Apply To (Circulation Policy Filters) Patron Profile (Main Profile Permission Group) Org Unit (Check Out Library) Copy Circ Lib (Circulating Library) Patron Home Library Circulation Modifier Shelving Location Reference Item Age The filters are weighted differently in the system. For most libraries, the system looks at the patron group, then at the libraries involved, then the circulation modifier, then the shelving location, then whether or not the item is reference, and then the age of the item. images/admin/circ-policy-understand-1.png All libraries have at least one default circulation policy. The default policy has no circulation modifier or shelving location specified, and so applies to all check outs unless there is a more specific policy that applies to a check out. More specific policies will look at the item’s circulation modifier, shelving location, reference flag, and item age individually or in combination to determine if policy should be used for the check out. In Sitka, most circulation policies are based off the item’s circulation modifier. While circulation policies can be based off shelving location, additional set up is required to enable this for a library. Some libraries apply different policies to different patron profiles. Libraries that do this will see separate default policies for the different patron groups. Generally, policies are set for the patron group at the top of the permission tree and then additional policies are added for more specific patron groups as needed. For example, most public libraries have policies set for Public Library Users which apply to all patron groups unless there’s a policy for a more specific group such as PL Extended Loans. Libraries that participate in reciprocal borrowing will see policies with different organizational units specified for the circulating library and patron’s home library. These policies tell Evergreen how to handle items and patrons from other libraries who are checking out at your library. For example, libraries participating in Interlibrary Connect may have different loan durations or renewals for items that come from another library compared to the items the library owns. Additionally, libraries participating in BC One Card may have items that can only be checked out by patrons who live in the library’s service area, and so need policies to block check outs by patrons visiting from other areas. The image below shows two policies. The first policy blocks patrons with a home library that falls within the Green Land Consortium from borrowing items that use the circulation modifier special-collection at Maple Public Library. The second policy allows patrons of Maple Public Library to borrow those items. images/admin/circ-policy-understand-3.png How Is the Policy Applied Circulate? - true/false Duration Rule - includes renewals and auto-renewals Renewals Override Recurring Fine Rule Maximum Fine Rule Grace Period Override Hard Due Date Item Specific Limit images/admin/circ-policy-understand-2.png The circulate flag, on a circulation policy, when set to false will block a check out from going through. (In the circulation policy report, a 1 indicates true while a 0 indicates false.) Staff with the appropriate permission level can force the check out through. If the check out is forced it will follow the other parameters, such as duration, that are specified in the policy. Duration rules will display in one of four ways in circulation policies: SHORT_NORMAL_LONG_RENEWAL (ie. 3_7_14_100) SHORT_NORMAL_LONG_RENEWAL_AR (ie. 3_7_14_100_AR) NORMAL_RENEWAL (ie. 21_0) - this is an older naming convention which is being phased out NORMAL_RENEWAL_AR (ie. 21_0_AR) - this is an older naming convention which is being phased out AR indicates that auto-renewals apply to items checked out using the duration rule. When applying the duration rule, Evergreen looks at the value in Loan Duration for the item, set via the Holdings Editor, to tell it what duration to assign the check out. The default value is Normal. Renewals override it will override the number of renewals specified in the duration rule. Recurring fine rule specifies the amount a patron is charged on an hourly or daily basis until the item is returned; set to lost, claimed returned, or claimed never checked out; or reaches the amount specified in the maximum fine rule. Hourly recurring fines indicate per hour in the fine rule name. The fine level can be set as Low, Normal, or High for an item via the Holdings Editor. This is rarely used in Sitka’s Evergreen. The grace period override enables libraries to specify a different grace period per circulation policy. Sitka’s Evergreen has a default grace period for all check outs of one day. The hard due date is set up separately, and linked to the relevant circulation policies, so that Evergreen can use the current hard due date and applicable settings to determine what due date to give the item. Item specific limits can be applied to specific circulation policies to restrict how many items using a particular circulation modifier or shelving location can be out to a patron at a time. For example, an item specific limit can restrict a user to having 5 items with the circulation modifier dvd out at a time. The limits can also have combinations specified, so you can have a limit of up to 5 items using the circulation modifier dvd, dvd-feature, or video. Item specific limits can’t be included in the circulation policy report, so contact Co-op Support if you have questions about your existing limits. As you can see from the options, Evergreen can handle complex circulation policy needs, but, keep in mind the more policies you have and the more complex they are the more complicated it is to troubleshoot when items aren’t circulating as expected.

TroubleshootingCirculation Policies Circulation Policies Circulation PoliciesTroubleshooting Troubleshooting Sitka Training Video - Troubleshooting Your Circulation Policies (3:12) There are three common reasons why items do not circulate as expected: Policy has changed and the circulation policy needs to be updated in Evergreen to match your actual library policy. The expected policy does not currently exist in Evergreen. To prevent these issues it is a good idea to regularly review your circulation policies using the report and request changes as needed. The item attributes for the item are incorrect. Most commonly the circulation modifier is incorrect or missing. To check the item attributes: Enter the item barcode into Item Status and click on Detail View. Here you can see the item attributes as well as the circulation policy applied to the current check out. images/admin/circ-policy-troubleshoot-1.png Check the values for Circulate, Circ Library, Owning Library, Shelving Location, Loan Duration, Fine Level, Reference, and Circ Modifier. If any values are incorrect, edit the item to have the correct values. Once the item is updated, to apply the correct policy you need to check the item in and then back out to the patron. If the item still doesn’t follow the expected policy, double check that the patron’s permission profile matches what is specified in the policy you expect to be followed. If the item still doesn’t follow the expected policy, contact Co-op Support for assistance. In your ticket make sure to include the item barcode, the patron barcode, and a description of what is currently happening (and what should be happening). If you’re unsure about what values are used for different policies, you can run the circulation policy report to view your current circulation policies.

ChangeCirculation Policies Circulation Policies Circulation PoliciesChange Change UpdateCirculation Policies Circulation Policies EditCirculation Policies Circulation Policies Only Co-op Support can edit circulation policies. Local system administrators can view circulation policies within Evergreen, but making changes and clicking save will have no effect. Submit a ticket to Co-op Support to request changes to your circulation policies. We recommend submitting your request at least one week before you’d like the change to go into effect. In your request, please include the specific changes you need made. When requesting a new circulation policy you must include: Circulation modifier, shelving location, or item age What patron group(s) the policy applies to Loan duration Number of renewals Recurring fine - if you don’t charge fines please specify zero Maximum fine amount - if you don’t charge fines please specify zero If additional parameters are needed such as item specific limits, grace period overrides, or hard due dates please include that information. If the policy should have different parameters for different patron groups, or based on the patron’s home library, please specify that as well. When selecting a circulation modifier to use for a new circulation policy, please pick one that is not already used at your library from the list of recommended circulation modifiers. If you are making extensive changes to your circulation policies, please make sure to contact Co-op Support well in advance of when you would like the new policies to go into effect. In those circumstances, we recommend running the circulation policies report, making all your desired changes on the report in a spreadsheet program, and then sending the updated spreadsheet to Support. Changes made to circulation policies only apply to new circulations. Items already checked out will continue to follow the policy that was in place at the time of check out until the item is checked in.

Circulation PoliciesFine Free Fine Free Fine Free If your library decides to go fine free, your circulation policies need to be updated. To make the change we need to know the following: What date does this go into effect? Are there any items (based on circulation modifier) that should still generate fines? Are there any patron groups who should still get fined? Are borrowers from other libraries exempt from fines? (ie. BC One Card users) Do you want existing overdue fines voided or will staff manually resolve them as patrons come in? We do not void partially paid fines. We can generate a list of those for library staff to resolve manually.

Sitka Snippet Video - Setting Closed Dates (2:18) These dates are in addition to your regular weekly closed days (see ). Both regular closed days and those entered in the Closed Dates Editor affect due dates, fines, and targeting for holds. The due date for daily loans will fall on a day marked partially closed.

To enter closed dates: Go to Administration → Local Administration → Closed Date Editor. Click Add Closing Closed Dates Editor By default the Library field is populated with the workstation’s location. Multi-branch libraries must set closed dates at the branch level. This can be done individually by branch or by setting Library to the system level organizational unit and then checking the box for Apply to all of my libraries to apply the closing to all branches. Select the type of closing from the drop down menu. One Full Day - use for single day closure. Multiple Days - use for closures spanning more than one day. Detailed - use for closures involving a partial day closure. Depending on the closing type enter the required dates and time. Enter the reason for the closing. Click OK. Closed Dates Editor The closed date displays in the grid and will also display in the Upcoming Closures section of the Library Information page on your public catalogue. The closed period is your local time.

Sitka Snippet Video - Emergency Closures (1:37) If your library needs to close unexpectedly it is important to enter the closure as an emergency closure to alert patrons and reduce staff workload. When an emergency closing is processed due dates are adjusted to fall on the day they would have had the closing been in place at the time of check out; hourly loans have their due date adjusted to the end of the day following the closing. Depending on a library’s settings any fines acrrued doing the closing may be voided. Notification emails will be sent to patrons to alert them to the change in due date. The notification email is a global email and cannot be customized for individual libraries. The section Temporary Library Closures contains additional recommendations from Co-op Support for libraries having to close unexpectedly.

Go to Administration → Local Administration → Closed Date Editor. Click Add Closing Fill out the top section of the form as you would for a regular closed date. Check the box for Emergency. Check the box for Process immediately. Emergency Closure Click OK. A summary of what has been processed during the emergency closing will display. Emergency Closure

If your emergency closure needs to be extended past the original end date you must add a new emergency closing in order to move your due dates ahead again. In this circumstance do not edit the existing closure. If your library re-opens earlier than expected you need to edit the End date for your closure to be the last day you were actually closed on. This is important as otherwise Evergreen still thinks the library is closed and some functions, like hold targetting, may not behave as expected. Go to Administration → Local Administration → Closed Date Editor. Select the applicable closure and from the Actions menu choose Edit Closing. Edit the End date to be the final day you were closed. Screenshot highlighting the end date field Click OK.

location administrationCirculation limit Circulation limit Group penalty thresholds block circulation for users who exceed maximum fine limits, check out limits, number of overdue items, and number of lost items. Settings for your library are visible under Administration → Local Administration→ Group Penalty Thresholds. There are four penalties in use now. PATRON_EXCEEDS_FINES: Blocks new circulations, renewals, and placing of holds if patron exceeds X in fines PATRON_EXCEEDS_OVERDUE_COUNT: Blocks new circulations, renewals, and placing of holds if patron exceeds X overdue items PATRON_EXCEEDS_CHECKOUT_COUNT: Blocks new circulations if patron exceeds X items out PATRON_EXCEEDS_LOST_COUNT: Blocks new circulations, renewals, and placing of holds if patron exceeds X lost items Other penalties are not used by Sitka. Accounts that meet or exceed penalty thresholds display an alert message when opened and require staff overrides for blocked transactions. See for information on how this displays in a patron account. Local Penalty Thresholds Group penalty thresholds may be set up on different levels in terms of patron profiles and libraries. Penalties on more specific levels of profile and/or library take precedence. This allows you to set up penalties on a higher level of profile, e.g. Public Library Patrons, and/or library, e.g. system instead of branch, for most profiles and/or branches to share. If there are rules applied to lower level profiles, e.g. PL Juvenile or a branch, you just need to set them up for these specific profile/branch. There are default penalty thresholds set at the Sitka level. All four penalties have a threshold of 9999. These thresholds apply if there isn’t a more specific penalty set for a library.

Local System Administrators can create group penalty thresholds. Go to Administration → Local Administration → Group Penalty Threshold. To view the group penalty thresholds for your library enter your library code into the Library filter. Multi-branch libraries can enter the system and then check the box to display the descendants. Library Filter Click New Group Penalty Threshold. Create Local Penalty Threshold Enter the appropriate values for each field. Click Save. Create Local Penalty Threshold The penalty threshold is created and appears in the grid.

Double click on the penalty you would like to edit or select it and from the the Actions menu choose Edit Selected. Edit Local Penalty Threshold Make your changes and click Save. Edit Local Penalty Threshold The penalty threshold is updated.

Select the penalty you’d like to delete. From the Actions menu select Delete Selected. Delete Local Penalty Threshold A pop-up will appear asking for confirmation of the deletion. Click Confirm. The penalty is deleted. An acknowledgement of the successful deletion will appear in the lower right hand corner of the interface.

Hold Policies PoliciesHold Hold ViewHold Policies Hold Policies Hold PoliciesView View Hold policies define who can place how many holds on what types of materials. They also define whether the library’s materials can be used to fill holds to be picked up at other libraries. When a hold is initiated Evergreen checks the following to determine if the hold can be placed and if it will be filled: Group Penalty Thresholds Item’s Status Holdable flag for the item’s Shelving Location Holdable flag for the item Age based hold protection for the item Relevant library setting such as Has Local Copy Block and Block hold request if hold recipient privileges have expired Hold Policies Age based hold protection within the hold policies.

To view your current hold policies run a report (reporter permissions required) or view your policies in Evergreen (Local System Administrator permissions required). In the reporter go to Shared Folders → Templates → Sitka_templates → Local Administration Multiple report templates for hold policies are available in the Local Administration folder. In Evergreen select Administration → Local Administration → Hold Policies. hold policies For libraries participating in reciprocal borrowing like Interlibrary Connect not all hold policies will display in Evergreen by default. To ensure you see all your policies you need to filter the display twice: once by Owning Library, and then a second time by Pickup Library. Click Filter under Pickup Library. In the popped up window, select Is (or includes), check the box for + Ancestors, and choose your library. Click Apply filter to display policies based on the pickup library. Click Filter under Owning Library. In the popped up window, select Is (or includes), check the box for + Ancestors, and choose your library. Click Apply filter to display policies based on the owning library.

All changes to your hold policies are made by Co-op Support Staff. Submit a ticket to Co-op Support to request changes to your hold policies. We recommend submitting your request at least one week before you’d like the change to go into effect. In your request please include the specific changes you need made. When requesting a new hold policy you must include: Circulation modifier or item age What patron group(s) the policy applies to The maximum number of holds (if applicable) Whether or not interlibrary connect holds can be placed (for libraries participating in reciprocal borrowing)

Academic libraries usually allow extended loan periods to some patron types on some materials. They will recall these items when other patrons request them. Hold-driven Recall automates this process. When libraries recall an item they ususally shorten the loan period and block renewal. They may also change the fine rate and maximum fine amount. A notice (via email) is sent to the current borrower to inform him/her of the change. Evergreen uses three library setting entries to trigger hold-driven recall and define change parameters. When a hold is placed and there is no availabe copy, Evergeen will check whether the Recall settings are set up for the library. If settings are on and recall condition is met, a recall will be triggered. Go to Administration → Local Administration → Library Settings Editor to set them up. Recalls: Circulation duration that triggers a recall This is the threshold that decides whether a recall is triggered. Recalls are triggered only when items are checked out with a loan period longer than the one specified in this entry. For example, in a library the longest general loan period is 35 days. Extended loan to faculty is 92 days. You may specify, e.g. 36 days or 90 days in this entry to trigger recalls on items checked out to faculty with extended loan period. But you need to consider the next entry to make your decision. Evergreen uses the loan duration rule in circulation records as the loan period of a circulation. It does not calculate the loan period from the checkout and due dates. If you set specific due date on checkout, the actual loan period and the loan duration rule may not match. Recalls: Truncated loan period When a recall is triggered, Evergreen will reset the due date in the current circulation record. The new due date is calculated based on the value entered in this entry and the above. The later date generated by these two entries will be the new due date. For example, the truncated loan period is 7 days and the threshold in the above entry is 36 days. On 2013-07-01 a recall is triggered on an item checked out on 2013-06-09, and the new due date based on truncated loan period will be 2013-07-08 (2013-07-01 + 7 days), while 2013-07-15 is based on the recall threshold (2013-06-09 + 36 days). Evergreen will set the new due date to 2013-07-15. If the above item is recalled on 2013-07-10, the due date from the truncated loan period will be 2013-07-17. This will be the new due date. In other words, the recall threshold is the minimum loan period an extended loan can be shortened to, and patrons with extended loan items will have at least the truncated loan period when they receive the recall notice. Under extreme circumstance, overdue items' loan periods may be extended, e.g. an extended loan checked out in last term is recalled in this term. Recalls: An array of fine amount, fine interval, and maximum fine. This is optional. If you wish to set up new fine rules on recalled items, follow the example quoted in the Library Settings Editor. Make sure the brackets and double quotation around the fine interval are included.

Hopeless Holds Unfillable Holds Holds HoldsHopeless Holds Hopeless Holds Sitka Snippet Video - Hopeless Holds (1:11) In Evergreen unfillable holds are called Hopeless Holds. A hold will become hopeless when all of the items that could potentially fill the hold are in a hopeless prone item status. The hopeless prone item statuses in Sitka’s Evergreen are Discard/Weed, Damaged, Lost, Lost and Paid, and Missing. This is set globally and cannot be altered for individual libraries. Libraries should review and resolve hopeless holds on a regular basis. Click Administration → Local Administration → Hopeless Holds. A list of holds that are considered unfulfillable is generated. images/admin/hopeless-holds-1.png From the Actions menu select: Cancel Hold to cancel the patron’s hold. Transfer to Marked Title to move the hold to a record with holdable items. Add Holdings to add a new item to the record. This can be temporary on order item while your library waits for a replacement to arrive. View/Place Orders to add a line item to a selection list or purchase order. This will only work for libraries using the acquisitions module. The Hopeless Holds interface displays holds where your library is the pickup library. Multi-branch libraries may wish to adjust the scope to see their whole system. Libraries participating in interlibrary connect may see holds on your hopeless holds list for titles you’ve never had in your collection. These are interlibrary connect holds that can no longer be filled by any other library in your zone. Libraries can decide whether to purchase the title, try to fill the hold via your external provincial ILL system, or simply cancel the hold.

