Millennium CIRCULATION TRAINING rls 2002p3 by A9Not2G


									MILLENNIUM CIRCULATION                                  Release 2002 Phase 3

           Millennium Control Bar                                        21

           Circulation Desk Mode                                         3

           Renew Mode                                                    12

           Check-In Mode                                                 12

          Search Holds Mode                                              13

          Count Use Mode                                                 13

           View Holds Mode                                               14

           Clear Holdshelf Mode                                          14

           Merge Patrons Mode                                            16

           Print Notices Mode                                            16

           Create Lists Mode                                             18

           Statistics Mode                                               19

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MILLENNIUM CIRCULATION                                                Release 2002 Phase 3
Parentheses contain page numbers in the User Manual at http://yourcatalogIP/manual or accessible from the
Millennium toolbar under Help | Manual. For detail on the record editor see Using the Millennium Editor tutorial
on CSDirect at


The Process

 Staff Action            System’s Initial Reaction                            System’s Subsequent
 Scan Patron barcode     - Checks Patron Block Table for expiration date,     Looks for Loan Rule that applies
                         money owed, overdues, number items checked           to the PTYPE/ITYPE/ITEM
                         out, overdue points, manual blocks - - Notes         LOC and then, based on the that
                         PTYPE                                                Loan Rule, checks item out (or
 Scan Item barcode       - Notes ITYPE
                         - Notes ITEM LOC

See Admin | Circulation Parameters for the Patron Block Table, PTYPE list, ITYPE list, ITEM LOC
list, Loan Rule Determiner Table, and Loan Rules

To Start
       To open Millennium software double click the Millennium icon on your desktop.
       You will be prompted for two levels of authorization

    1. Enter the Login name (Username) and Password that have been allocated to you. This connects
       you to the server and the Millennium Circulation module.

    2. Enter your personal or group Initials and Password. The initials and password authorize you for
       specific functions in the system.

Record Editor
Tool present in all Millennium Modules for the purpose of creating and editing records.
       In Admin | Login Manager | Preferences | Editor set colors of text, labels and background, tags
        or labels for variable length fields
       Can also change Editor Preferences for a current session Edit | Preferences
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MILLENNIUM CIRCULATION                                               Release 2002 Phase 3
Create new records using default templates
       Templates contain default data in some fields, and fields to be prompted for
       Can have up to 100 default templates for each record type
       Create templates in the character-based system at:
        A > ADDITIONAL system functions
                A > ALTER system parameters
                        D > DEFAULTS for new records


Millennium Circulation opens in the Circulation Desk mode. This is where most of the daily circulation
functions take place, using an individual patron record.

Create Patron Records (100272)

    1. Select         or File | New Patron
    2. Choose a Patron Record Template from list and click Select, or specify a template to use in
       Admin | Settings | Templates
    3. Wizard for new records: Admin | Login Manager | Edit | Use Wizard to create new records.
       With the Wizard setting on, fill in fixed field and variable field boxes from the prompts set in the
       record template. With the Wizard turned off, a blank record work form displays, no prompts. Fill
       in fields as required.

Fixed Fields (103169)
       EXP DATE—expiry date for card. Type date, or use t=today; b=blank; c=calendar
       BIRTHDATE—can be used for birth, or other date
       PCODE1—e.g. local, out-of town residence. Select code from list.       All PCODES are for
       PCODE2—e.g. patron status—staff, city. Select code from list.          library specified use
       PCODE3—e.g. branch, department. Select code from list.
       PCODE4—for local definition by consortia
       PTYPE—numeric code, critical element of loan rule determination, up to 256 types.
       CIRCACTIVE—date of the last circulation activity. System generated.
NOTE: PCODE1 and PCODE2 are fixed-length codes; PCODE3 and PTYPE are numeric. For Multi library
systems or Consortia additional fixed fields are available for extended statistics gathering – PCODE4, PAT

