Revision as of 10:53, 5 April 2013

Circulation Related Procedures

Cards 101

Application Card Instructions ..101.1

A. Circling Yes or No lets the library know that this patron has a personal identification number. The PIN is given when the patron wants to be able to access his/her account and renew books via the Internet. The patron chooses the PIN. The PIN should be a 4 to 8 digit number. The patron should be offered a PIN when filling out application. B. Section where staff write the patron’s account number. Write all digits of this number in the space provided. The account number is beneath the barcode on the backside of the library card. C. Section where staff write the expiration date of the library card. Library cards expire three years from the date the card was made. For example, if date the card is made is 06/12/04 then the expiration date is 06/11/07. D. Section for the patron's name. Make sure that all spelling is correct and matches patron's picture identification. E. Section for the patron’s date of birth. As with the name, make sure the birth date matches the date given on the patron's picture identification. F. Section for Social Security Number, this is optional. If the patron decides to give SSN, make sure that the number on their picture identification matches the number given on the application card. DO NOT ENTER THE SSN IF THE PATRON DOES NOT WRITE IT ON THE APPLICATION CARD. IT IS ILLEGAL TO WRITE THE SSN NUMBER DOWN WITHOUT PERMISSION FROM THE PATRON. Also, it is illegal to “check” the SSN in circulation if the patron does not give it. G. Section for the patron’s home address. If the address on the identification card is not correct then the patron must bring in a bill or some form of identification that has the patron's name and address listed. All forms of address must be typed and cannot be handwritten. This is to ensure that the patron lives at the address listed. Make sure the address is the same address on the application card as the one given on the mail/utility bill. H. Section for phone number. If the patron does not have a phone number ask him/her to give one of a friend or relative, however, patron does not have to give a phone number to have a library card. I. Section for the patron’s signature. Make sure the patron signs this area and that it is the same name from the picture identification. For example, “Kathleen” cannot sign her card as “Kathy.” Area for date that the card is made. Make sure that the date is correct. J. Section for the date the patron signed the application card. K. Proxy section. The name entered can be a friend or family member. A proxy is a person that the patron gives permission to pick up his or her books that are on hold. Patrons under age 18 cannot be listed as a proxy on a patron’s card. 1. It is important to know that the proxy of a patron cannot use the patron's library card to check books out. 2. If a proxy of a patron comes into the library to pick up books, we must be sure that the individual is in fact that patron's proxy. A Proxy must show his/her library card or valid picture identification. 3. When checking out books to a proxy, look at the slip in the books and find out the patron's name and account number. Make sure that books are checked out on the patron's account, and not the proxy's. L. Signature of the patron if he/she is specifying a proxy. M. Date that the proxy field was signed.

Application Card Updates/Changes ...101.2

Issuing ...101.3

Expired - Almost Expired ...101.4

Replacement ........101.5

Check in Date – Overriding ..102.1

Fines ........103

Amounts/Limits .103.1

Accidental Waive/Tender ....103.2

Fine Code Explanations .......103.3

Paying with a Check ............103.4

Tendering ...........103.5

Waiving ..............103.6

Holds .......104

Calling Patrons....104.1

Email Address Information ..104.2

Explained ...........104.3

ILL – Explained .................105.1

Item .........106

Adding On-The-Fly ..............106.1

Check in .............106.2

Check out ...........106.3

Check out Limitations ..........106.4

Damage/Repair ...106.5

Donations............106.6

In Transit ............106.7

Lost ...106.8

Problem Checking out/SQL Error on Check out ...........106.9

Renewing ...........106.10

Long Overdue – Explained 107.1

Messages – Explained ........108.1

PIN – Issuing ....109.1

Proxy – Authorization ........110.1

Other Procedures

Accident Form ..200.1

Incident Form ...201.1

Bank Deposit ....202.1

Computer .203

Filter Guidelines/Disabling ..203.1

Patron Sign up ....203.2

Patron Suspension/Viewing of Inappropriate Material ..203.3

Donations (Monetary).........204.1

Golden Buckeye Cards .......205.1

Internet permission for patrons under the age of 18 ....206.1

Ohio Kids Cards .................207.1

Panic Button Use/Testing ...208.1

Phone Operations/Answering ..............209.1

Reserves Database...............210.1

Sick Line .211.1

Teacher Cards ...212.1

Unattended Child ...............213.1

Voter Registration ..............214.1

Report Procedures

Expired Holds ...300.1

Lost ..........300.2

Transit .....300.3

General Information

Holding Code List ..............400.1

Web Addresses .400.2

Updating a Procedure..........400.3

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 =====Cards 101=====
 ======Application Card Instructions ..101.1======
+A. Circling Yes or No lets the library know that this patron has a personal identification number. The
+PIN is given when the patron wants to be able to access his/her account and renew books via the
+Internet. The patron chooses the PIN. The PIN should be a 4 to 8 digit number. The patron should
+be offered a PIN when filling out application.
+B. Section where staff write the patron’s account number. Write all digits of this number in the space
+provided. The account number is beneath the barcode on the backside of the library card.
+C. Section where staff write the expiration date of the library card. Library cards expire three years
+from the date the card was made. For example, if date the card is made is 06/12/04 then the
+expiration date is 06/11/07.
+D. Section for the patron's name. Make sure that all spelling is correct and matches patron's picture
+identification.
+E. Section for the patron’s date of birth. As with the name, make sure the birth date matches the date
+given on the patron's picture identification.
+F. Section for Social Security Number, this is optional. If the patron decides to give SSN, make sure
+that the number on their picture identification matches the number given on the application card.
+DO NOT ENTER THE SSN IF THE PATRON DOES NOT WRITE IT ON THE
+APPLICATION CARD. IT IS ILLEGAL TO WRITE THE SSN NUMBER DOWN
+WITHOUT PERMISSION FROM THE PATRON. Also, it is illegal to “check” the SSN in
+circulation if the patron does not give it.
+G. Section for the patron’s home address. If the address on the identification card is not correct then
+the patron must bring in a bill or some form of identification that has the patron's name and
+address listed. All forms of address must be typed and cannot be handwritten. This is to ensure
+that the patron lives at the address listed. Make sure the address is the same address on the
+application card as the one given on the mail/utility bill.
+H. Section for phone number. If the patron does not have a phone number ask him/her to give one of
+a friend or relative, however, patron does not have to give a phone number to have a library card.
+I. Section for the patron’s signature. Make sure the patron signs this area and that it is the same name
+from the picture identification. For example, “Kathleen” cannot sign her card as “Kathy.” Area for
+date that the card is made. Make sure that the date is correct.
+J. Section for the date the patron signed the application card.
+K. Proxy section. The name entered can be a friend or family member. A proxy is a person that the
+patron gives permission to pick up his or her books that are on hold. Patrons under age 18 cannot
+be listed as a proxy on a patron’s card.
+. It is important to know that the proxy of a patron cannot use the patron's library card to
+check books out.
+. If a proxy of a patron comes into the library to pick up books, we must be sure that the
+individual is in fact that patron's proxy. A Proxy must show his/her library card or valid
+picture identification.
+. When checking out books to a proxy, look at the slip in the books and find out the
+patron's name and account number. Make sure that books are checked out on the patron's
+account, and not the proxy's.
+L. Signature of the patron if he/she is specifying a proxy.
+M. Date that the proxy field was signed.
 ======Application Card Updates/Changes  ...101.2======

Procedure Manual