You may suppress some item alerts from showing up on the corresponding staff action. For example, you may choose to suppress the alert when checking out a missing item. Go to Administration → Local Administration → Item Alert Suppression. Click Create. In the pop-up window, select the Alert Type from the dropdown list. Make sure your library is in the Org Unit box. Click Save. images/admin/copy-alert-1.png

Item tags are not currently used.

Library Settings Editor Local system administrators can use library settings to customize some of Evergreen’s behavior for their library or library system. Library setting are set in one of four ways: No value by default and library staff can set a value if desired. Value is the Sitka default and can be changed by library staff if desired. Value is set for all of Sitka by Co-op Support and cannot be changed by library staff. Library setting is obsolete or for functionality not used by Sitka. The tables in describe the available settings and indicate who can edit each library settings. All libraries MUST have a value set for the library setting Sending email address for patron notices. This ensures that any bounces or responses to automatic emails such as courtesy, hold, and overdue email notices go to the applicable library.

Go to Administration → Local Administration → Library Settings Editor. There are over 400 library settings so the editor will take a moment to load them. Find the setting you wish to edit by browsing the list or filtering using search terms. The filter searches both the name and description for the settings. Enter your search term in the filter box and click Filter. images/admin/library-settings-1.png Click the Edit button beside the setting you would like to change. images/admin/library-settings-2.png In the pop-up that appears read the description to learn about the setting and in some cases the options for the setting. Different settings require different data formats for their values. See for more information. Make your change and click Update Setting. images/admin/library-settings-3.png If you no longer want any value entered for the setting click Delete Setting. Click History to view the previous values, if any, of a setting. You can revert back to an old value by clicking revert.

ExportingLibrary Settings Editor Library Settings Editor ImportingLibrary Settings Editor Library Settings Editor To export library settings, click the Export button on the above Library Setting Editor screen. Click Copy in the pop-up window. Those settings displayed on the screen are copied to the clipboard. Paste the contents to a text editor, such as Notepad. Save the file on your computer. To import library settings, click the Import button on the Library Settings Editor screen. Open your previously saved file and copy the contents. Click Paste in the pop-up window. Click Submit.

The library settings editor groups settings into different categories. In this documentation the settings have been divided into tables based on the value of their Group column. Each table describes the available settings in the group and shows which can be changed by library staff, what the default value is if applicable, and which settings are set globally for the consortium by Co-op Support. Some library settings apply to old features that have been replaced or features that are not currently used by the Sitka consortium. These library settings have been marked as not in use by Sitka or as obsolete so library staff know they can be ignored in the editor.

Acceptable formats for each setting type are listed below. Quotation marks are never required when updating settings in the staff client. Data type Formatting True/False Boolean True/False drop down Number Enter a numerical value (decimals allowed in price settings) Duration Enter a number followed by a space and any of the following units: minutes, hours, days, months (30 minutes, 2 days, etc) Selection list Choose from a drop-down list of options (e.g. copy status, copy location) Text Free text