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MILLENNIUM CIRCULATION                                            Release 2002 Phase 3
Variable Fields (103177)
      PATRON NAME—Enter Last name, First name for retrieval (Prints on notices in First name,
       Last name format.
      ADDRESS—use for current address. Standard setting is 2 lines. To insert another address line,
       right click and select Insert new address line

      ADDRESS 2 – optional, use for permanent or home address if needed.
      TELEPHONE – enter as it needs to be dialed, using dashes: 303-333-5555
      MESSAGE – first message displays in popup box when patron record is accessed

      MESSAGES button                 - shows all patron messages if the Circulation Option Check-out:
       Display multiple patron messages? is set to YES. View | Messages also displays all messages.
      PMESSAGE – uses a code for library specified messages, or to note that patron record was
       created On-the-Fly. Displays in capital letters in pop-up box. Click OK or press
       Alt O to close Message window.
      Use Insert a field to insert variable length field: message, note, email address.
      Delete field. Place mouse on field to be deleted, then click Delete field. The font in the field to
       be deleted changes - be careful not to delete wrong field.
      Set fields for duplicate checks in Circulation Option New PATRON Record: Duplicate
       checking on fields, e.g. barcode, name, ID.
      Save; system assigns Patron record number and adds record to database.
      Record numbers follow same pattern in each type; numbers are never reused

Edit a Patron record (100247, 100690)
      Retrieve patron record. You can search for patron records in several ways:
           a. Under Key or Scan patron barcode, scan or type barcode, or type n for index and patron
               name in format: npatron jenny
           b. Search and select from the drop down list of n Name, b Patron barcode, record number.
               Key data, press Enter or click Search to display patron record.
      To edit fixed fields, double click or press Space bar on value box to display values. Can also key
       valid codes if you know them. The list of valid values displays if you key an invalid value.
      To edit variable text fields place cursor on field, edit data.

      To insert new variable length field, select          button or press Ctrl I, choose field tag, or
       press Enter to insert line. Key field tag over the question mark ? and key data

      Select           or Ctrl S to Close and Save record.

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MILLENNIUM CIRCULATION                                                 Release 2002 Phase 3
Checkout Exercise
    1. Create a new patron record (100268)
       For this exercise create a “bad” patron
          Select New icon
          Give yesterday’s expiration date
          Select MBLOCK field to place manual block—bad check, bad address, lost card etc. This
           prevents patron from checking out items. Override controlled by Circulation Option Check-
           out: Authorization required to override manual block?

    2. Check out (100042)
         Scan or type patron barcode to retrieve patron record or shortcut: type index tag letter or
          punctuation, e.g.:
          .pxxxxxxx           patron record number
          nbrown m            name
          Or select Search and select any valid index tag from drop down menu.
         Patron record displays. Tabs show details of patron’s checkouts, holds etc. First patron
          message and MBLOCK message display. Click OK or use keyboard combination Alt O to
          close message window.

           Select         to see, but not edit, full patron record.

           Select         to view and edit full patron record.
           Scan or type item barcode, or type index tag and data e.g. tchalk paper (for title). Browse
            screen displays for title or author searches with multiple title records.
           Select item to check it out.

           Check the Due Date—it should match Loan Rule with PTYPE/ITYPE/LOC.
            To check details on item record, highlight record line, right mouse click and select View item
           To override Due Date, select Change Due Date; authorization can be used; use date later
            than today’s. Select new date from calendar.
            Check Use this date in rest of checkouts for this patron if required.
           Checked Print slip box indicates a Date Due slip will be printed when patron record is
           Additionally from the Checked-Out Items tab, staff can Renew, Claim Returned, Mark
            Lost Items, Change Due Date and Limit the display to only those records that are overdue.