AcquisitionsLibrary Settings Editor Library Settings Editor See Acquisitions Settings in the Library Settings Editor in the Acquisitions Manual. BookingLibrary Settings Editor Library Settings Editor Setting Description Data type Default Edited by Notes Booking Allow Email Notify Permit email notification when a reservation is ready for pick-up. True/false LSA Elbow room Elbow room specifies how far in the future you must make a reservation on an item if that item will have to transit to reach its pick-up location. It secondarily defines how soon a reservation on a given item must start before the check-in process will opportunistically capture it for the reservation shelf. Duration 7 days LSA CatalogingLibrary Settings Editor Library Settings Editor Setting Description Data type Default Edited by Notes Default Classification Scheme Defines the default classification scheme for new call numbers: 1 = Generic; 2 = Dewey; 3 = LC Number This library setting is obsolete. Default classification scheme is now set in the Holdings Editor Preferences. Default copy status (fast add) Default status when a copy is created using the Fast Item Add interface. Selection list In process LSA Default copy status (normal) Default status when a copy is created using the normal volume/copy creator interface. Selection list In process LSA Default Merge Profile (Z39.50 and Record Buckets) Default merge profile to use during Z39.50 imports and record bucket merges Selection list Keep Local Fields Sitka Defines the control number identifier used in 003 and 035 fields Text Sitka Delete bib if all copies are deleted via Acquisitions line item cancellation. True/False TRUE Sitka Delete volume with last copy Automatically delete a volume when the last linked copy is deleted. True/False TRUE Sitka Holdings Editor Default Values and Visibility Text Sitka ItemPrint Label - Call Number Wrap Filter Height Set the default height (in number of lines) to use for call number wrapping in the left print label. Text LSA ItemPrint Label - Call Number Wrap Filter Width set the default width (in number of characters) to use for call number wrapping in the left print label. Text LSA Item Print Label - Height for Pocket Label Set the default height for the item print Pocket Label. Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label - Height for Spine Label Set the default height for the item print Spine Label. Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label - Inline CSS This setting allows you to inject arbitrary CSS into the item print label template. For example, ".printlabel { text-transform: uppercase; }" Text LSA Item Print Label - Left Margin for Pocket Label Set the default left margin for the item print Pocket Label (or in other words, the desired space between the two labels). Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label - Left Margin for Spine Label Set the default left margin for the item print Spine Label. Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label - Width for Pocket Label Set the default width for the item print Pocket Label. Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label - Width for Spine Label Set the default width for the item print Spine Label. Please include a unit of measurement that is valid CSS. For example, "1in" or "2.5cm" Text LSA Item Print Label Font Family Set the preferred font family for item print labels. You can specify a list of CSS fonts, separated by commas, in order of preference; the system will use the first font it finds with a matching name. For example, "Arial, Helvetica, serif" Text LSA Item Print Label Font Size Set the default font size for item print labels. Please include a unit of measurement that is valid CSS. For example, "12pt" or "16px" or "1em" Text LSA Item Print Label Font Weight Set the default font weight for item print labels. Please use the CSS specification for values for font-weight. For example, "normal", "bold", "bolder", or "lighter" Text LSA Maximum Parallel Z39.50 Batch Searches The maximum number of Z39.50 searches that can be in-flight at any given time when performing batch Z39.50 searches Number Sitka Maximum Z39.50 Batch Search Results The maximum number of search results to retrieve and queue for each record + Z39 source during batch Z39.50 searches Number Sitka Patron view discovery layer URL URL for displaying an item in the "patron view" discovery layer with a placeholder for the bib record ID. Text Evergreen URL Sitka Set by Sitka. If you would like it changed, please submit a support ticket. Require call number labels in Copy Editor Define whether Copy Editor requires Call Number labels True/False TRUE Sitka Spine and pocket label font family Set the preferred font family for spine and pocket labels. You can specify a list of fonts, separated by commas, in order of preference; the system will use the first font it finds with a matching name. For example, "Arial, Helvetica, serif". Text monospace LSA Spine and pocket label font size Set the default font size for spine and pocket labels Number 10 LSA Spine and pocket label font weight Set the preferred font weight for spine and pocket labels. You can specify "normal", "bold", "bolder", or "lighter". Text normal LSA Spine label left margin Set the left margin for spine labels in number of characters. Number 0 LSA Spine label line width Set the default line width for spine labels in number of characters. This specifies the boundary at which lines must be wrapped. Number 8 LSA Spine label maximum lines Set the default maximum number of lines for spine labels. Number 9 LSA CirculationLibrary Settings Editor Library Settings Editor Setting Description Data type Default Edited by Notes Allow others to use patron account (privacy waiver) Add a note to a user account indicating that specified people are allowed to place holds, pick up holds, check out items, or view borrowing history for that user account True/False TRUE LSA Allow renewal request if renewal recipient privileges have expired If enabled, users within the org unit who are expired may still renew items. True/False Sitka Allow users to browse Courses by Instructor If enabled, users can browse courses by instructor name in the public catalogue. True/False LSA Auto-Extend Grace Periods When enabled grace periods will auto-extend. By default this will be only when they are a full day or more and end on a closed date, though other options can alter this. True/False LSA Auto-Extending Grace Periods extend for all closed dates If enabled and Grace Periods auto-extending is turned on grace periods will extend past all closed dates they intersect, within hard-coded limits. This basically becomes "grace periods can only be consumed by closed dates". True/False LSA Auto-Extending Grace Periods include trailing closed dates If enabled and Grace Periods auto-extending is turned on grace periods will include closed dates that directly follow the last day of the grace period, to allow a backdate into the closed dates to assume "returned after hours on the last day of the grace period, and thus still within it" automatically. True/False LSA Useful when libraries' book drop equipped with AMH. Bib source for brief records created in the course materials module The course reserves module will use this bib source for any new brief bibliographic records created by the module. Text Course materials module Sitka Block hold request if hold recipient privileges have expired True/False LSA Cap max fine at item price This prevents the system from charging more than the item price in overdue fines True/False LSA Charge fines on overdue circulations when closed When set to True, fines will be charged during scheduled closings and normal weekly closed days. True/False LSA Checkout auto renew age When an item has been checked out for at least this amount of time, an attempt to check out the item to the patron that it is already checked out to will simply renew the circulation. If the checkout attempt is done within this time frame, Evergreen will prompt for choosing Renewing or Check-in then Checkout the item. Duration LSA Checkout fills related hold When a patron checks out an item and they have no holds that directly target the item, the system will attempt to find a hold for the patron that could be fulfilled by the checked out item and fulfills it. On the Staff Client you may notice that when a patron checks out an item under a title on which he/she has a hold, the hold will be treated as filled though the item has not been assigned to the patron’s hold. True/false LSA Checkout fills related hold on valid copy only When filling related holds on checkout only match on items that are valid for opportunistic capture for the hold. Without this set a Title or Volume hold could match when the item is not holdable. With this set only holdable items will match. True/False LSA Clear hold when other patron checks out item Default to cancel the hold when patron A checks out item on hold for patron B True/False LSA Custom PATRON_EXCEEDS_CHECKOUT_COUNT penalty Specifies a non-default standing penalty to apply to patrons that exceed the checkout count threshold for their group. Selection list LSA Custom PATRON_EXCEEDS_COLLECTIONS_WARNING penalty Specifies a non-default standing penalty to apply to patrons that exceed the collections fine warning threshold for their group. Selection list LSA Custom PATRON_EXCEEDS_FINES penalty Specifies a non-default standing penalty to apply to patrons that exceed the max-fine threshold for their group. Selection list LSA Custom PATRON_EXCEEDS_LONGOVERDUE_COUNT penalty Specifies a non-default standing penalty to apply to patrons that exceed the long-overdue item count threshold for their group. Selection list LSA Custom PATRON_EXCEEDS_LOST_COUNT penalty Specifies a non-default standing penalty to apply to patrons that exceed the lost item count threshold for their group. Selection list LSA Custom PATRON_EXCEEDS_OVERDUE_COUNT penalty Specifies a non-default standing penalty to apply to patrons that exceed the overdue count threshold for their group. Selection list LSA Custom PATRON_IN_COLLECTIONS penalty Specifies a non-default standing penalty that may have been applied to patrons that have been placed into collections and that should be automatically removed if they have paid down their balance below the threshold for their group. Use of this feature will likely require configuration and coordination with an external collection agency. Selection list LSA Disable patron modification of curbside appointments in public catalog When set to TRUE, patrons cannot use the My Account interface to select curbside pickup times True/False Sitka Display copy alert for in-house-use Setting to true for an organization will cause an alert to appear with the copy’s alert message, if it has one, when recording in-house-use for the copy. True/False TRUE LSA Display copy location check in alert for in-house-use Setting to true for an organization will cause an alert to display a message indicating that the item needs to be routed to its location if the location has check in alert set to true. True/False FALSE LSA Do not change fines/fees on zero-balance LOST transaction When an item has been marked lost and all fines/fees have been completely paid on the transaction, do not void or reinstate any fines/fees EVEN IF "Void lost item billing when returned" and/or "Void processing fee on lost item return" are enabled True/False FALSE LSA Do not include outstanding Claims Returned circulations in lump sum tallies in Patron Display. In the Patron Display interface, the number of total active circulations for a given patron is presented in the Summary sidebar and underneath the Items Out navigation button. This setting will prevent Claims Returned circulations from counting toward these tallies. True/False LSA Enable curbside pickup functionality at library. When set to TRUE, enable staff and public interfaces to schedule curbside pickup of holds that become available for pickup. True/False FALSE Sitka Exclude Courtesy Notices from Patrons Items Out Notices Count True/False LSA Forgive fines when checking out a long-overdue item and copy alert is suppressed? Controls whether fines are automatically forgiven when checking out an item that has been marked as long-overdue, and the corresponding copy alert has been suppressed. This feature is not used by Sitka. Forgive fines when checking out a lost item and copy alert is suppressed? Controls whether fines are automatically forgiven when checking out an item that has been marked as lost, and the corresponding copy alert has been suppressed. True/False LSA Hold shelf status delay The purpose is to provide an interval of time after an item goes into the on-holds-shelf status before it appears to patrons that it is actually on the holds shelf. This gives staff time to process the item before it shows as ready-for-pick-up. Duration LSA Include Lost circulations in lump sum tallies in Patron Display. In the Patron Display interface, the number of total active circulations for a given patron is presented in the Summary sidebar and underneath the Items Out navigation button. This setting will include Lost circulations as counting toward these tallies. True/False LSA Invalid patron address penalty When set, if a patron address is set to invalid, a penalty is applied. True/False LSA Item status for missing pieces This is the Item Status to use for items that have been marked or scanned as having Missing Pieces. In the absence of this setting, the Damaged status is used. Selection list Damaged LSA Load patron from Checkout When scanning barcodes into Checkout auto-detect if a new patron barcode is scanned and auto-load the new patron. True/False This feature is not used by Sitka. Long-Overdue Check-In Interval Uses Last Activity Date Use the long-overdue last-activity date instead of the due_date to determine whether the item has been checked out too long to perform long-overdue check-in processing. If set, the system will first check the last payment time, followed by the last billing time, followed by the due date. See also "Long-Overdue Max Return Interval" True/False This feature is not used by Sitka. Long-Overdue Items Usable on Checkin Long-overdue items are usable on checkin instead of going "home" first True/False This feature is not used by Sitka. Long-Overdue Max Return Interval Long-overdue check-in processing (voiding fees, re-instating overdues, etc.) will not take place for items that have been overdue for (or have last activity older than) this amount of time Duration This feature is not used by Sitka. Lost check-in generates new overdues Enabling this setting causes retroactive creation of not-yet-existing overdue fines on lost item check-in, up to the point of check-in time (or max fines is reached). This is different than "restore overdue on lost", because it only creates new overdue fines. Use both settings together to get the full complement of overdue fines for a lost item True/False LSA Lost items usable on checkin Lost items are usable on checkin instead of going home first True/false LSA Max patron claims returned count When this count is exceeded, a staff override is required to mark the item as claims returned. Number LSA Maximum number of patrons that may select a particular curbside pickup time Maximum visible age of User Trigger Events in Staff Interfaces If this is unset, staff can view User Trigger Events regardless of age. When this is set to an interval, it represents the age of the oldest possible User Trigger Event that can be viewed. Duration LSA Not working Minimum transit checkin interval In-Transit items checked in this close to the transit start time will be prevented from checking in Duration LSA Number of Retrievable Recent Patrons Number of most recently accessed patrons that can be re-retrieved in the staff client. A value of 0 or less disables the feature. Defaults to 1. Number LSA Opt Org Unit into the Course Materials Module Enables the course reserves module in the public catalogue and allows users to search and browse course lists. True/False LSA Patron Merge Address Delete Delete address(es) of subordinate user(s) in a patron merge. True/False FALSE LSA Patron Merge Barcode Delete Delete barcode(s) of subordinate user(s) in a patron merge True/False FALSE LSA Patron Merge Deactivate Card Mark barcode(s) of subordinate user(s) in a patron merge as inactive. True/False TRUE LSA Patron Registration: Cloned patrons get address copy If True, in the Patron editor, addresses are copied from the cloned user. If False, addresses are linked from the cloned user which can only be edited from the cloned user record. True/False TRUE LSA Patron search diacritic insensitive Match patron last, first, and middle names irrespective of usage of diacritical marks or spaces. True/False TRUE Sitka Printing: custom JavaScript file Full URL path to a JavaScript File to be loaded when printing. Should implement a print_custom function for DOM manipulation. Can change the value of the do_print variable to false to cancel printing. Text This feature is not used by Sitka. Require matching email address for password reset requests True/False LSA Require Monographic Part when Present Normally the selection of a monographic part during hold placement is optional if there is at least one copy on the bib without a monographic part. A true value for this setting will require part selection even under this condition. True/False This feature is not used by Sitka. Restore Overdues on Long-Overdue Item Return True/False LSA This feature is not used by Sitka. Restore overdues on lost item return If true when a lost item is checked in overdue fines are charged (up to the maximum fines amount) True/False LSA Specify search depth for the duplicate patron check in the patron editor When using the patron registration page, the duplicate patron check will use the configured depth to scope the search for duplicate patrons. Number 0 Sitka Suppress hold transits group To create a group of libraries to suppress Hold Transits among them. All libraries in the group should use the same unique value. Leave it empty if transits should not be suppressed. Text Sitka This feature is not used by Sitka. Suppress non-hold transits group To create a group of libraries to suppress Non-Hold Transits among them. All libraries in the group should use the same unique value. Leave it empty if Non-Hold Transits should not be suppressed. Text Sitka This feature is not used by Sitka. Suppress popup-dialogs during check-in. When set to True, no pop-up window for exceptions on check-in. But the accompanying sound will be played. True/False LSA Target copies for a hold even if copy’s circ lib is closed If this setting is true at a given org unit or one of its ancestors, the hold targeter will target copies from this org unit even if the org unit is closed (according to the Org Unit’s closed dates.). True/False LSA Set the value to True if you want to target copies for holds at closed circulating libraries. Set the value to False, or leave it unset, if you do not want to enable this feature. Target copies for a hold even if copy’s circ lib is closed IF the circ lib is the hold’s pickup lib If this setting is true at a given org unit or one of its ancestors, the hold targeter will target copies from this org unit even if the org unit is closed (according to the Org Unit’s closed dates) IF AND ONLY IF the copy’s circ lib is the same as the hold’s pickup lib. True/False LSA Set the value to True if you want to target copies for holds at closed circulating libraries when the circulating library of the item and the pickup library of the hold are the same. Set the value to False, or leave it unset, if you do not want to enable this feature. Time interval between curbside appointments Duration 15 minutes Sitka This feature is not used by Sitka. Truncate fines to max fine amount True/False TRUE Sitka Use calculated proximity for age-protection check When checking whether a copy is viable for a hold based on transit distance, use calculated proximity with adjustments rather than baseline Org Unit proximity. True/False Sitka This feature is not used by Sitka. Use Item Price or Cost as Backup Item Value Expects "price" or "cost", but defaults to neither. This refers to the corresponding field on the item record and is used as a second-pass fall-through value when determining an item value. If needed, Evergreen will still look at the "Default Item Price" setting as a final fallback. Text LSA Use Item Price or Cost as Primary Item Value Expects "price" or "cost" and defaults to price. This refers to the corresponding field on the item record and gets used in such contexts as notices, max fine values when using item price caps (setting or fine rules), and long overdue, damaged, and lost billings. Text LSA Use Lost and Paid copy status Use Lost and Paid copy status when lost or long overdue billing is paid True/False TRUE Sitka Void item deposit fee on checkin If a deposit was charged when checking out an item, void it when the item is returned True/False FALSE LSA Void Long-Overdue Item Billing When Returned True/False LSA This feature is not used by Sitka. Void Processing Fee on Long-Overdue Item Return True/False LSA This feature is not used by Sitka. Void longoverdue item billing when claims returned True/False LSA This feature is not used by Sitka. Void long overdue item processing fee when claims returned True/False LSA This feature is not used by Sitka. Void lost item billing when claims returned True/False FALSE LSA Void lost item billing when returned If true,when a lost item is checked in the item replacement bill (item price) is voided. True/False FALSE LSA Void lost item processing fee when claims returned When an item is marked claims returned that was marked Lost, the item processing fee will be voided. True/False FALSE LSA Void lost max interval Items that have been overdue this long will not result in lost charges being voided when returned, and the overdue fines will not be restored, either. Only applies if Circ: Void lost item billing or Circ: Void processing fee on lost item are true. Duration 6 months LSA Void processing fee on lost item return Void processing fee when lost item returned True/False FALSE LSA Warn when patron account is about to expire If set, the staff client displays a warning this number of days before the expiry of a patron account. Value is in number of days. Duration LSA Workstation OU fallback for staff-placed holds For staff-placed holds, in the absence of a patron preferred pickup location, fall back to using the staff workstation OU (rather than patron home OU) True/False LSA Workstation OU is the default for staff-placed holds For staff-placed holds, regardless of the patron preferred pickup location, the staff workstation OU is the default pickup location True/False LSA Long Overdue status is not in use on Sitka Evergreen. All settings related to Long Overdue may be ignored. Credit card payment is not currently supported. All settings can be ignored. Ebook API Integration All settings are set by Sitka. Setting Description Data type Default Edited by Notes Allow credit card payments If enabled, patrons will be able to pay fines accrued at this location via credit card. True/False This feature is not used by Sitka. Charge item price when marked damaged If true Evergreen bills item price to the last patron who checked out the damaged item. Staff receive an alert with patron information and must confirm the billing. True/False FALSE LSA Charge lost on zero If set to True, default item price will be charged when an item is marked lost even though the price in item record is 0.00 (same as no price). If False, only processing fee, if used, will be charged. True/False LSA Charge processing fee for damaged items Optional processing fee billed to last patron who checked out the damaged item. Staff receive an alert with patron information and must confirm the billing. Number(Currency) LSA Disabled when set to 0 Default item price Replacement charge for lost items if price is unset in the Copy Editor. Does not apply if item price is set to $0 Number(Currency) LSA Disable Patron Credit Do not allow patrons to accrue credit or pay fines/fees with accrued credit True/False LSA Leave transaction open when long overdue balance equals zero Leave transaction open when long-overdue balance equals zero. This leaves the lost copy on the patron record when it is paid True/False This feature is not used by Sitka. Leave transaction open when lost balance equals zero Leave transaction open when lost balance equals zero. This leaves the lost copy on the patron record when it is paid True/False FALSE Sitka Long-Overdue Materials Processing Fee The amount charged in addition to item price when an item is marked Long-Overdue Number (Currency) This feature is not used by Sitka. Lost materials processing fee The amount charged in addition to item price when an item is marked lost. Number(Currency) LSA Maximum Item Price When charging for lost items, limit the charge to this as a maximum. Number(Currency) LSA Minimum Item Price When charging for lost items, charge this amount as a minimum. Number(Currency) LSA Negative Balance Interval (DEFAULT) Amount of time after which no negative balances (refunds) are allowed on circulation bills. The "Prohibit negative balance on bills" setting must also be set to "true". Duration LSA If the settings for Lost and Overdues are the same, you may use this setting and the "Prohibit Negative Balance on Bills (DEFAULT)" setting, and igore the separate settings for Lost and Overdues. Negative Balance Interval for Lost Amount of time after which no negative balances (refunds) are allowed on bills for lost/long overdue materials. The "Prohibit negative balance on bills for lost materials" setting must also be set to "true". Duration LSA Negative Balance Interval for Overdues Amount of time after which no negative balances (refunds) are allowed on bills for overdue materials. The "Prohibit negative balance on bills for overdue materials" setting must also be set to "true". Duration LSA Prohibit negative balance on bills (Default) Default setting to prevent negative balances (refunds) on circulation related bills. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after a set period of time. True/False LSA Prohibit negative balance on bills for lost materials Prevent negative balances (refunds) on bills for lost/long overdue materials. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after an interval of time. True/False LSA Prohibit negative balance on bills for overdue materials Prevent negative balances (refunds) on bills for lost/long overdue materials. Set to "true" to prohibit negative balances at all times or, when used in conjunction with an interval setting, to prohibit negative balances after an interval of time. True/False LSA Void Overdue Fines When Items are Marked Long-Overdue If true overdue fines are voided when an item is marked Long-Overdue True/False This feature is not used by Sitka. Void overdue fines when items are marked lost If true overdue fines are voided when an item is marked lost True/False TRUE LSA Setting Description Data type Default Edited by Notes Allow multiple username changes If enabled (and Lock Usernames is not set) patrons will be allowed to change their username when it does not look like a barcode. Otherwise username changing in the OPAC will only be allowed when the patron’s username looks like a barcode. True/False TRUE Sitka Global default locale Text Canada Sitka Lock Usernames If enabled username changing via the OPAC will be disabled. True/False FALSE Sitka Password format Defines acceptable format for OPAC account passwords Regular expression Sitka Default requires that passwords "be at least 7 characters in length,contain at least one letter (a-z/A-Z), and contain at least one number. Patron barcode format Defines acceptable format for patron barcodes Regular expression Sitka Patron username format Regular expression defining the patron username format, used for patron registration and self-service username changing only Regular expression Sitka Setting Description Data type Default Edited by Notes ACQ: Which import tab(s) display in general Import/Export? Valid values are: "cat" for Import for Cataloging, "acq" for Import for Acquisitions, "both" or unset to display both. Text Cat Sitka Set to default Cat at Sitka level but can be edited by LSA. Alert on empty bib records Alert staff when the last copy for a record is being deleted. True/False FALSE LSA Button bar If TRUE, the staff client button bar appears by default on all workstations registered to your library; staff can override this setting at each login. True/False Setting is obsolete Cap results in Patron Search at this number. The maximum number of results returned per search. If 100 is set up here, any search will return 100 records at most. Number LSA Default Country for New Addresses in Patron Editor This is the default Country for new addresses in the patron editor. Text Canada LSA Default hotkeyset Default Hotkeyset for clients (filename without the .keyset). Examples: Default, Minimal, and None Text Setting is obsolete Default ident type for patron registration This is the default Ident Type for new users in the patron editor. Selection list Other LSA Default showing suggested patron registration fields Instead of All fields, show just suggested fields in patron registration by default. True/False LSA Deprecated: Format Dates with this pattern. Setting is Obsolete Deprecated: Format Times with this pattern. Setting is Obsolete Disable the ability to save list column configurations locally. GUI: Disable the ability to save list column configurations locally. If set, columns may still be manipulated, however, the changes do not persist. Also, existing local configurations are ignored if this setting is true. True/False LSA Display Links to Deprecated Acquisitions Interfaces True/False Sitka Enable Angular Circulation Menu True/False FALSE Sitka Example dob field on patron registration The example for validation on the dob field in patron registration. Text LSA Example for Day_phone field on patron registration The example on validation on the Day_phone field in patron registration. Text LSA Example for default_phone field on patron registration The example on validation on the default_phone field in patron registration. Text LSA Example for default_sms_notify field on patron registration The example on validation on the default_sms_notify field in patron registration. Text LSA This feature is not used by Sitka. Example for Email field on patron registration The example on validation on the Email field in patron registration. Text LSA Example for Evening-phone on patron registration The example on validation on the Evening-phone field in patron registration. Text LSA Example for Other-phone on patron registration The example on validation on the Other-phone field in patron registration. Text LSA Example for phone fields on patron registration The example on validation on phone fields in patron registration. Applies to all phone fields without their own setting. Text LSA Example for Postal Code field on patron registration The example on validation on the Postal Code field in patron registration. Text LSA Format Date+Time with this pattern Text Default: yyyy-MM-dd HH:mm Sitka Format Dates with this pattern Text Default: yyyy-MM-dd Sitka GUI: Enable Traditional Staff Catalog True/False FALSE Sitka Sitka no longer uses the old staff catalogue GUI: Hide these fields within the Item Attribute Editor. Sets which fields in the Item Attribute Editor to hide in the staff client. Text This library setting is obsolete. Item attributes can now be hidden via the Holdings Editor Preferences. Horizontal layout for Volume/Copy Creator/Editor. The main entry point for this interface is in Holdings Maintenance, Actions for Selected Rows, Edit Item Attributes / Call Numbers / Replace Barcodes. This setting changes the top and bottom panes (if FALSE) for that interface into left and right panes (if TRUE). True/False Setting is obsolete Idle timeout If you want staff client windows to be minimized after a certain amount of system idle time, set this to the number of seconds of idle time that you want to allow before minimizing (requires staff client restart). Number LSA Items Out Claims Returned display setting Value is a numeric code, describing which list the circulation should appear while checked out and whether the circulation should continue to appear in the special list, when checked in with outstanding fines. 1 = regular list, special list. 2 = special list, special list. 5 = regular list, do not display. 6 = special list, do not display. Number 2 LSA Items Out Long-Overdue display setting Number LSA This feature is not used by Sitka. Items Out Lost display setting Value is a numeric code, describing which list the circulation should appear while checked out and whether the circulation should continue to appear in the special list, when checked in with outstanding fines. 1 = regular list, special list. 2 = special list, special list. 5 = regular list, do not display. 6 = special list, do not display. Number 2 LSA Max user activity entries to retrieve (staff client) Sets the maximum number of recent user activity entries to retrieve for display in the staff client. Number LSA Maximum payment amount allow The payment amount in the Patron Bills interface may not exceed the value of this setting. Number 1000 LSA Maximum previous checkouts displayed The maximum number of previous circulations the staff client will display when investigating item details Number 4 LSA Patron circulation summary is horizontal True/False LSA Setting is obsolete Payment amount threshold for Are You Sure? dialog In the Patron Bills interface, a payment attempt will warn if the amount exceeds the value of this setting. Number 1000 LSA Record in-house use: # of uses threshold for Are You Sure? dialog. In the Record In-House Use interface, a submission attempt will warn if the # of uses field exceeds the value of this setting. Number LSA Record In-House Use: Maximum # of uses allowed per entry. The # of uses entry in the Record In-House Use interface may not exceed the value of this setting. Number LSA Regex for barcodes on patron registration The Regular Expression for validation on barcodes in patron registration. Regular Expression LSA Regex for Day_phone field on patron registration The Regular Expression for validation on the Day_phone field in patron registration. Note: The first capture group will be used for the "last 4 digits of phone number" as patron password feature, if enabled. Regular expression LSA Regex for default_phone field on patron registration The Regular Expression for validation on the default_phone field in patron registration. Regular expression LSA Regex for default_sms_notify field on patron registration The Regular Expression for validation on the default_sms_notify field in patron registration. Regular expression LSA This feature is not used by Sitka. Regex for Email field on patron registration The Regular Expression on validation on the Email field in patron registration. Regular expression LSA Regex for Evening-phone on patron registration The Regular Expression on validation on the Evening-phone field in patron registration. Regular expression LSA Regex for Other-phone on patron registration The Regular Expression on validation on the Other-phone field in patron registration. Regular expression LSA Regex for phone fields on patron registration The Regular Expression on validation on phone fields in patron registration. Applies to all phone fields without their own setting. Regular expression LSA Regex for Postal Code field on patron registration The Regular Expression on validation on the Postal Code field in patron registration. Regular expression LSA Require at least one address for Patron Registration Enforces a requirement for having at least one address for a patron during registration. If set to False, you need to delete the empty address before saving the record. If set to True, deletion is not allowed. True/False LSA Require XXXXX field on patron registration The XXXXX field will be required on the patron registration screen. True/False LSA For more information on using these settings see . Require ident_value field on patron registration The ident_value field will be required on the patron registration screen. True/False LSA Require Photo URL field on patron registration True/False Sitka Require staff initials for entry/edit of copy notes. Appends staff initials and edit date into copy note content. True/False TRUE LSA Require staff initials for entry/edit of patron standing penalties and notes. Require staff initials for entry/edit of patron standing penalties and notes.. True/False TRUE LSA Show billing tab first when bills are present If true accounts for patrons with bills will open to the billing tab instead of check out True/false LSA Setting is obsolete Show XXXXX field on patron registration The XXXXX field will be shown on the patron registration screen. Showing a field makes it appear with required fields even when not required. If the field is required this setting is ignored. True/False LSA For more information on using these settings see . Staff Catalog Search Filters Text Sitka Staff Client added content: NoveList Select API version API version used to provide NoveList Select added content in the Staff Client Text Sitka Staff Client added content: NoveList Select key/password Key/password used to provide NoveList Select added content in the Staff Client Text Sitka Staff Client added content: NoveList Select profile/user Profile/user used to provide NoveList Select added content in the Staff Client Text Sitka Staff Client toast alert duration (seconds) The number of seconds a toast alert should remain visible if not manually dismissed. Default is 10. Text Sitka Suggest XXXXX field on patron registration The XXXXX field will be suggested on the patron registration screen. Suggesting a field makes it appear when suggested fields are shown. If the field is shown or required this setting is ignored. True/False LSA For more information on using these settings see . Toggle off the patron summary sidebar after first view. When true, the patron summary sidebar will collapse after a new patron sub-interface is selected. True/False Setting is obsolete Uncheck bills by default in the patron billing interface Uncheck bills by default in the patron billing interface, and focus on the Uncheck All button instead of the Payment Received field. True/False LSA Unified Volume/Item Creator/Editor If True, combines the Volume/Copy Creator and Item Attribute Editor in some instances. True/False This library setting is obsolete. The unified editor is is now set in the Holdings Editor Preferences. URL for remote directory containing list column settings. Text This feature is not used by Sitka. Work Log: maximum actions logged Maximum entries for "Most Recent Staff Actions" section of the Work Log interface. Number LSA Work Log: maximum patrons logged Maximum entries for "Most Recently Affected Patrons…" section of the Work Log interface. Number LSA Setting Description Data type Default Edited by Notes Allow adjacent copies to capture when Soft Stalling True/False Sitka Behind desk pickup supported If a branch supports both a public holds shelf and behind-the-desk pickups, set this value to true. This gives the patron the option to enable behind-the-desk pickups for their holds by selecting Hold is behind Circ Desk flag in patron record. True/False LSA Best-hold selection sort order Defines the sort order of holds when selecting a hold to fill using a given copy at capture time Selection list Traditional Sitka Block renewal of items needed for holds When an item could fulfill a hold, do not allow the current patron to renew True/False LSA Cancelled holds display age Show all cancelled holds that were cancelled within this amount of time Duration LSA Cancelled holds display count How many cancelled holds to show in patron holds interfaces Number LSA Clear shelf copy status Any copies that have not been put into reshelving, in-transit, or on-holds-shelf (for a new hold) during the clear shelf process will be put into this status. This is basically a purgatory status for copies waiting to be pulled from the shelf and processed by hand Selection list Sitka Default estimated wait When predicting the amount of time a patron will be waiting for a hold to be fulfilled, this is the default estimated length of time to assume an item will be checked out. Duration Sitka This feature is not used by Sitka. Default hold shelf expire interval Hold Shelf Expiry Time is calculated and inserted into hold record based on this interval when capturing a hold. Duration LSA If there is no value for this setting holds will not have a Hold Shelf Expiry Time and so will not expire. Expire alert interval Time before a hold expires at which to send an email notifying the patron Duration 7 days Sitka Expire interval Amount of time until an unfulfilled hold expires Duration 180 days LSA FIFO Force holds to a more strict First-In, First-Out capture. Default is SAVE-GAS, which gives priority to holds with pickup location the same as checkin library. True/False Default: False Sitka Hard boundary Number Sitka Hard stalling interval Duration Sitka Has local copy alert If there is an available copy at the requesting library that could fulfill a hold during hold placement time, alert the patron. True/False LSA Has local copy block If there is an available copy at the requesting library that could fulfill a hold during hold placement time, do not allow the hold to be placed. True/False LSA Hold reset reason entry deletion interval Hold reset reason entries will be removed if older than this interval. Default 1 year if no value provided. Duration LSA Max foreign-circulation time Time a copy can spend circulating away from its circ lib before returning there to fill a hold Duration 6 months Sitka Maximum library target attempts When this value is set and greater than 0, the system will only attempt to find a copy at each possible branch the configured number of times Number Sitka Maximum number of duplicate holds allowed Maximum number of duplicate title or metarecord holds allowed per patron Number LSA Minimum estimated wait When predicting the amount of time a patron will be waiting for a hold to be fulfilled, this is the minimum estimated length of time to assume an item will be checked out. Duration Sitka This feature is not used by Sitka. Org unit target weight Org Units can be organized into hold target groups based on a weight. Potential copies from org units with the same weight are chosen at random. Number Sitka Pickup Library Hard stalling interval When set for the pickup library, this specifies that no items with a calculated proximity greater than 0 from the pickup library can be directly targeted for this time period if there are local available copies. Example "3 days". Duration Sitka Pickup Library Soft stalling interval When set for the pickup library, this specifies that for holds with a request time age smaller than this interval only items scanned at the pickup library can be opportunistically captured. Example "5 days". This setting takes precedence over "Soft stalling interval" (circ.hold_stalling.soft) when the interval is in force. Duration Sitka Randomize group hold order When placing a batch group hold, randomize the order of the patrons receiving the holds so they are not always in the same order. True/False TRUE LSA Reset request time on un-cancel When a hold is uncancelled, reset the request time to push it to the end of the queue True/False LSA Retarget previous targets interval Hold targeter will create proximity adjustments for previously targeted copies within this time interval (in days). Number LSA This feature is not used by Sitka. Skip for hold targeting When true, don’t target any copies at this org unit for holds True/False Sitka Soft boundary Holds will not be filled by copies outside this boundary if there are holdable copies within it. Number Sitka Soft stalling interval For this amount of time, holds will not be opportunistically captured at non-pickup branches. Duration Sitka Use Active Date for age protection When calculating age protection rules use the Active date instead of the Creation Date. True/False TRUE Sitka Use weight-based hold targeting Use library weight based hold targeting True/False Sitka Setting Description Data type Default Edited by Notes Change reshelving status interval Amount of time to wait before changing an item from "Reshelving" status to "Available" Duration 1 day LSA Shortest duration is 59 minutes. Evergreen checks hourly for items that have been in Reshelving longer than the entered value and updates them to Available accordingly. Claim never checked out: mark copy as missing When a circ is marked as claims-never-checked-out, mark the copy as missing True/False TRUE LSA Claim return copy status Claims returned copies are put into this status. Default is to leave the copy in the Checked Out status Selection list Claims Returned Sitka Courier code Courier Code for the library. Available in transit slip templates as the %courier_code% macro. Text This feature is not used by Sitka. Juvenile age threshold Upper cut-off age for patrons to be considered juvenile, calculated from date of birth in patron accounts Duration (years) 18 years LSA Library information URL (such as "http://example.com/about.html") URL for information on this library, such as contact information, hours of operation, and directions. Use a complete URL, such as "http://example.com/hours.html". Text LSA Library time zone Define the time zone in which a library physically resides. Text Sitka Mark item damaged voids overdues When an item is marked damaged, overdue fines on the most recent circulation are voided. True/False LSA My Account URL URL for a My Account link. Use a complete URL, such as "https://example.com/eg/opac/login". LSA Pre-cat item circ lib Override the default circ lib of "here" with a pre-configured circ lib for pre-cat items. The value should be the "shortname" (aka policy name) of the org unit Text LSA Telephony: Arbitrary line(s) to include in each notice callfile This overrides lines from opensrf.xml. Line(s) must be valid for your target server and platform (e.g. Asterisk 1.4). Text Sitka This feature is not used by Sitka. Use external "library information URL" in copy table, if available If set to true, the library name in the copy details section will link to the URL associated with the "Library information URL" library setting rather than the library information page generated by Evergreen. True/False LSA Setting Description Data type Default Edited by Notes Skip offline checkin if newer item Status Changed Time. Skip offline checkin transaction (raise exception when processing) if item Status Changed Time is newer than the recorded transaction time. WARNING: The Reshelving to Available status rollover will trigger this. True/False LSA Skip offline checkout if newer item Status Changed Time. Skip offline checkout transaction (raise exception when processing) if item Status Changed Time is newer than the recorded transaction time. WARNING: The Reshelving to Available status rollover will trigger this. True/False LSA Skip offline renewal if newer item Status Changed Time. Skip offline renewal transaction (raise exception when processing) if item Status Changed Time is newer than the recorded transaction time. WARNING: The Reshelving to Available status rollover will trigger this. True/False LSA Setting Description Data type Default Edited by Notes Allow both Shibboleth and native OPAC authentication When Shibboleth SSO is enabled, also allow native Evergreen authentication True/False Sitka Allow Patron Self-Registration Allow patrons to self-register, creating pending user accounts True/False Sitka Allow pending addresses If true patrons can edit their addresses in the OPAC. Changes must be approved by staff True/False FALSE LSA Allow record emailing without login Instead of forcing a patron to log in in order to email the details of a record, just challenge them with a simple captcha. True/False LSA Auto-Override Permitted Hold Blocks (Patrons) This will allow patrons with the permission "HOLD_ITEM_CHECKED_OUT.override" to automatically override permitted holds. True/False FALSE Sitka When a patron places a hold in the OPAC that fails, and the patron has the permission to override the failed hold, this automatically overrides the failed hold rather than requiring the patron to manually override the hold. Custom CSS for the OPAC This can be populated with CSS that will load in the OPAC after the stylesheets and allow for custom CSS without editing server side templates. Text Sitka Custom jQuery for the OPAC Text Sitka Enable Digital Bookplate Search If enabled, adds a "Digital Bookplate" option to the query type selectors in the public catalog for search on copy tags. True/False FALSE Sitka This feature is not currently used in Sitka. Enable Holdings Sort by Geographic Proximity When set to TRUE, will cause the record details page to display the controls for sorting holdings by geographic proximity. This also depends on the global flag opac.use_geolocation being enabled. True/False Sitka This feature is not used by Sitka. Enable Shibboleth SSO for the OPAC True/False Sitka Evergreen SSO matchpoint Evergreen-side field to match a patron against for Shibboleth SSO. Default is usrname. Other reasonable values would be barcode or email. Text Sitka Geographic Location Service to use for Addresses Specifies which geographic location service to use for converting address input to geographic coordinates. Selection List Sitka Ignore the Global luri_as_copy flag for this OU Admin setting on e-records scoping True/False Sitka Jump to details on 1 hit (public) When a search yields only 1 result, jump directly to the record details page. This setting only affects the public OPAC True/False LSA Jump to details on 1 hit (staff client) When a search yields only 1 result, jump directly to the record details page. This setting only affects the PAC within the staff client True/False LSA Limit the depth of xxxxxx Admin setting on e-record link display Number Sitka Limit the number of URIs on the results page Admin setting on e-record link display Number 6 Sitka Log out of the Shibboleth IdP When logging out of Evergreen, also force a logout of the IdP behind Shibboleth True/False Sitka Matomo Site ID The Site ID for your Evergreen catalog. You can find the Site ID in the tracking code you got from Matomo. Text Sitka Matomo URL The URL for your the Matomo software. Be sure to include the trailing slash, e.g. https://my-evergreen.matomo.cloud/ Text Sitka Maximum file size for uploaded cover image files (at time of upload, prior to rescaling). The number of bytes to allow for a cover image upload. If unset, defaults to 10737418240 (roughly 10GB). Number 10000000 (10MB) Sitka OPAC login message HTML blob to be rendered in an interstitial page upon OPAC login Text LSA OPAC: Number of staff client saved searches to display on left side of results and record details pages If unset, the OPAC (only when wrapped in the staff client!) will default to showing you your ten most recent searches on the left side of the results and record details pages. If you actually don’t want to see this feature at all, set this value to zero at the top of your organizational tree. Number LSA OPAC: Org Unit is not a hold pickup library If set, this org unit will not be offered to the patron as an option for a hold pickup location. This setting has no affect on searching or hold targeting. True/False Sitka Open Reviews & More in a new tab Allows the Reviews & More links in the search results to be opened in a new tab True/False TRUE Sitka Org unit hiding depth This will hide certain org units in the public OPAC if the Original Location (url param "ol") for the OPAC inherits this setting. This setting specifies an org unit depth, that together with the OPAC Original Location determines which section of the Org Hierarchy should be visible in the OPAC. For example, a stock Evergreen installation will have a 3-tier hierarchy (Consortium/System/Branch), where System has a depth of 1 and Branch has a depth of 2. If this setting contains a depth of 1 in such an installation, then every library in the System in which the Original Location belongs will be visible, and everything else will be hidden. A depth of 0 will effectively make every org visible. The embedded OPAC in the staff client ignores this setting. Number Sitka Paging shortcut links for OPAC Browse The characters in this string, in order, will be used as shortcut links for quick paging in the OPAC browse interface. Any sequence surrounded by asterisks will be taken as a whole label, not split into individual labels at the character level, but only the first character will serve as the basis of the search. Regular expression Sitka Patron Self-Reg. Date of Birth Order The order in which to present the Month, Day, and Year elements for the Date of Birth field in Patron Self-Registration. Use the letter M for Month, D for Day, and Y for Year. Examples: MDY, DMY, YMD Text LSA Patron Self-Reg. Display Timeout Number of seconds to wait before reloading the patron self-registration interface to clear sensitive data Duration Sitka Patron Self-Reg. Expire Interval If set, this is the amount of time a pending user account will be allowed to sit in the database. After this time, the pending user information will be purged Duration Sitka Payment history age limit The OPAC should not display payments by patrons that are older than any interval defined here. Duration Sitka This feature is not used by Sitka. Permit renewals when patron exceeds max fine threshold Permit renewals even when the patron exceeds the maximum fine threshold True/False FALSE LSA Shibboleth SSO Entity ID Which configured Entity ID to use for SSO when there is more than one available to Shibboleth Text Sitka Shibboleth SSO matchpoint Shibboleth-side field to match a patron against for Shibboleth SSO. Default is uid; use eppn for Active Directory Text Sitka Show Geographic Proximity in Miles When set to TRUE, will cause the record details page to show distances for geographic proximity in miles instead of kilometres. True/False LSA This feature is not used by Sitka. Show Owning Lib in Items Out If enabled, the Owning Lib will be shown in the Items Out display. This may assist in requesting additional renewals True/False Sitka Soundex score weighting in OPAC spelling suggestions. Soundex, trgm, and keyboard distance similarity measures can be combined to form a secondary ordering parameter for spelling suggestions. This controls the relative weight of the scaled soundex component. Defaults to 0 for "off". Number Sitka This feature is not used by Sitka. Specify how items are ordered This value specifies how items are ordered in search results and record views within the org unit. To sort from newest to oldest by active date use desc. To sort from oldest to newest by active date use asc. To sort by call number use call. Text call LSA Tag Circulated Items in Results When a user is both logged in and has opted in to circulation history tracking, turning on this setting will cause previous (or currently) circulated items to be highlighted in search results True/False TRUE LSA Text for OPAC site specific banners Add a top banner message to your OPAC for announcements such as holiday closures. Set as blank to clear the banner. Text Sitka This feature is not used by Sitka. Text for the Sitka OPAC Banner (for Sitka Staff) Add a Sitka wide OPAC banner message, alond with any site banners that may be specified. Text Sitka The styles for the OPAC site specific banners Specify the css for your OPAC top banner. Text Sitka URL Override for NoveList Select added content javascript URL Override for NoveList Select added content javascript Text Sitka Use fully compressed serial holdings Show fully compressed serial holdings for all libraries at and below the current context unit True/False FALSE Sitka Uses phone as default pin True/False FALSE LSA When set to True the password hint is "If this is your first time logging in use the last 4 digits of your phone number or contact your library for assistance." Warn patrons when adding to a temporary book list Present a warning dialogue when a patron adds a book to the temporary book list. True/False TRUE Sitka Setting Description Data type Default Edited by Notes Disable automatic print attempt type list Disable automatic print attempts from staff client interfaces for the receipt types in this list. Possible values: "Checkout", "Bill Pay", "Hold Slip", "Transit Slip", and "Hold/Transit Slip". This is different from the Auto-Print checkbox in the pertinent interfaces in that it disables automatic print attempts altogether, rather than encouraging silent printing by suppressing the print dialogue. The Auto-Print checkbox in these interfaces have no effect on the behavior for this setting. In the case of the Hold, Transit, and Hold/Transit slips, this also suppresses the alert dialogues that precede the print dialogue (the ones that offer Print and Do Not Print as options). Text LSA Retain empty bib records Retain a bib record even when all attached copies are deleted True/False FALSE Sitka Sending email address for patron notices This email address is for automatically generated patron notices (e.g. email overdues, email holds notification). It is good practice to set up a generic account, like info@nameofyourlibrary.org, so that one person’s individual email inbox doesn’t get cluttered with emails that were not delivered. Multi-branch libraries must set the email at the branch level rather than the system level, though the same email can be used for each branch. Text LSA All libraries MUST have a value entered for this setting. Setting Description Data type Default Edited by Notes Content of alert_text include Text/HTML/Macros to be inserted into receipt templates in place of %INCLUDE(alert_text)% Text Sitka Setting is obsolete Content of event_text include Text/HTML/Macros to be inserted into receipt templates in place of %INCLUDE(event_text)% Text Sitka Setting is obsolete Content of footer_text include Text/HTML/Macros to be inserted into receipt templates in place of %INCLUDE(footer_text)% Text Sitka Setting is obsolete Content of header_text include Text/HTML/Macros to be inserted into receipt templates in place of %INCLUDE(header_text)% Text Sitka Setting is obsolete Content of notice_text include Text/HTML/Macros to be inserted into receipt templates in place of %INCLUDE(notice_text)% Text Sitka Setting is obsolete Setting Description Data type Default Edited by Notes Default level of patrons' internet access Enter numbers 1 (Filtered), 2 (Unfiltered), or 3 (No Access) Selection List Unfiltered LSA Maximum concurrently active self-serve password reset requests Prevent the creation of new self-serve password reset requests until the number of active requests drops back below this number. Number Sitka This feature is not used by Sitka. Maximum concurrently active self-serve password reset requests per user When a user has more than this number of concurrently active self-serve password reset requests for their account, prevent the user from creating any new self-serve password reset requests until the number of active requests for the user drops back below this number. Number Sitka This feature is not used by Sitka. Obscure the Date of Birth field When true, the Date of Birth column in patron lists will default to Not Visible, and in the Patron Summary sidebar the value will display as unless the field label is clicked. True/False LSA Offline: Patron usernames allowed During offline circulations, allow patrons to identify themselves with usernames in addition to barcode. For this setting to work, a barcode format must also be defined True/False Sitka OPAC Inactivity Timeout (in seconds) Number of seconds of inactivity before the patron is logged out of the OPAC. The minimum value that can be entered is 240 seconds. At the 180 second mark a countdown will appear and patrons can choose to end the session, continue the session, or allow it to time out. Number LSA Patron opt-in boundary Admin setting Text Sitka Patron opt-in default Admin setting Text Sitka Patron: password from phone # If true the last 4 digits of the patron’s phone number is the password for new accounts (password must still be changed at first OPAC login) True/False FALSE LSA Persistent login duration How long a persistent login lasts, e.g. 2 weeks Duration Sitka Security: MFA recheck interval How long before MFA verification is required again, when MFA is required for a user. Duration Sitka This feature is not used by Sitka. Restrict patron opt-in to home library and related orgs at specified depth Admin setting Number Sitka Self-serve password reset request time-to-live Length of time (in seconds) a self-serve password reset request should remain active. Duration Sitka Staff login inactivity timeout (in seconds) Number of seconds of inactivity before staff client prompts for login and password. Number 28800 LSA Setting Description Data type Default Edited by Notes Allow Fine printing If true, there will be a print option on the fine list screen. True/False LSA Allow Hold printing If true, there will be a print option on the hold list screen. True/False LSA Allow Items out printing If true, there will be a print option on the items out list screen. True/False LSA Audio Alerts Use audio alerts for selfcheck events. True/False LSA Block copy checkout status List of copy status IDs that will block checkout even if the generic COPY_NOT_AVAILABLE event is overridden. Number LSA Look up copy status ID from Server Admin. Patron login timeout (in seconds) Number of seconds of inactivity before the patron is logged out of the selfcheck interface. Duration LSA Pop-up alert for errors If true, checkout/renewal errors will cause a pop-up window in addition to the on-screen message. True/False LSA Require Patron Password If true, patrons will be required to enter their password in addition to their username/barcode to log into the selfcheck interface. True/False LSA Selfcheck override events list List of checkout/renewal events that the selfcheck interface should automatically override instead instead of alerting and stopping the transaction. Text LSA Workstation Required All selfcheck stations must use a workstation. True/False LSA Setting Description Data type Default Edited by Notes Default display grouping for serials distributions presented in the OPAC. Default display grouping for serials distributions presented in the OPAC. This can be "enum" or "chron". Text enum LSA Previous Issuance Copy Location When a serial issuance is received, copies (units) of the previous issuance will be automatically moved into the configured shelving location Selection List LSA Setting Description Data type Default Edited by Notes Disable auth requirement for texting call numbers. Disable authentication requirement for sending call number information via SMS from the OPAC. True/False TRUE LSA This feature is not used by Sitka. Enable features that send SMS text messages. Current features that use SMS include hold-ready-for-pickup notifications and a "Send Text" action for call numbers in the OPAC. If this setting is not enabled, the SMS options will not be offered to the user. Unless you are carefully silo-ing patrons and their use of the OPAC, the context org for this setting should be the top org in the org hierarchy, otherwise patrons can trample their user settings when jumping between orgs. True/False FALSE SITKA This feature is not used by Sitka. Setting Description Data type Default Edited by Notes URL verify: Maximum redirect lookups Admin setting Number 20 Sitka URL verify: Maximum wait time (in seconds) for a URL to lookup Admin setting Number 5 Sitka URL verify: Number of seconds to wait between URL test attempts Throttling mechanism for batch URL verification runs. Each running process will wait this number of seconds after a URL test before performing the next. Duration 2 Sitka Number of URLs to test in parallel URLs are tested in batches. This number defines the size of each batch and it directly relates to the number of back-end processes performing URL verification. Duration 5 Sitka Setting Description Data type Default Edited by Notes Vandelay Default Barcode Prefix Apply this prefix to any auto-generated item barcode Text LSA Vandelay Default Call Number Prefix Apply this prefix to any auto-generated item call numbers. Text LSA Vandelay Default Circulation Modifier Default circulation modifier value for imported items Selection List LSA Vandelay Default Copy Location Default copy location value for imported items Selection List LSA Vandelay Generate Default Barcodes Auto-generate default item barcodes when no item barcode is present True/False LSA Vandelay Generate Default Call Numbers Auto-generate default item call numbers when no item call number is present True/False LSA These are pulled from the MARC Record. Vandelay: Default Record Match Set Sets the Default Record Match set Selection List SitkaMatch LSA Setting Description Data type Default Edited by Notes circ.renew.check_penalty Number Sitka Claim Return: Mark copy as missing True/False FALSE Sitka Disallow circulation of items when they are on booking reserve and that reserve overlaps with the checkout period When true, items on booking reserve during the proposed checkout period will not be allowed to circulate unless overridden with the COPY_RESERVED.override permission. True/False LSA global.credit.allow True/False Sitka This feature is not used by Sitka. GUI: Juvenile account requires parent/guardian Require a value for the parent/guardian field in the patron editor for patrons marked as juvenile True/False LSA GUI: Show guardian field on patron registration The guardian field will be shown on the patron registration screen. Showing a field makes it appear with required fields even when not required. If the field is required this setting is ignored. True/False LSA GUI: Suggest guardian field on patron registration The guardian field will be suggested on the patron registration screen. Suggesting a field makes it appear when suggested fields are shown. If the field is shown or required this setting is ignored. True/False LSA Limit Due Date by Patron Expiry If True automatically adjusts item due date to match patron card expiry date if expiry date sooner than due date. If False item due date applied. True/False LSA org.opt_out_email_predue True/False Sitka This feature is not used by Sitka. Recalls: An array of fine amount, fine interval, and maximum fine. An array of fine amount, fine interval, and maximum fine. For example, to specify a new fine rule of $5.00 per day, with a maximum fine of $50.00, use: [5.00,"1 day",50.00] Text LSA Brackets are required in the text. Recalls: Circulation duration that triggers a recall. A hold placed on an item with a circulation duration longer than this will trigger a recall. For example, "14 days" or "3 weeks". Duration LSA Recalls: Truncated loan period. When a recall is triggered, this defines the adjusted loan period for the item. For example, "4 days" or "1 week". Duration LSA ui.network.progress_meter Switch off/on a bar indicating network in progress True/False LSA Setting is obsolete Use in-database circ policy Admin setting True/False TRUE Sitka Use in-database holds policy Admin setting True/False TRUE Sitka Use legacy hardcoded receipts/slips True/False FALSE LSA