NOTE: While items display in Check Out mode they are not yet checked out. You must close patron record to
complete the checkout transaction and move checkouts to Checked-Out Items tab. Use Alt Q or select
                                           This icon only closes records or sessions not Millennium

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NOTE: Patrons can view their own record in Web OPAC. From the catalog main page, Select
Enter name, barcode, Pin (optional). View checked out items. (Create PIN—this is encrypted and is a new field in
patron record. What if Patron forgets PIN? PIN can be deleted and recreated by staff.)

Circulation Desk Functions via TABS

Checked-Out Items Tab

    1. Renew (100062)
       Patron present
          Highlight record to be renewed and select Renew button. Millennium then checks for
           appropriate loan rule and applies date due. You may choose Change Due Date select
           specific date for item to be returned.

    2. Claim Returned (100067)
       Patron claims item was returned; a record is kept of patron’s claims
          In Circulation Desk key/scan patron's ID and click Checked-Out Items tab
          Select item/s on appropriate lines
          Click Claim Returned button
          From calendar enter date patron returned item; rough date is fine
          Choose from the following options; all 3 put item into ONSEARCH FILE; note goes in
           Patron record

    3. Lost Items (100069)
       When patron reports a lost item, use this function to:
             Remove item from list of items checked out to patron
             Change item's status to BILLED
             Insert note into Item record
             Prepare bill for lost item
             Collect all or part of bill, or add bill to patron’s charges
             Change the billed amount
       To mark one or more items as lost by a patron:
           1. In the table of items checked out to the patron, select the item(s) to mark as lost
           2. Choose the Mark Lost Items button.
       To update or change the amount of a bill for a lost item:
           1. Right click on the item whose bill should change.
           2. Click the right mouse button and choose Update Bill.

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        Three elements of bill:
                Item Cost       Price from Item record, or Loan Rule default
                Process Fee     Loan Rule element 42
                Billing Fee     Loan Rule element 43; (Use Circulation Option Check-in of billed
                                item. Reduce bill to: to determine charging LESSER or LARGER of
                                billing fee or overdue fine)

NOTE: Must Update Bill before doing Add Bills, which adds the bill to the patron record.

                    You can update the amount to be charged for Item Cost, Process Fee, or Billing Fee.
                    Click on Add Bills - must do this to update LOST status in record
                    If patron is not paying any of the bill now—charges added to patron record; status of
                     lost item changed to n: BILLED, not yet paid; note added to Item record of all lost
                     items; replacement billing notice automatically prepared.

                         Choice 1 – item is declared MISSING, no fines
                         Choice 2 – patron should keep looking for item, no fines
                                  Choices 1 and 2 remove patron from the item record
                         Choice 3 – keeps overdue note and bill in patron’s record
                                  System generated note goes into Patron Record

                    If item is found, can have note deleted (set in Login Manager | Manager controlled
                    If item is checked in or out, system prompts:
                         Item status is CLMS RETURNED/MISSING. Clear it?
                         YES clears note from Patron Record

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MILLENNIUM CIRCULATION                                            Release 2002 Phase 3
Holds Tab
Here holds may be added to a patron record, cancelled or modified. See more below under Staff Placed
Holds below.

Fines Tab
Staff can view current fines, fines paid, manually add a charge, waive charges or collect money.
Circulation Option 01 > Check-out: Display fines if money owed exceeds......................$0.05
Can be set to display the amount of fines owned in the Fines Tab. Library can set a Loan Rule (LIMIT
FINE TO PRICE) so that fines charge do not exceed the cost of the item set in the PRICE field.

Go to the Fines tab in patron record to collect and record fines paid.
    1. Collect money (100071)
        If patron is paying for all or part of replacement bill:
                Enter total amount being collected; amount will be applied starting at top of list;
                        If less than total amount is collected, items will be marked FULL and PARTIAL
                        PRINT receipt if appropriate
                Payments made are added to Fines Paid file; Note is added to Item record, either
               NOTE Wed Feb 5 2002: Bill $80.50, lost by .p1005601 and item status changed to “n” (if
               partially paid)
                 NOTE Wed Feb 5 2002: Paid $57.50, lost by .p1005601 and item status changed to “$”(if fully
              View patron’s Fines Paid history to see details of fines paid (100078)
              View Patron Notes to see notes in patron record

   2. Adding a fine (Manual Charge) (100076)
      Used for miscellaneous charges to a patron—anything not automatically generated from an
      overdue item—such as copying costs, damage to library property, an item reported lost, ILL
      services, overdue fine for CL RETURNED/MISSING item that is found
             Enter Reason for charge
             Amount charged
             Bill will say “You’ve been assessed a charge for _______”

   3. Adjusting fine amounts (100077)
             Within the Fines tab, right-click on the fine to adjust; choose the View this fine option
              from the popup menu. Millennium Circulation displays detailed information for the fine:

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Check In Tab
One of two ways of checking items in, the other is through another Mode

           When patrons need proof of return; check setting in Login Manager | Manager Controlled
            Options | Printing | Print receipts for checked in items. In Printing tab set Receipt
            printer to Enable direct text printing and set Direct text printing options
           Scan item barcode and select record. Can also search by title, enter tag t[title]
           Can backdate the checkin date, waive charges, collect money
           Prints date & time, item name & barcode, patron name & record number
           Can check in items from different patrons

NOTE: Must close record to end session and complete transactions

Linked Patrons (100281)
Use to link family patron records
            Select the Link button and search for patron name to link
            Repeat the process to link multiple patrons

Tab will appear if library has purchased Materials Booking module

Tab will appear if library has purchased Interlibrary Loans module

Additional Circulation Desk Functions

Patron on the fly (100273)
          Circulation Option Patron-on-fly: Allowed & field to set must be set to one of the
           ALLOWED values (for example, ALLOWED/PMESSAGE) to enable this feature
          Scan a new, unused patron barcode
          If template is not defined in Circulation Option: Patron-on-fly: Defaults for on-the-fly
           Patron records, select a patron template
          Enter patron data and Save record

Item on the fly (100276)
       When creating default template for “on-the-fly” include at least
          Library location—use location that works with appropriate Loan Rule
          Item call number
          Item volume
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            Item copy
            Item type
                  ICODE2         n=suppress
                  IMSG           f=on the fly

        Can create Patron, Bibliographic, and Item records “on-the-fly” for use at time of Check-out
        using new barcodes.
           At Key or scan patron or item barcode prompt, scan in new, unused ITEM BARCODE
           System displays Item on-the-fly window, create and save record
           Check-out item as usual

        To add a new Item record on-the-fly to a Bibliographic record that you also created on-the-fly:
           In the Item on-the-fly window, choose the New button.
           A list of the Bibliographic record templates displays, or record displays if only one template.

NOTE: For periodical item record on-the-fly, SEARCH for existing bibliographic record, then ATTACH item. Be
sure to include Volume information

        Search for Bib record
           Use any valid index tag, e.g. title, call number, author.
           Retrieve a Bibliographic record.
           Millennium Circulation adds Attach New Item tab to the Bibliographic record display.
           A list of the Item record templates defined in Circulation option Item-on-fly: Defaults for
            on-the-fly Item record displays, or a new record form if one template has been specified.
           System checks holdqueue for existing title-level holds allowing creation of item on-the-fly if:
                         there is no holdqueue, or
                         the patron checking out the item is the first in the holdqueue, or another patron's
                          existing hold is overridden, or item-on-the-fly hold-checking is disabled

Staff Placed Holds
        Two types of holds
           Bib level/Title level/Copy Returned Soonest—first copy checked in
           Item level—for specific volume or when items not identical; can be recalled

        Holds can be placed on
          Title/Item that is checked out
          Title/Item that is not checked out
          Bibliographic record with no attached records (optional feature)
          Bibliographic record with attached Order record