Non-catalouged circulation type In-house use type Non-catalogued types diplay in a drop down menu on the Check Out and In-House screens. Non-Catalogued Type Drop Down The non-catalogued types can be viewed and configured by going to Administration → Local Administration → Non-cataloged Type Editor. To view the non-catalogued types at your library enter your library code into the Library filter. Multi-branch libraries can enter the system and then check the box to display the descendants. Library Filter

Click New Non-cataloged Type. Enter the relevant information for your non-catalogued type and click Save. Create Non-Catalogued Type Check the In House? box for items that will circulate in house. This can be used to manually track computer use, meeting room rentals, etc.

Select the non-catalogued type you’d like to edit. Click the actions button and select Edit Selected. Make your changes and click Save. [scaledwidth="75%"

Select the non-catalogued type you’d like to delete. Click the actions button and select Delete Selected. Make your changes and click Save. [scaledwidth="75%"

Sitka Training Video - Viewing and Understanding Action Triggers/Notifications(6:44) Patron Email Notifications Some Print functions Automatically setting overdue items to Lost Some templates are set at the Sitka level and cannot be customized. Most templates are customizable per library. See for details on what notices can be set up for your library.

Local system administrators can view action trigger templates, but making changes and clicking save will have no effect. Go to Administration → Local Administration → Notifications / Action Triggers. View notification templates By default no templates will display, to view the templates for your library use the Owning Library filter. View notification templates Select the template you’d like to view. Click the Actions button and select Edit Event Definition. View notification templates Scroll down to view the information in the Template section. View notification templates

Only Co-op Support can edit notifications / action triggers. Local system administrators can view notifications / action triggers within Evergreen, but making changes and clicking save will have no effect. Submit a ticket to Co-op Support to request changes to your notifications / action triggers. We recommend submitting your request at least one week before you’d like the change to go into effect. In your request please include the specific changes you need made. When requesting a change to a notification / action trigger you must include: The name of the notification / action trigger. This is found in the Name column. The specific wording you would like changed. The most efficient way to provide this is to copy the relevant template into your support request, make your desired changes, and then submit the request to Co-op Support. If applicable, your desired processing delay. For example, Hold Ready for Pick Up email notifications have a default processing delay of 30 minutes which can be customized per library.

Evergreen generates a list of all patrons with a negative balance. Negative balances are generally created when a paid bill is voided either by staff or the system. Go to Administration → Local Administration → Patrons with Negative Balances. The list will load and display. The patrons' names, barcodes, and the balance owed will display. images/admin/patrons-negative-balances-1.png Click on a barcode to open the patron’s account in a new tab. Negative balances can be resolved by refunding payments, adjusting the balance of the bill to zero, or by adding a bill entry to the negative line item.

The permission tree display entries allow the list of patron (profile) permission groups to be customized per library. If you do not have a customized tree, Evergreen will use the default tree for your library type.

Local system administrators can view the custom permission tree for your library but cannot make changes. Go to Administration → Local Administration → Permissions Tree Display Entries. The permission group tree for your library will display. Multi-branch libraries will need to change the library selector to your system. images/admin/permission-tree-display-entries-1.png If you don’t have a custom permission group tree, nothing will show under display entries. images/admin/permission-tree-display-entries-2.png Once set up the custom permission tree will display in the Main (Profile) Permission Group drop down in the patron registration and patron edit interfaces. The full list continues to display in the patron search interface. images/admin/permission-tree-display-entries-3.png

Only Co-op Support can edit permission trees. Submit a ticket to Co-op Support to request changes to permission tree or to ask for one to be set up. In your request please include the which permission groups you would like added and the order you would like them to be in.

GL Constituency borrower GL Departmental Library GL Departmental Staff GL Interlibrary loan - Canada GL Interlibrary loan - Manitoba GL Legislative Assembly staff GL Member of the Legislative Assembly GL Temporary Borrower GL Circ+Copy Edit GL Circ + Full Cat GL Local System Administrator K12 Community Borrower K12 School Staff K12 Student K12 Elementary K12 Middle K12 Secondary K12 Library Staff K12 Clerk K12 Basic Circ K12 Basic Circ + Copy K12 Circ + Copy K12 Circ + Full Cat K12 School Library Admin Alumni Community Borrowers Institution Staff Administrators Faculty Sessional Faculty Support Staff Post-Sec ILL Post-Sec Print Disabled Reciprocal Borrowers Students Continuing Studies Distance Students Grad Students Post-Sec Custom Undergrad Students Post-Sec Student Assistant Post-Sec General Staff Post-Sec Circulator Post-sec Circ + Copy Edit Post-Sec Circ + Full Cat Post-Sec Cataloger Post-Sec Local System Administrator PL Adult PL BC OneCard PL Custom PL Extended Loans PL Federation PL Home Services PL ILL PL Juvenile PL New User PL No-fines PL Non Resident - Adult PL Non Resident - Juvenile PL Print Disabled PL Restricted Access PL Teen PL Temporary PL General Staff PL Circulator PL Circ +Copy Edit PL Circ +Full Cat PL Cataloguer PL Federation System Administrator PL Local System Administrator SL Custom SL Extended Loan SL ILL SL Institution Staff SL Patron SL Print Disabled SL Student SL Temporary SL General Staff SL Circulator SL Circ + Copy Edit SL Circ + Full Cat SL Cataloguer SL Local System Administrator

Library staff can create and manage shelving locations for their library or library system. If your library uses the acquisitions module and loads vendor records you MUST let your vendors know about any changes you make to shelving location names that are used in their templates. The value for Name in the shelving locations editor and the value in the $l of the vendor MARC record template MUST match or your MARC records will not load. Go to Administration→ Local Administration→ Shelving Locations Editor. Multi-branch libraries can use the library filter to adjust the scope of the shelving locations that display. images/admin/shelving-location-editor-1.png Deleted shelving locations are filtered out by default. Libraries can provide Co-op Support with a list of their shelving locations translated into French. Co-op Support will then load the translations into Evergreen so that the shelving location names display in French whenever a patron views the public catalogue in French.

Go to Administration→ Local Administration→ Shelving Locations Editor. Click New Shelving Location. Enter the relevant information for your shelving location and click Save. Circulate? means an item in this location can be checked out. Checkin Alert will prompt staff to route the item to the location when checking in items with this location. Hold Capture Requires Verification, if set up, will generate a prompt when an item is captured for a hold. Holdable means a patron is able to place a hold on an item in this location. OPAC Visible means items in the location will display in your public catalogue. Label Prefix and Label Suffix, if set up, will be automatically included when printing spine labels. Create Shelving Location Text in the Label prefix and Label suffix fields will automatically be added to spine labels printed for items in the selected shelving location. It does not affect public catalogue or staff client display. Whether an item can be circulated, is holdable, or visible on the OPAC, is controlled by three factors: item status, shelving location, and item attributes (the options in the Holdings Editor). Evergreen follows the aforementioned sequence to check the value of each factor until it encounters a NO. An item can be circulated, holdable or visible on OPAC when all three factors are set to YES.

Go to Administration→ Local Administration→ Shelving Locations Editor. Select the shelving location you’d like to edit.. Click the actions button and select Edit Selected. Edit Shelving Location Make your changes and click Save.

Shelving locations that are no longer needed can only be deleted if they contain no un-deleted items. Before attempting to delete a shelving location Co-op Support recommends running a report using the Sitka template Shelving Location : Item with Selected Shelving Location to check for any un-deleted items. Go to Administration→ Local Administration→ Shelving Locations Editor. Select the shelving location you wish to delete. From the Actions menu selected Delete Selected. Delete Shelving Location Is Deleted? will have a value of Yes for the shelving location and it will be filtered out of the list by default. Deleted shelving locations are filtered out of the grid by default. You can adjust the filter to see deleted shelving locations as needed. Because deleted shelving locations also display in the reporter Co-op Support recommends renaming deleted shelving locations to start with Z. Deleted shelving locations will then sort alphabetically to the bottom of the list and it is very evident when running reports that filter on shelving location which shelving locations in the list are deleted.

Shelving location groups are currently not in use.

Sitka Snippet Video - Shelving Location Order (1:22) Libraries can specify the order shelving locations should appear on the holds pull list. Ordering the shelving locations so that locations that are physically close to each other appear together on the list can make it easier for staff pulling holds. Go to Administration→ Local Administration→ Shelving Locations Order. Select the shelving location you would like to re-order. Use the arrow buttons to move the location up or down the list, or move it to the top or bottom of the list. Delete Shelving Location Once all changes have been made, click Save Changes. Delete Shelving Location Items on your holds pull list will now be listed based on this order.

Sitka Training Video - Item Statistical Categories (5:42) Statistical categories, often referred to as stat cats, allow your library to capture information about your items that is not included in the standard fields in the item record. Statistical categories can be created at the branch, system, or federation level by staff with the appropriate permissions. Item statistical categories can be used in reporting and OPAC visible stat cats display in your public catalogue. See for information on applying statistical categories to items.

Sitka Snippet Video - Creating Item Statistical Categories (1:39) Go to Administration → Local Administration→ Statistical Categories - Item Editor. Click New Statistical Category - Item. images/admin/stat-cat-item-1.png Enter the relevant information for your statistical category and click Save. Required: If checked, a value must be selected for the stat cat when cataloguing a new item. OPAC Visible: If checked, the stat cat name and the selected value are displayed in the item table when looking at a record in the public catalogue. Checkout Archive: If checked, the stat cat and its value are kept in aged circulation records. images/admin/stat-cat-item-2.png

Sitka Snippet Video - Adding Item Statistical Category Entries (0:55) Each statistical category can have multiple values that library staff can choose from when adding or editing an item. Go to Administration → Local Administration→ Statistical Categories - Item Editor. Click Entries for the stat cat you would like to add values to. images/admin/stat-cat-item-3.png Click New Statistical Category Entry - Item. images/admin/stat-cat-item-4.png Enter the value and click Save. images/admin/stat-cat-item-5.png Repeat as needed to add additional values. Clicking Return in the top right of the screen will take you back to the previous screen. Statistical category entries cannot be edited or deleted in the staff client. Please contact Co-op Support for assistance.

Sitka Snippet Video - Editing Item Statistical Categories (0:59) Go to Administration → Local Administration→ Statistical Categories - Item Editor. Select the statistical category you would like to edit. From the Actions menu choose Edit Selected. images/admin/stat-cat-item-6.png Make your changes and click Save. Your changes will be reflected in the grid.

Sitka Snippet Video - Deleting Item Statistical Categories (1:05) Statistical categories can only be deleted if the entries associated with it haven’t been applied to any items. Go to Administration → Local Administration→ Statistical Categories - Item Editor. Select the statistical category you would like to delete. From the Actions menu choose Delete Selected. images/admin/stat-cat-item-7.png A pop-up will appear asking you to confirm that you wish to deleted the statistical category. If you truly wish to delete the statistical category click Confirm. images/admin/stat-cat-item-8.png Your statistical category is deleted and no longer displays in the grid. If entries have already been applied to items you will see the message Delete of Statistical Category - Item failed or was not allowed. Please contact Co-op Support for assistance.

Sitka Training Video - Patron Statistical Categories (6:15) Statistical categories, often referred to as stat cats, allow your library to capture information about your patrons that is not included in the standard fields in the patron record. Statistical categories can be created at the branch, system, or federation level by staff with the appropriate permissions. Patron statistical categories can be used in reporting and can be set to display to library staff in the patron summary in the patron account and to patrons in the Personal Information section of My Account in the public catalogue.

Sitka Snippet Video - Creating Patron Statistical Categories (2:05) Go to Administration → Local Administration→ Statistical Categories - Patron Editor. Click New Statistical Category Editor- Patron to open the editor. images/admin/stat-cat-patron-1.png Enter the relevant information for your statistical category. Name: The name will be visible to library staff and can be visible to patrons. Required: If checked, a value must be selected for the stat cat when cataloguing a new item. OPAC Visible: If checked, the stat cat name and the selected value are displayed in the item table when looking at a record in the public catalogue. User Summary: If checked, the stat cat and value display in the patron summary within the patron account. Free Text: If checked, staff can type in a value rather than being restricted to a the list of predefined entries. Checkout Archive: If checked, the stat cat and its value are kept in aged circulation records. SIP Field and SIP Format are not currently used by Sitka. images/admin/stat-cat-patron-2.png Click Save

Sitka Snippet Video - Adding Patron Statistical Category Entries (1:01) Each statistical category can have multiple values that library staff can choose from when registering or editing a patron. Go to Administration → Local Administration→ Statistical Categories - Patron Editor. Click Entries for the stat cat you would like to add values to. images/admin/stat-cat-patron-3.png Click New Statistical Category Entry - Item. images/admin/stat-cat-patron-4.png Enter the value and click Save. images/admin/stat-cat-patron-5.png Repeat as needed to add additional values. Clicking Return in the top right of the screen will take you back to the previous screen. Statistical category entries cannot be edited or deleted in the staff client. Please contact Co-op Support for assistance.

Sitka Snippet Video - Editing Patron Statistical Categories (0:57) Go to Administration → Local Administration→ Statistical Categories - Patron Editor. Select the statistical category you would like to edit. From the Actions menu choose Edit Selected. images/admin/stat-cat-patron-6.png Make your changes and click Save. Your changes will be reflected in the grid.

Sitka Snippet Video - Deleting Patron Statistical Categories (1:07) Statistical categories can only be deleted if the entries associated with it haven’t been applied to any patrons. Go to Administration → Local Administration→ Statistical Categories - Patron Editor. Select the statistical category you would like to delete. From the Actions menu choose Delete Selected. images/admin/stat-cat-patron-7.png A pop-up will appear asking you to confirm that you wish to delete the statistical category. If you truly wish to delete the statistical category click Confirm. images/admin/stat-cat-patron-8.png Your statistical category is deleted and no longer displays in the grid. If entries have already been applied to patrons you will see the message Delete of Statistical Category - Patron failed or was not allowed. Please contact Co-op Support for assistance.

Surveys are not used at this time.

The transit list tracks items that are in transit between libraries. Libraries should check this list on a regular basis for items that have been in transit longer than normal. Go to Administration → Local Administration → Transit List. Select Transit To or Transit From. Specify a date range. Multi-branch libraries must select a specific branch to see the items in transit to or from that branch. Items were sent in transit during the date range and are still in transit are listed. images/admin/transit-list-1.png Transits with a value in the Hold Type column are in transit to fill a hold at another library. images/admin/transit-list-2.png Libraries should search for items that have been in transit longer than normal. Libraries may need to search their shelves, contact the library that sent or should have received the item, and/or contact Canada Post or the relevant courier. If you are no longer going to send an item your library owns, select the transit and click the Cancel Transit button. images/admin/transit-list-3.png If the item cannot be located the owning library should mark it as Missing.

Work Log The Work Log records checkins, checkouts, patron registration, patron editing, renewals, payments and holds placed from with the patron record for a given login. To access the Work Log go to Administration → Local Administration → Work Log. There are two seperate logs, Most Recently Logged Staff Actions and Most Recently Affected patrons. The Most Recently Logged Staff Actions logs the the transactions in order they have occured on the workstation. The Most Recently Affected Patrons log is a listing of the last patrons that transactions happened on. Work Log

Most options under the Server Administration menu are global Sitka settings that cannot be changed locally. The exception includes the call number prefix/suffix, and the Organizational Units submenu, which allows Local System Administrators to edit library contact information, hours of operation, and addresses. There is some view-only information that is useful under Server Administration, in particular the list of Item Statuses.

Age Based Hold Protection Age based hold protection enables libraries to block holds from being filled for patrons from other libraries or branches until the item has been active for a specified amount of time. The following age based hold protection rules can be used when applying age based hold protection item attributes. Item Age Rule Name Description 1 month 1_month_among_multi_branch Block holds from being filled where the pickup library is not the owning library/system for 1 month from the item’s active date. 3 months 3_month_among_multi_branch Block holds from being filled where the pickup library is not the owning library/system for 3 month from the item’s active date. 6 months 6_month_among_multi_branch Block holds from being filled where the pickup library is not the owning library/system for 6 month from the item’s active date. 9 months 9_month_among_multi_branch Block holds from being filled where the pickup library is not the owning library/system for 9 month from the item’s active date. 1 year 12_month_among_multi_branch Block holds from being filled where the pickup library is not the owning library/system for 1 year from the item’s active date. 1 month 1_month_within_single_branch Block holds from being filled where the pickup library is not the owning branch for 1 month from the item’s active date. 3 months 3_month_within_single_branch Block holds from being filled where the pickup library is not the owning branch for 3 month from the item’s active date. 6 months 6_month_within_single_branch Block holds from being filled where the pickup library is not the owning branch for 6 month from the item’s active date. 9 months 9_month_within_single_branch Block holds from being filled where the pickup library is not the owning branch for 9 month from the item’s active date. 1 year 12_month_within_single_branch Block holds from being filled where the pickup library is not the owning branch for 1 year from the item’s active date. The age based hold protection rules will remain an attribute on the item record after the protection period has passed unless manually removed by library staff via the Holdings Editor. To see a list of items with the age based hold protection item attribute applied use the report template Age Based Hold Protection: Items with Age Based Hold Protection found under in the reporter under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attributes.

If you library uses prefixes and/or suffixes in call numbers, you can build a standard list, which will be displayed as dropdown lists when creating/editing call number record. This is how it looks on the call number creating/editing screen. Create Call Number Suffix To create a call number prefix or suffix, go to Administration → Server Administration- > Call Number Prefix or Call Number Suffix. To view the group penalty thresholds for your library enter your library code into the Library filter. Multi-branch libraries can enter the system and then check the box to display the descendants. Create Call Number Suffix Click New Call Number/Volume Prefix/Suffix. Type in the Label and Label Sort Key. Choose your library as the Owning Library. Click Save. Create Call Number Suffix To edit or delete a prefix/suffix, check the record, and then click Edit Selected or Delete Selected. Call Number Prefix/Suffix created here are different from Label Prefix/Suffix created on Copy Location Editor. The former are displayed as part of call number in OPAC, while the latter are on printed labels only.

Circulation modifiers are labels that can be assigned to items that Evergreen uses in conjunction with circulation policies and hold policies to determine how items should behave. Circulation modifiers can also be used in reports for statistical purposes. Co-op Support has an on-going project to streamline the list of circulation modifiers available as the same lists displays to all libraries. The list below is those modifiers recommended for use by Co-op Support. Modifiers available in Evergreen but not on the list will eventually be removed. We recommend libraries choose a subset of these circulation modifiers to use and ensure all cataloguing staff are aware of the modifiers used at their library. When you start using a new circulation modifier for items Evergreen will use your default circulation policy when checking out the item. Contact Co-op Support to update your circulation policies if the items should follow a more specific policy. Name SIP2 Media Type Magnetic Media Description alternate-format Other False Intended for items for print disabled patrons, such as DAISY readers archives Other False Intended for archival materials audiobook-cassette Other True Intended for audiobooks on cassette audiobook-cd Other True Intended for audiobooks on cd best-seller Book False Intended for collections of best sellers which need a unique modifier to identify the items for hold or circulation policies binder Other False Intended for loose-leaf binders book Book False Intended for books book-and-disk Book with diskette False Intended for books that come with a floppy-disc bookclub Other False Intended for book club sets box Other False Intended for anything that comes in a box or makes sense to use this generic modifier cassette-and-book Book with audio tape True Intended for books which come with a cassette inside cassette-and-book-in-bag Book with audio tape True Intended for titles that are presented both as a book and cassette and circulate in a bag cassettes Audio Tape True Intended for cassettes, usually music cd-and-book Book with CD False Intended for books which come with a CD inside cd-and-book-in-bag Book with CD False Intended for titles that are presented both as a book and CD and circulate in a bag cd-rom CD/CDROM False Intended for cd-roms circ-reserve Other False A number of modifiers start with circ-reserve. These are intended to be used by academic libraries with course reserves compact-disc CD/CDROM False Intended for CDs, usually music course-reserve Other False Intended for items that will be reserved for specific courses dvd CD/CDROM False Intended for dvds dvd-feature Other False Intended for feature dvds, when a secondary modifier is needed to distinguish the items from those using dvd, for hold or circulation policies dvd-rom Other False Intended for dvd-roms e-reader Book False Intended for physical e-readers equipment Other False Intended for any type of equipment the library circulates, may be used in conjunction with library-equipment if multiple hold or circulation policies are needed film Other False Intended for items that are physical film game Other False Intended for board games or other types of games graphic-novel Book False Intended for graphic novels holiday Other True Intended for holiday items ill-no-renewal Other False Intended for interlibrary loans that are not renewable inter-library-loan Other False Intended for interlibrary loans juvenile-audio-cassette Audio Tape True Intended for audiobooks for juvenile users juvenile-audio-visual Audio Tape False Intended for any audio-visual items for juvenile users juvenile-collection Other False Intended for collections for juvenile users juvenile-holiday Other False Intended for holiday items for juvenile users juvenile-playaway Other False Intended for playaways for juvenile users juvenile-serial Magazine False Intended for magazines or periodicals for juvenile users juvenile-video Video Tape True Intended for videos or dvds for juvenile users kit Audio Tape True Intended for anything considered a kit language-learning Other False Intended for items on learning a language language-other Other False Intended for items in a language different than the majority of the library’s collection laptop Other False Intended for laptops large-print Other False Intended for large print items library-equipment Other False Intended for any type of equipment the library circulates, may be used in conjunction with equipment if multiple hold or circulation policies are needed literacy-kit Other False Intended for literacy kits magazine Magazine False Intended for magazines, often used by public libraries map Other False Intended for maps new-books Book False Intended for items newly added to the collection newspaper Magazine False Intended for newspapers other Other False Intended for items that don’t fit one of the other circulation modifiers pamphlet Other False Intended for pamphlets paperback Other False Intended for paperbacks if they need to be separate from other books for statistical or policy reasons pattern Other False Intended for patterns, such as for knitting, crocheting, or sewing periodical Magazine False Intended for periodicals, often used by academic libraries playaway Other False Intended for playaways puzzle Other False Intended for jigsaw puzzles quick-video-game Other False Intended for video games with a shorter than normal loan period quickread Other False Intended for books or audiobooks with a shorter than normal loan period readalongs Other False Intended for readalongs semester Other False Intended for items that go out for an entire semester, used by academic libraries special-collection Other False Intended for a collection of items that need a unique modifier for statistical or policy reasons, see also unique-collection spiral-binding Other False Intended for items that are spiral bound tablet Other False Intended for electronic tablets textbook Book False Intended for textbooks toy Other False Intended for toys unique-collection Other False Intended for a collection of items that need a unique modifier for statistical or policy reasons, see also special-collection vertical-file Other False Intended for vertical files video Video Tape True Intended for VHS video-games Other False Intended for video games

Evergreen supports floating collections. Floating items stay at the checkin library, instead of being sent back to the item’s original circulating library. Floating Groups are used to limit the range of libraries that an item can float within. Please contact Co-op Support if you wish make all or part of your items float within selected libraries/branches.

Academic libraries may wish to use hard due dates to truncate due dates at the end of a semester or allow particular material to go out for an entire semester.

Local system administrators can view hard due dates for your library but cannot update or add new dates. Go to Administration → Server Administration → Hard Due Date Changes. Existing hard due dates will display for the current working location with the current ceiling date visible. Multi-branch libraries should use the library selector to display hard due dates for their system and descendants. images/admin/hard-due-date-1.png To see past and upcoming dates for a specific hard due date click Values on the applicable line. images/admin/hard-due-date-2.png The dates will display. images/admin/hard-due-date-3.png

If you wish to update or add hard due dates please contact Co-op Support with the following: Date or dates for the hard due date Who and what the hard due date should apply to Refer to Understanding Your Circulation Policies for the information on the parameters you can specify Whether the hard due should apply all the time or just truncate the regular due dates when they would fall after the hard due date Libraries can have both types of hard due dates if you’d like different scenarios to apply to different patron groups or items. For example, you may want to have regular loan durations apply to students until the end of term when they start to truncate while faculty members always get to check out items for the entire semester. Send your new hard due dates to Support on a regular basis to ensure your circulation works as expected. For instance, you may wish to send the dates for your fall, winter, and summer terms to Support every August so that your dates can be entered for the entire year.

This table below describes the item statuses with Sitka’s property settings. Item Status Definition Holdable OPAC Viewable Sets copy active Is Available? Hopeless Prone Available Item is on the shelf Yes Yes Yes Yes No Bindery Sent to be rebound No Yes No No No Canceled Transit A transit for the item was aborted Yes Yes No No No Cataloging This status is used by Evergreen for pre-cat items. Yes Yes Yes No No Cataloguing Department Item is being catalogued or in cataloguing department Yes Yes No No No Checked out Item is on loan Yes Yes Yes No No Claimed Returned Patron reports item has been returned. (Libraries develop own procedure for deciding when to make an item Claimed Return) No Yes Yes No No Cleaning Item is being cleaned (ie. DVDs and CDs) Yes Yes Yes No No Damaged Damaged and may not circulate again No Yes Yes No Yes Discard/Weed Item is no longer in collection, it has been weeded or discarded No No Yes No Yes ILL Item is being used for an inter library loan (borrower is not tracked in Evergreen) Yes Yes Yes No No In process Item is being processed and will soon be available Yes Yes No No No In transit Item is travelling between libraries and remains in the In Transit status until checked in Yes Yes Yes No No Long Overdue Not currently used in Sitka. No No No No No Lost Declared lost by patron or library (either manually or automatically) No Yes Yes No Yes Lost and Paid Item was declared lost by patron or staff and has now been paid for. No Yes Yes No Yes Mending Item is being repaired Yes Yes Yes No No Missing Item cannot be found No Yes Yes No Yes On Display Item is on display and is not in its usual shelving location Yes Yes Yes Yes No On holds shelf Item is awaiting pick-up by patron. Item is usually on a "holds shelf" within the library Yes Yes Yes No No On order Item has been ordered but not yet received from a vendor Yes Yes No No No On reservation shelf Used with room/booking module. When an item has been booked/reserved, it is placed in a unique location, ready for pick-up No Yes Yes No No Onsite consultation Item is available for use on-site and possibly needs to be requested through staff. This is not intended for normal reference materials. No Yes Yes Yes No Reserves In reserves collection No Yes Yes Yes No Reshelving Item has been returned but not yet shelved. Status automatically changes to Available after 24 hours Yes Yes Yes Yes No Storage On-site or off-site storage Yes Yes Yes No No Temporarily Unavailable Not available for patrons to borrow but will become available at a later date No No Yes No No If the Sets copy active is set to NO, an item created with this status will not have the Active Date field filled. The date will be filled later when the item achieves a status with Sets copy active is set to YES. If Is Available? is set to YES, items with that status will appear in search results when the Limit to Available checkbox is checked and can be checked out without needing to be first checked in or have any prompts regarding unavailable status appearing.

Sitka Training Video - Configuring Your Library Information (3:03) Anyone with access to the staff client may view these settings, but only staff with a local system administrator account can make changes for their library. Go to Administration → Server Administration → Organizational Units. Find your library in the tree on the left side of the screen. You may need to expand the arrows. Click on your library name to open the settings for your library. Multi-branch library systems will see an entry for each branch. Library Main Settings Click on the relevant tab to update your main settings, hours of operation, and addresses.

Sitka Snippet Video - Adding or Updating Your Library’s Contact Information (1:53) Local system administrators can add or update the library’s main contact information on the Main Settings tab for their library. Multi-branch libraries can enter information at the system level and/or the branch level. Enter or update the information in the Phone Number and/or Email Address fields. Library Main Settings Click Save. Evergreen will use this information in notifications that go out to patrons as well as display it on the Library Information page in your public catalogue.

Sitka Snippet Video - Setting or Updating Your Library’s Hours of Operation (1:44) Local system administrators can add or update the library’s hours of operation on the Hours of Operation tab. Multi-branch libraries should enter information at the branch level. These are the library’s regular weekly hours; holidays and other closures are recorded in the . Enter the open and closed times you would like. Click Closed for any days where you are closed for the entire day. Add any needed notes to he appropriate days of the week. This text will display with your open hours in the public catalogue. Click Apply Changes. Library Hours of Operation Evergreen will use this information when calculating due dates, overdue fines, and for hold targeting. This information will also display on the Library Information page in your public catalogue. Hours of operation and closed dates affect due dates, overdue fines, and hold targeting. Due dates: Due dates that would fall on closed days are automatically pushed forward to the next open day. Overdue fines: Overdue fines are not charged on days when the library is closed unless the library setting Charge fines on overdue circulations when closed is set to TRUE. Hold Targeting: Items at a closed library will not be targeted for holds unless the library setting Target copies for a hold even if copy’s circ lib is closed or Target copies for a hold even if copy’s circ lib is closed IF the circ lib is the hold’s pickup lib is set to TRUE.

Sitka Snippet Video - Adding or Updating Your Library’s Contact Information (1:53) Local system administrators can add or update the library’s addresses on the Addresses tab. Multi-branch libraries should enter information at the branch level. Enter or update the information on the applicable subtabs on the Addresses tab. Ensure Is Valid? is set to Yes for all valid addresses. Click Save. Library Addresses Repeat for the additional addresses on the other tabs. Evergreen will use this information on hold slips, hold transit slips, in notifications sent to patrons, and on the Library Information page in your public catalogue. Libraries should ensure information is entered for all four address types as Evergreen uses different addresses for different functions. The value in the State (Province/Territory) field on the Mailing Address subtab MUST be set to BC for BC libraries, MB for Manitoba libraries, and ON for Ontario libraries. This field is used to generate the URL in email notifications to take patrons to My Account in your public catalogue. If the province is not entered correctly the links sent to your patrons in your email notifications will not work. Library Addresses

Library sets up a computer specifically for self check with the following: a mouse a barcode scanner library security system (RFID pad, demagnetizing equipment, etc.) a keyboard a receipt printer Internet Browser The self check is known to be compatible with Chrome, Firefox and Internet Explorer. a method for locking down access so patrons cannot use the computer for other functions Co-op support recommends that you consult with your local IT support on the best method to lock down your computer. Library contacts Co-op Support to get a self check interface set up with the library’s logo and colours. Co-op Support supplies library with URL for self check and a self check specific Local System Administrator account. Library saves URL as a favourite in browser or as a shortcut on the computer’s desktop for easy access. Library sets needed self check library settings. For details, refer to Library teaches patrons to use self check. For instructions on using the native Evergreen Self Check, see The information in this section is specific to the native Evergreen Self Check which is available to all libraries. For information regarding a third party self check please contact the vendor. Certain things in your public catalogue can be customized for you by Sitka staff. Making these changes takes time, so please ensure you contact Co-op Support with your requested changes at least one week before you want the changes live.

Each library can customize the Evergreen public catalogue with their logo and colours. The logo should be sent to contact Co-op Support as a .png file. Co-op Support recommends thinking about how your logo will display on different devices. Large or long logos may not display well when the public catalogue is viewed on a mobile device. There can be separate colours for: the header the footer the buttons (search, clear form, my account) the facets (to the left of the search results) Please provide the colours you want in their hex codes. If you like a colour used on another Sitka library’s public catalogue, let us know and we can pull the hex code from their site. By default there are two links in the header - Library Home and My Account. Additional links can be added to point to other resources and pages the library wishes to include. To have a link added, please send both the link and the text to display to Co-op Support. By default, the public catalogue displays just the date for due dates. Libraries that have hourly loans can choose to have the due date time included; the due date time will display for all check outs, not just hourly loans. A temporary banner with text and links can be applied across the top of your public catalogue. The yearly banner for Sitka’s Evergreen upgrade will override local banners.

Libraries participating in reciprocal borrowing agreements that allow patrons to place holds, like Interlibrary Connect, have three option for how their public catalogue scopes. Only your library displays in the search library list All libraries in your zone display in the search list and your library is the default All libraries in your zone display in the search list and the top organization in the zone is the default

Libraries which allow patrons to self register using the Request a Library Card functionality can add custom text between the form fields and the Submit Registration button. This can be used to include information about why the library is collecting the information required in the form and what the library will do with that information. Libraries can also customize the text that appears after a patron clicks the Submit Registration to advise the patron of what will happen next. To custom text for the request a library card functionality please send the text to display to Co-op Support and specify if it is for the bottom of the form or for the registration confirmation page.

The text on the My Account login page can be customized if your library has specific information that patrons need for logging in that isn’t covered by the default text. images/admin/my-account-customize-1.png Username Label This text can be customized. Username Hint This text can be customized. Password Label This text can be customized. Password Hint This text can be controlled by the library setting uses phone as default pin which switches the text between wording about a default PIN or using the last 4 digits of the patron’s phone number. This text can also be customized if neither option covers the information your patrons need.

The ability for a patron to change their email can be disabled for libraries that require patrons to use an institution issued email address. The ability for a patron to change their password can be disabled for libraries that use single-sign on or similar products. The ability for a patron to select hold notification by phone can be disabled for libraries that never contact patrons by phone. The ability for a patron to change their preferred name can be disabled for academic libraries that send patron files to Co-op Support for loading. The password strength message can be customized if your library requires different criteria than Evergreen’s default.

The Patron Deletion Tool developed by the Sitka team allows local system administrators to delete inactive cards and patron accounts while retaining statistics. Staff can only delete cards and accounts for patrons whose home library is their library or one of their branches. In some cases staff may need to update a patron’s home library in order for an account to be deleted. Scenario Action An active patron lost their library card and was issued a new one using the Replace Barcode function. Delete the barcode for the lost card. A patron is no longer active and their account should be removed completely. Delete the patron account. An active patron has more than one account. Merge the accounts. Choose the barcode that you want to keep as the lead record.

The patron deletion tool can be accessed from the staff client home page. On the staff client home page click Patron Deletion Tool found in the Administration box. images/admin/patron-deletion-1.png The Patron Deletion Tool will open in a new tab. Enter a local system administrator username and password and click Login. images/admin/patron-deletion-2.png

Delete Inactive Cards When the barcode for a patron’s account is replaced and a new barcode is assigned, the old barcode remains in the Evergreen database as an inactive card. Patrons cannot login to the public catalogue with an inactive barcode, but it can be used to authenticate with some 3rd party products and to retrieve the active patron record in the staff client. Co-op Support strongly recommends libraries delete inactive barcodes on a regular basis. The Sitka template named List of Inactive Patron Barcodes can be used to generate a list of inactive patron barcodes which your local system administrator can copy/paste into the Patron Deletion Tool. In the Patron Deletion Tool enter the barcodes for the cards to be deleted (one barcode per line). Check the box for Delete cards only. images/admin/patron-delete-inactive-1.png Click Submit. images/admin/patron-delete-inactive-2.png The confirmation page will appear. Confirm which cards you’d like to delete and click Delete Checked Cards. images/admin/patron-delete-inactive-3.png The deletion report lists successfully deleted cards. images/admin/patron-delete-inactive-4.png

Delete Patrons Patron Deletion Evergreen checks against all patrons (un-deleted and deleted) to determine whether a username is available to be used. If the patron has not changed the username it will match their barcode. If there is any possibility that the username or barcode will be needed in the future staff should prefix the username on the current account with DELETED before deleting the account. In the Patron Deletion Tool enter the barcodes for the accounts to be deleted (one barcode per line). Ensure the box for Delete cards only is un-checked. Click Submit. images/admin/patron-delete-1.png The confirmation page will appear. The deletion tool will flag any accounts with the following: Unpaid bills - bills are voided if the account is deleted Open circulations - account cannot be deleted until open circulations are resolved by staff Active holds - account cannot be deleted until holds are cancelled by staff Confirm which patron accounts you’d like to delete and click Delete Checked Patrons. images/admin/patron-delete-2.png The deletion report lists successfully deleted cards. images/admin/patron-delete-3.png Deleted patron accounts remain in the Evergreen database for reporting purposes but are no longer accessible from the staff client.

Patron accounts CANNOT be undeleted through the Evergreen staff client. Library staff should always double check to ensure they are deleting the correct accounts. Please contact Co-op Support if an account has been accidentally deleted. You must include the account username in your ticket.

In Evergreen library staff accounts are the same as patron accounts with two differences. Staff accounts use Main (Profile) Permissions Groups with permissions that give access to Evergreen’s staff functions. Staff accounts have working locations which tell Evergreen which libraries or branches an account can be used at. When a library staff account expires the staff member is not able to log into the Evergreen staff client until their account has been renewed. There are two kinds of library staff accounts recommended by Co-op Support: Staff Specific Accounts Account is specific to a particular staff member and includes their personal details like first and last name. Account is used for staff functions only, never used for personal borrowing. Account can be granted permissions to use the reporter and/or view report output. Account can be updated and transferred to a new staff member preserving access to recurring reports that run from the reporter. The new user MUST complete a reporter privacy waiver to comply with Sitka’s privacy policy. Libraries are encouraged to use Staff Specific Accounts for all accounts that need access to the reporter in Evergreen to avoid the need to re-set up recurring reports. Generic Staff Accounts Account is generally specific to a department or function, such as circulation or cataloguing, and is used by multiple staff members. Account name is not tied to a specific person. For example, Circulation FrontDesk is a commonly used name. Account CANNOT be granted permissions to use the reporter or view report output. Staff/Personal Accounts - No Longer Recommended Account is specific to a particular staff member and includes their personal details like first and last name. Account is used both for performing staff functions and for personal borrowing. Account can be granted permissions to use the reporter and/or view report output. Account CANNOT be transferred to a new staff member as it is linked to personal borrowing data. Co-op Support now strongly recommends against using Staff/Personal Accounts due to issues that have arisen when libraries are closing down a staff member’s account after they leave the library.

Sitka Training Video - Creating Library Staff Accounts (4:46) To create a new library staff account register your user as you would a patron taking the following into consideration: It is best practice to use a temporary password and then have your staff reset their password to something only they know. For an account to be a staff account it needs to have a Main (Profile) Permission Group with library staff permissions. Choose the appropriate permission group for the access the staff member needs. The Local System Administrator permission group can only be assigned by Support. Libraries may create an account using any permission group and then submit a request to Support to have the account updated to local system administrator. Please include the account’s barcode in the request. The table in Staff Account Permission Groups shows what staff functions different permission groups can perform. images/admin/staff-account-1.png This example shows public library staff permission groups. A similar list of groups is available for each library type.

Sitka Snippet Video - Working Locations (1:05) After creating the account you need to assign a working location: Retrieve the account. Go to Other → User Permission Editor. Select the checkbox(es) in front of the library/branches that you want to assign to the account. Scroll down to the bottom to click Save. images/admin/staff-account-3.png Staff accounts without a working location can not sign into the Evergreen staff client.

Sitka Training Video - Editing Library Staff Accounts (1:08) All library staff members can update their own username, password, and email addresses by logging into My Account in the public catalogue. They can use the Forgot your Password link on the My Account login screen as well, as long as their staff account contains a valid email address. Updating your staff account in the public catalogue is the same as updating it in the staff client. Some libraries have disabled editing of email addresses through My Account. Local System Administrators can edit staff accounts in the staff client, with the exception of any LSA staff accounts. For edits to Local System Administrator accounts, other than username, password, or email address, contact Support. Please include the account barcode and the changes needed.

Sitka Training Video - Managing Passwords(4:02) Staff passwords can be reset: through My Account in your public catalogue. Log into My Account and using the the Change link found on the Personal Information tab of Account Preferences. Sitka Snippet Video - Changing an Existing Password (1:20) through the password reset link in your public catalogue. Use the Forgot Your Password? link in the My Account login screen on your public catalogue. You must have an email address recorded in your staff account for this to method to work. Sitka Snippet Video - Resetting a Forgotten Password (2:54) through your account in the staff client by your local system administrator. Local system administrators can use the Send Password Reset Link button on the Edit tab in the patron account in the staff client OR assign a new password to staff that are not also local system administrators. through a request to Co-op Support. If you are unable to reset your password using one of the other methods, send in a request to Support to have a temporary password assigned and then use the Change link in My Account. Resetting a password by email is disabled for libraries using single sign-on. If your library uses single sign-on you will not be able to use the Forgot Your Password? link in your public catalogue or the Send Password Reset Link button in the staff client. Please contact Co-op Support for the password reset URL for your library.

Every library staff account must have a staff permission group assigned as their Main (Profile) Permission Group in order to access the staff client. Staff can also have secondary permission groups assigned to give them access to special features. Library directors should consider what functions each staff member needs access to and assign the appropriate permission group.

This is a general outline of the available staff permission groups and the permissions included. To view a detailed list of permissions for a particular account, go to Administration → User Permission Editor in the staff client. Action General Staff Circulators Circ + Copy Edit Circ + Full Cat Catalogers Local System Administrator (LSA) Basic circulation functions * * * * * * CheckIn bad status overrides * * * * * * CheckIn Missing/Lost/ClaimedReturned overrides * * * * CheckOut overrides * * * * * * MaxRenewalReached override * * * * * Basic patron record * * * * * * Bar patrons * * * * * Unbar patrons * * * * Merge/delete patrons * Patron restriction overrides * * * * Bills and payments * * * * * Holds * * * * * * Item/volume records * * * * Bib records * * * Buckets * * * * * * Create/upload offline transactions * * * * * * Process offline transactions * Transit * * * * * * Abort remote transit * * * * Receive serials * * * * * Create serials subscriptions * * *

These secondary permission groups give staff access to functions in the acquisitions module. More information on these groups can be found in the Acquisitions Permission Groups section of Sitka’s Evergreen Acquisitions Documentation.

This secondary permission group gives staff access to the carousel feature in Evergreen that is used by LibPress libraries. Library staff must send a request to Co-op Support if they need to have this permission group added to their account. See the Sitka Carousels section in the LibPress Manual for information on creating and working with carousels.

This secondary permission group gives staff access to the cover image uploader found Evergreen’s staff catalogue. Library staff must send a request to Co-op Support if they need to have this permission group added to their account. See for information on using this feature.

This secondary permission group gives staff access to the reporter in Evergreen to run and view reports. In accordance with Sitka’s privacy policy and owing to the nature of Sitka’s shared Evergreen database any staff needing access to the reporter must sign and submit the Full Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant reporter permissions to the account.

This secondary permission group gives staff access view report output that is shared with them via email or a link. In accordance with Sitka’s privacy policy and owing to the nature of Sitka’s shared Evergreen database any staff needing access to the reporter must sign and submit the All Staff Reporter Privacy Waiver. Once the waiver is completed, if the staff account meets the required criteria, Co-op Support will grant reporter permissions to the account.

Additional permissions can be granted to library staff in two ways.

Sitka Snippet Video - Additional Permissions for Library Staff Accounts (2:03) Acquisitions and reporter permissions are granted as secondary permission groups. Acq Admin users can grant acquisitions permissions. Reporter permissions are granted by Co-op Support after a Reporter Privacy Waiver is completed. The report template Staff Assigned to Supplementary Permission Group(s) can be used to generate a list of staff at your library who have a secondary permission group assigned to their account. This template is found under Shared Folders → Templates → Sitka_templates → Patrons → Others.

Local System Administrators may selectively grant additional permissions available to LSA accounts to other non-LSA accounts. In the example below a Circ + Full Cat account is granted permission to process offline transactions, a function which otherwise requires an LSA login. Log in to Evergreen with a local system administrator account. Find the staff account on User Permission Editor. You may search for the patron account, then go to Others → User Permission Editor, or go to Administration → User Permission Editor to search for the account by barcode. When User Permission Editor is loaded, scroll down the permission list to find OFFLINE_EXECUTE. Select the checkbox in Applied column. Scroll down to the bottom to click Save. images/admin/staff-account-2.png Permission: List of permission names. For help correlating permissions to specific Evergreen functions please contact Support. Applied: If checked the permission is granted to this account. Depth: limits application to the staff member’s library and should be left at the default. Evergreen blocks attempts to set Federation- or Sitka-wide privileges. Grantable: If checked this staff account will be able to grant the new privilege to other accounts (not recommended).

Library staff accounts can be retrieved via Patron Search and Check Out the same as a patron account. You can easily retrieve a list of all library staff accounts at your library through the Patron Search. Set Profile Group to the Library Staff group applicable to your library type. Set the organizational unit to your library or system. Click Search. images/admin/staff-account-4.png Support recommends reviewing your staff accounts on a regular basis and closing accounts for staff who no longer work at your library.

Sitka Training Video - Closing Library Staff Accounts (1:56) When a staff member leaves the library, their staff access should be disabled in a timely manner. Remove the working location(s) from the account Change the main permission group to a patron permission group (or contact Co-op Support in the case of a local system administrator) Contact Co-op Support if the staff member had permission to view report output or access to the reporter If the former staff member will not be using the account as a personal borrowing account, a local system administrator can use the patron deletion tool to delete the account. Additionally, if the staff member had access to any other library accounts, such as generic accounts, those staff accounts must have their passwords updated.

If the account being closed is currently used to run recurring reports for the library you have two options for handling those reports: If the account has only ever been used for staff access (no personal borrowing) you can update the name and details on the account (or contact Support in the case of a LSA). The new user MUST complete a reporter privacy waiver to comply with Sitka’s privacy policy. OR If the account has been used as both a staff and personal borrowing account the reports will need to be moved to a new staff member.

Ensure that folder(s) the report templates currently reside in are shared with your library. Sharing them makes them visible to anyone at your library who has signed the Full Reporter Privacy Waiver and so has access to the Reporter. The new staff member handling reports logs in and clones all the needed report templates into their own folders, same as you would clone a report from the Sitka Templates folder. Any recurring reports running from the old account need to be cancelled by going into the Reports folder for each report and deleting the report. Deleting reports also deletes any output attached to the report so make sure to download any needed report output as Excel or CSV files and save them to your computer or network drive.

Libraries can opt in to a number of automated patron notifications. These notifications are set up by Co-op Support. If you are unsure what notifications your library has set up, please contact Co-op Support. Local system administrators can view but not edit the action trigger templates used by their library. See for instructions. Notifications are sent in two ways, depending on the notification: Email - sent directly to the patron Mail - sent to the library as a PDF to be printed and mailed out

Email Notifications NotificationsEmail Email When sending out emails the BC Libraries Cooperative needs to follow all of the best practices and conventions in order to avoid our emails being marked as spam and to have the best chance of the emails being delivered successfully to your patrons. One of the important things we do is ensure that any emails sent from our servers have a From address with a domain that can be verified as coming from our servers. This means that all emails sent by Evergreen will come from noreply-YOURLIBRARYCODE@catalogue.libraries.coop. How this displays to your patrons will depend on their email client. To discourage patrons from responding to these automated notifications most of them start with This is an automated message. Please do not reply to this email. In the email notification templates the Reply to address is set to use the email address set for your library in the library setting Sending email address for patron notices. This ensures that if patrons do reply those replies are directed to the email of your choice. Bounced emails are also directed to this email address and we encourage staff to invalidate any email addresses that bounce to help keep us from being blacklisted by email providers. Email notifications from Sitka’s Evergreen are not spam and should not be marked as spam by either patrons or staff. If patrons do not wish to receive them they can opt out of receiving most notification emails through the Notification Preferences in My Account. When this box is unchecked patrons will not receive courtesy, overdue, autorenew, emergency closing, new patron, patron account expiration, or fine limit exceeded notifications.

Patron NotificationsAction Triggers Action Triggers Triggered Events Evergreen keeps a record, called a triggered event, of courtesy, overdue, and hold notifications sent out via email. You can check to see whether or not a notification was generated. These records are kept for 3 to 6 months, depending on the type of notification. To view notifications in the patron account, select Other → Triggered Events/Notifications. images/admin/patron-notifications-1.png By default completed courtesy and overdue notifications are displayed with the oldest notifications listed first. You can use the tabs to switch between circulation and hold events. images/admin/patron-notifications-2.png You can re-send a completed notification by selecting it and clicking Reset selected events. images/admin/patron-notifications-3.png You can cancel a pending notificiation by selecting it and clicking Cancel selected events. images/admin/patron-notifications-4.png Triggered events with a state of Invalid or Error encountered a problem during the generation process. In these cases no notices were generated. States such as Pending may last for a short period of time while the event is being processed.

Courtesy Notifications NotificationsCourtesy Courtesy Courtesy notifications are generated and sent via email ahead of an item being due. If the due date is extended via Edit Due Date after the courtesy notification is sent out, no additional courtesy notification will be generated. Staff are encouraged to use the Renew or Renew with Specific Due Date functions instead to ensure additional notifications are generated in due course.

Courtesy notices are generated and sent via email to patrons before an item is due. The standard interval is 3 days ahead of the due date but this can be customized. Only patrons with email addresses in their patron account will receive email courtesy notifications. To customize the wording or the interval of the notification please contact Co-op Support.

Overdue Notifications NotificationsOverdue Overdue Overdue notifications are available via email and paper. Library staff can also run reports to generate a list of patrons to manually phone.

Overdue notifications can be sent via email at intervals desired by the library. The standard intervals are 7 and 14 days after an item is due but this can be customized. To customize the wording or the interval of the notifications please contact Co-op Support.

Paper Overdue Notices Evergreen can generate a PDF file of overdue notices which is then emailed to the library to be printed and distributed to patrons. These notices are created and emailed daily. An email with an empty PDF file means that there are no items for that day that meet the criteria to have a paper overdue notice generated. If you do not receive the daily email with the PDF file please contact Co-op Support as this means that paper overdues are not generating as expected. Paper overdues can be generated at the following intervals 1, 2, 3, 4, 5, 6, 7, 8, 9 or 10 weeks after the item becomes due. The intervals define when a second, third, or fourth, and so on, letter is sent out. Paper overdues at 1 and 2 weeks overdue are generated for only for patrons without email addresses in their account. From the 3 weeks onwards the notices are generated for all applicable patrons. The final paper overdue notice, at the interval of your choosing, can be set up as a billing notice and can include the item replacement cost and applicable processing fees. The replacement cost comes from the Price item attribute; if this attribute is blank the value set for the library setting Default Item Price is used instead. The processing fee uses the value from the library setting Lost Materials Processing Fee. To set up paper overdues for your library, update your existing notices, or update the email address the PDF file is sent to please contact Co-op Support.

In some circumstances staff may wish to manually contact patrons with overdue items via the phone. You can use the report template Overdues Within Time Span -Phone List for Patrons without Email (based on Checkout Library) to generate a list of patrons with overdue items in the timeframe you specify that do not have an email address on file. You can also use the report template Overdues Within Time Span - General (Based on Checkout Library) to generate a list of all patrons with overdue items in the timeframe you specify. Both of these report template can be found under Shared Folders → Sitka_templates → Circulation → Overdue and others. These reports can be run as a one off or set up as a recurring report which emails the report to the specified staff email.

Overdue Mark Lost Notifications NotificationsOverdue Mark Lost Overdue Mark Lost Evergreen can automatically mark items as lost that have been overdue for a specfied period of time. When this process runs the item is set the status of lost and a lost bill is applied to the patron’s account. The bill includes the item’s replacement cost from the Price item attribute, if this attribute is blank the value set for the library setting Default Item Price is used instead, and a processing fee from the value in the library setting Lost Materials Processing Fee. When enabled the Overdue Mark Lost notification is sent via email to patrons when Evergreen automatically marks an item as lost. This notification is not sent when staff manually mark an item as lost. If you use paper overdues you may to have this set up so that items are marked lost in tandem with a paper overdue billing notice being generated. To customize the wording of the notification or set up the automatic to lost process please contact Co-op Support.

Circulation Notifications NotificationsCirculation Circulation

Patrons have the option to receive their check out receipt via email. This receipt is set globally and cannot be customized. The Evergreen self check can also send a check out receipt via email. This receipt is also set globally and cannot be customized.

Libraries that allow Evergreen to auto renew their items through their circulation policies can also have Evergreen send an email notification to inform patrons whether or not their item(s) were successfully auto renewed. To customize the wording of the notification or set up the autorenew process please contact Co-op Support.

When the emergency closing function in the Closed Dates Editor is used to extend existing due dates Evergreen will send out an email notification to let your patrons know that their due dates have changed. This notification is set globally and cannot be customized.

Hold Notifications NotificationsHold Hold Evergreen has a number of notifications that can be sent via email regarding patron holds. To opt in to a specific hold notification or to customize the wording of a notification please contact Co-op Support.

Depending on the notification option selected when a hold is placed, a patron will be notified via email or a manual phone call when their hold is captured. Email notifications are automatically sent to patrons when a hold is captured after a processing delay. By default the delay is 30 minutes but this can be customized if a library needs a longer or shorter processing delay. Phone notifications are done manually by library staff. See for information on determining how a patron has been notified about a captured hold.

An additional email notification can be sent to remind patrons of a hold that is awaiting pick-up. This notification can be scheduled to go out a few days before the hold expires from the hold shelf.

An email notification can be sent to patrons when library staff cancel their hold in the staff client. If staff include a note when cancelling the hold that note will appear in the notification.

An email notification can be sent to patrons when holds are cleared from the hold shelf because they were not picked up and have now expired.

Libraries using Hold Groups can enable this email notification so that their patrons receive an email when a new hold is placed for them through a hold group.

Patron Account Related Notifications NotificationsPatron Account Patron Account

An email notification can be sent to patrons after you register them in Evergreen. The notification welcomes them to the library and can include any information you feel is relevant for your new patron. If the patron receives the email it is also a confirmation that the email address in their account is correct. These notifications are sent for patrons that are automatically loaded into Evergreen from another source, such as a post-secondary’s registrar’s office. By default the notification is sent within 2 minutes of the account being created. To customize the wording or the time frame of the notification please contact Co-op Support.

An email notification can be sent to patrons to warn them their library account is about to expire. This is intended to give patrons time to renew their account before they lose access to library services and may be especially useful for patrons who use primarily use electronic resources. By default the notification is sent 30 days before the patron’s account expires. To customize the wording or the time frame of the notification please contact Co-op Support.

An email notification can be sent to patrons when they reach the fine limit set in your Group Penalty Thresholds. When a patron exceeed the fine limit they are blocked from renewing items and checking out new items so can be useful to alert patrons before they come into the library. To customize the wording of the notification please contact Co-op Support.

Library staff and patrons can initiate test email messages to confirm the information in the patron’s account is correct. These test notifications are sent after a 1 minute delay. The notifications are set globally so the wording and delay cannot be customized.

Through the public catalogue patrons and staff can initiate a password reset for their account. As part of this process an email notification is sent to the user within minutes. The notification is set globally so the wording and delay cannot be customized.

Evergreen runs smoothly on most modern computers with a good internet connection. To ensure your system is ready for migration here are a few tips and minimum requirements. Internet Connectivity Most internet traffic uses moments of brief connectivity rather than a persistent connection so it is not unusual when experiencing connectivity issues to notice it in the Evergreen staff client. Evergreen will work down to a 3Mbps connection, but the performance will get progressively worse the lower the connection speed gets. While Evergreen will be functionally usable at 3Mbps it may of limited use at lower speeds. Ideally it runs at 12Mbps. Category Downstream Upstream Latency (to Sitka) Bare Minimum To Function 3Mbps 786Kbps less than 200ms Adequate 6Mbps 1Mbps less than 125ms Ideal 12Mbps 2Mbpbs less than 75ms Most of the bandwidth usage in a library is not from Evergreen, but from other usage of the internet by both staff and patrons. When staff workstations share an ISP connection with public workstations libraries ideally should have at least 1.5-2x more down/upstream capacity than what is recommended in the table above. Evergreen Staff Client The Evergreen staff client is accessed using the Chrome web browser and connects to the central server. Computers used for accessing the Evergreen staff client require the following: Operating System Windows 10 or 11. Users may need to manage privacy settings based on best practice in Windows community or on advice of your IT department or vendor. Mac OS X 13.7 or higher. Linux Internet Browser Chrome - updated to the newest available version. Chrome is the web browser officially supported for Evergreen by Co-op Support. Firefox - updated to the newest available version. Firefox is not officially suppported by Co-op Support but can be used temporarily if needed. a reliable high speed internet connection The Evergreen staff client will not display properly on computers running older unsupported operating systems and using older unsupported versions of Chrome. We strongly recommend that libraries ensure their staff computers are running a supported operating system. OPAC Terminals There is no stand-alone public catalogue client for Evergreen. Patrons search the catalogue using a web browser. Computers used for accessing the public catalogue at minimum require the following: a reliable high speed internet connection a web browser, e.g. Firefox, Chrome or Edge To limit your OPAC terminals to catalogue searches local configuration will be required. Barcode Scanners Evergreen will work with virtually any barcode scanner - if it worked with your legacy system it should work on Evergreen. Printers Evergreen can use most desktop or roll printers configured for your terminal to print receipts, check-out slips, holds lists, spine labels, etc. CC-BY-SA This work is licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License. This table lists the abbreviations used in Evergreen’s Leader and 008 Field Grid for the characters of the Leader and 008. Please refer to MARC 21 Format for Bibliographic Data/ Normes MARC 21 for more information on particular characters. Evergreen Code Field Character(s) Name AccM 008 24-29 Accompanying Matter Alph 008 33 Original Alphabet or Script of Title Audn 008 22 Target Audience Biog 008 34 Biography BLvl Leader 07 Bibliographic Level Comp 008 18-19 Form of Composition Conf 008 29 Conference Publication Cont 008 24-27 Nature of Contents CrTp 008 25 Type of Cartographic Material Ctrl Leader 08 Type of Control Ctry 008 15-17 Place of Publication, Production or Execution Date1 008 07-10 Date 1 Date2 008 11-14 Date 2 Desc Leader 18 Descriptive Cataloguing Form Dtst 008 06 Type of Date/Publication Status ELvl Leader 17 Encoding Level EntW 008 24 Nature of Entire Work Fest 008 30 Festschrift File 008 26 Type of Computer File Fmus 008 20 Format of Music Form 008 23 or 29 Form of Item Freq 008 18 Frequency Gpub 008 28 Government Publication Ills 008 18-21 Illustrations Indx 008 31 Index Lang 008 33-37 Language LitF 008 33 Literary Form LTxt 008 30-31 Literary Text for Sound Recordings MRec 008 38 Modified Record Orig 008 22 Form of the Original Item Part 008 21 Music Parts Proj 008 22-23 Projection Regl 008 19 Regularity Relf 008 18-21 Relief SpFm 008 33-34 Special Format Characteristics Srce 008 39 Cataloging Source SrTp 008 21 Type of Continuing Resource Tech 008 34 Technique Time 008 18-20 Running Time for Motion Pictures and Videorecordings TMat 008 33 Type of Visual Material TrAr 008 33 Transposition and Arrangement Type Leader 06 Type of Record

Found under Shared Folders → Templates → Sitka_templates → Intra-federation ILL. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Monthly Inbound ILC", not "January Inbound ILC". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Destination Library = select your library. images/report/appendix/library-inbound-ilc-holds-count-monthly-2.png Send Date/Time = check the box for Relative time value and enter 1 Month(s) ago. images/report/appendix/library-inbound-ilc-holds-count-monthly-3.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png

Found under Shared Folders → Templates → Sitka_templates → Intra-federation ILL. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Monthly Outbound ILC", not "January Outbound ILC". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. images/report/appendix/filter-in-list-circ-library.png Send Date/Time = check the box for Relative time value and enter 1 Month(s) ago. images/report/appendix/library-inbound-ilc-holds-count-monthly-3.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png

Found under Shared Folders → Templates → Sitka_templates → Circulation → Monthly Circulation Stats. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Monthly Circulation by Circ Modifier", not "January Circulation by Circ Modifier". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Checkout Date/Time = check the box for Relative time value and enter 1 Month(s) ago. images/report/appendix/monthly-circ-by-circ-mod-1.png Checkout / Renewal Library = select your library and/or your branch(es) images/report/appendix/monthly-circ-by-circ-mod-1.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png

Found under Shared Folders → Templates → Sitka_templates → Circulation → Monthly Circulation Stats. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Monthly Circulation by Shelving Location", not "January Circulation by Shelving Location". images/report/appendix/name-your-report.png Checkout Date/Time = check the box for Relative time value and enter 1 Month(s) ago. images/report/appendix/monthly-circ-by-circ-mod-1.png Checkout / Renewal Library = select your library and/or your branch(es) images/report/appendix/monthly-circ-by-circ-mod-1.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attributes. Recommended Recurrence Interval: None, run as needed Enter a name that reflects what circulation modifiers you are reporting on. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. images/report/appendix/filter-in-list-circ-library.png Code = select the circulation modifier(s) for which you would like a list of items using the modifier(s). images/report/appendix/filter-in-list-circ-mod.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attributes. Recommended Recurrence Interval: None, run as needed Enter a name. You may wish to include a date. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library and/or your branch(es) images/report/appendix/filter-in-list-circ-library.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Inventory. Recommended Recurrence Interval: None, run as needed Enter a descriptive name that includes the date on which you ran the report. You will likely run this report several times over the course of performing inventory. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. Latest Inventory Date = enter the date on which you started doing inventory. images/report/appendix/inventory-scanned-count-by-location-2.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Inventory. Recommended Recurrence Interval: None, run as needed Enter a descriptive name. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. images/report/appendix/inventory-un-scanned-2.png Location ID = add the shelving location(s) you want included in your report. images/report/appendix/inventory-un-scanned-3.png Enter the date on which you started doing inventory. images/report/appendix/inventory-un-scanned-4.png ID = add the on-shelf statuses for your library such as Available and Reshelving. With this report you are looking for items in these statuses that should have been on the shelf and scanned for inventory but were not. images/report/appendix/inventory-un-scanned-5.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Circulation → Overdue. Recommended Recurrence Interval: Weekly Enter a name that doesn’t include a specific date as this report will run every week. For example, "Items 7 to 21 Days Overdue" , not "Overdues for January 9th to 23rd". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Due Date/Time = check the box for Relative time value and enter the time range you would like to report on. The earliest date (bigger number) goes first. If running as a weekly report it can be handy to use increments of 7. images/report/appendix/overdues-within-time-span-general-1.png Organizational Unit ID = select your library and/or your branch(es). images/report/appendix/filter-in-list-org-unit-id.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Week(s). Check the radio button for Schedule Report For Later. Set the date to the first time you want the report to run. The report will run on the same day of the week every week; the example report will run every Wednesday. Set the time to between 1:00am PT and 4:00am PT. images/report/appendix/overdues-within-time-span-general-2.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attributes. Recommended Recurrence Interval: None, run as needed Enter a name that reflects what shelving location and circulation modifier you are reporting on. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Location ID = select the shelving location for which you would like a list of items using the location. images/report/appendix/filter-in-list-shelving-location.png Code = select the circulation modifier(s) for which you would like a list of items using the modifier(s). images/report/appendix/filter-in-list-circ-mod.png Organizational Unit ID = select your library and/or your branch(es). images/report/appendix/filter-in-list-org-unit-id.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attributes. Recommended Recurrence Interval: None, run as needed Enter a name that reflects what shelving location(s) you are reporting on. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Location ID = select the shelving location for which you would like a list of items using the location. images/report/appendix/filter-in-list-shelving-location.png Circulating Library = select your library. images/report/appendix/filter-in-list-circ-library.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Item List by Item Attribues. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Items Currently Damaged, Lost or Missing", not "January Damaged, Lost, or Missing Items". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Organizational Unit ID = select your library and/or your branch(es). images/report/appendix/filter-in-list-org-unit-id.png ID = add the status(es) you want included in your report. images/report/appendix/items-with-selected-status-3.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png Libraries may wish to set up multiple recurring reports, each for a different item status, or a single report that includes multiple statuses.

Found under Shared Folders → Templates → Sitka_templates → Collection → Item and Title Count. Recommended Recurrence Interval: None, run as needed Enter a name that includes a specific date as this report will show a snapshot of your collection at the moment the report is run. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Organizational Unit ID = select your library. images/report/appendix/title-item-count-shelving-circ-mod-2.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Collection → Weeding. Recommended Recurrence Interval: None, run as needed Enter a descriptive name. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. images/report/appendix/filter-in-list-circ-library.png Active Date/Time = enter the date after which new items should be excluded. If you don’t want to include items catalogued in the current calendar year enter January 1st of the current year. images/report/appendix/filter-before-active-date.png Location ID = select the shelving location(s) in which items should be included. images/report/appendix/filter-in-list-shelving-location.png Checkout Date/Time = enter a date after which to count circulations. Circulations before this date will not be used to calculate whether an item meets the threshold entered in the next filter. images/report/appendix/filter-onorafter-checkout-date.png Circ ID = enter a threshold. Items that have circulated fewer times than the threshold, after the date selected for Checkout Date/Time, will be included in your report output. images/report/appendix/filter-lessthan-circ-id.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png For this example, the items that will be included in the report output are items catalogued before January 1st 2026 (Active Date/Time), that have the shelving location Juvenile DVD, and have circulated fewer than 2 times since January 1st 2022.

Found under Shared Folders → Templates → Sitka_templates → Collection → Weeding. Recommended Recurrence Interval: None, run as needed Enter a descriptive name. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Active Date/Time = enter the date after which new items should be excluded. If you don’t want to include items catalogued in the current calendar year enter January 1st of the current year. images/report/appendix/filter-before-active-date.png Circulating Library = select your library. images/report/appendix/filter-in-list-circ-library.png Location ID = select the shelving location(s) in which items should be included. images/report/appendix/filter-in-list-shelving-location.png Last Circulation Date = enter a date for last checkout. Items that have not been checked out since this date will be included in your output. images/report/appendix/filter-before-last-circ-date.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png For this example, the items that will be included in the report output are items catalogued before January 1st 2026 (Active Date/Time), that have the shelving location Juvenile DVD, and have not circulated since January 1st 2025 (Last Circulation Date).

Found under Shared Folders → Templates → Sitka_templates → Collection → Others. Recommended Recurrence Interval: None, run as needed Enter a descriptive name. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Circulating Library = select your library. images/report/appendix/inventory-un-scanned-2.png Checkout Date/Time = enter the time period you would like to report on. The earliest date goes first. images/report/appendix/popular-titles-2.png Circ ID = enter a number for the circulation threshold. Your output will only include items that have circulated more times than your threshold. If nothing is included in your output try lowering the threshold. images/report/appendix/popular-titles-3.png Location ID = add the shelving location(s) you want included in your report. images/report/appendix/inventory-un-scanned-3.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Patrons → Newly Registered/Opted-in Patrons. Recommended Recurrence Interval: Monthly Enter a name that doesn’t include a specific date as this report will run every month. For example, "Monthly Count of Patron Registrations", not "January Patron Registrations". images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Home Library = select your library. images/report/appendix/filter-in-list-home-library.png Record Creation Date/Time = check the box for Relative time value and enter 1 Month(s) ago. images/report/appendix/filter-equal-relative-create-date-patron.png Check the box for Recurring Report. Set the Recurrence Interval to 1 Month(s). Check the radio button for Schedule Report For Later. Set the date to the first of the next month and the time to between 1:00am PT and 4:00am PT. images/report/appendix/recurring-report-monthly.png

Found under Shared Folders → Templates → Sitka_templates → Patrons → Patron Count. Recommended Recurrence Interval: None, run as needed Enter a name that includes a specific date as this report will show a snapshot of your patrons at the moment the report is run. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Home Library = select your library. images/report/appendix/filter-in-list-home-library.png Privilege Expiration Date = enter a date for patron expiration. To count all patrons enter 1900-01-01 as the date. To count only unexpired patrons enter today’s date. images/report/appendix/filter-after-patron-expiration.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png

Found under Shared Folders → Templates → Sitka_templates → Local Administration. Recommended Recurrence Interval: None, run as needed Enter a name that includes a specific date as this report will show all reports run within your specified time period. images/report/appendix/name-your-report.png On the Filters tab, enter values for the filters. Run Time = enter the time period you would like to report on. The earliest date goes first. images/report/appendix/filter-between-report-run-time.png Home Library = select your library. images/report/appendix/filter-in-list-home-library.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png Any reports run in the specified time period that have been deleted will not be included in the report output.

Found under Shared Folders → Templates → Sitka_templates → Patrons → Library Staff. Recommended Recurrence Interval: None, run as needed Enter a descriptive name that includes the date on which you ran the report as this report will show a snapshot of your staff at the moment the report is run. images/report/appendix/name-your-report.png On the Filters tab, enter a value for the filter. Home Library = select your library. images/report/appendix/staff-assigned-secondary-perms-2.png On the Layout and Scheduling tab, ensure the box is checked for Run Report Now. images/report/appendix/run-report-now.png Library staff with multiple supplementary permission groups assigned will display multiple times on the report.