        Holds cannot be placed on
          Item Patron already has placed hold on
          Item Currently checked out to this patron
          Item with status o — “library use only”
          Item with Loan rule element CODE N — non-circulating.
          Item with Loan rule element HOLDABLE set to N

    A. Title level hold - Copy returned soonest (100098, 100107)
       To place a title-level hold for a patron from Circulation Desk or Search/ Holds mode:
       1. Retrieve the patron record or search for title
       2. Click the Holds tab.
       3. Search for the bibliographic record. Choose the Add Holds button.
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       4. Select for item record
       5. In the Summary tab of attached Item records, choose Hold Copy returned soonest button.
          Enter pickup location, not wanted after date, hold note.

              Number of Holds already on this title displays. Toggles with Hold Status
              If patron has placed a hold on copy returned soonest, system will not accept the hold
              If no item records for this title are holdable (e.g., all Library Use Only), you will
               see: REQUEST BLOCKED; still places hold on title; if library later
               changes status of any attached item record or acquires new items for that title for
               which holds may be placed, HOLD will be completed.

       6. Place Hold Popup Menu choices
              LIMIT to location                                     Limit title level holds to location
              PICKUP location                                       Choose from list *
              Not wanted AFTER date                                 Hold will expire after this date
              Not wanted BEFORE date
             Hold note**                                            up to 124 characters

       * Limit pickup locations to those in the Hold Pickup locations table in Login Manager | Manager
       Controlled Options | Holds displays only Hold Pickup locations (as in WebOPAC)

       **Hold Note appears on paging slips printed when items requested from other locations; displays
       when hold viewed in DISPLAY holds on a title and DISPLAY and alter holdqueue

       7. What if this branch’s copy has Due Date/Status AVAILABLE? If it can’t be found on
          shelf, CHANGE status to missing and place hold; this places the item in the On
          Search File

   B. Item level Holds (100098, 100099)
      1. Enter patron barcode or name
      2. Choose Add Holds button.
      3. Search catalog for the record to hold
      4. Select Hold Selected Item button
      If the item is recallable, you will choose from Recall menu options
           1. RECALL item with due date of ______________
                Accept the system-calculated due date and issue a recall to the patron
           2. RECALL item with new due date
                Override system-calculated due date; authorization required; recall notice will be
                issued to patron with new due date; if item already overdue, can not specify new due date
           3. Place HOLD without recall
                Place the hold without issuing a recall notice; does not alter the original due date
           4. Cancel – does not place HOLD
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Cancel Holds (100118)
Cancel one or more of the hold(s) that a patron currently has from Circulation Desk
       1. In Circulation Desk, open the patron's record.
           a. Select the Holds tab.
           b. Highlight the holds that you want to cancel.
           c. Choose the Cancel Holds button to cancel all of the selected holds and generate hold
               cancellation notices. Hold Esc key to cancel holds cancellations and not respond to

              RENEW ITEMS MODE (100060)
To renew items without accessing a Patron record:
              1. Change the current circulation mode to Renew.
              2. Search by Barcode or item record number
              3. Renew each of the items that you have selected.
              4. Click the Close button to return to Circulation desk mode.

To renew one or more of the items checked out to a patron:
              1. In Circulation desk retrieve the patron's record
              2. Click Checked-Out Items tab, or
              3. In the table of items checked out to the patron, select the item(s) to renew.
              4. Choose the Renew button to renew each of the items that you have selected.

             CHECK IN ITEMS (100080)
The second method of checking in items
      Check IN— no patron
       Used for clearing materials left at check-in desk, book drop. Displays differently from Patron
       PRESENT - no patron record. Does not Print receipt.

To backdate items
     For clearing book drop materials from previous day; authorization can be required (set in
      Circulation Options)
     Change date before checking in items; select date from calendar
     Change date and scan item barcode or key item title

Check IN overdue items
     If a patron returns an overdue item (i.e., the time of check-in is later than the Item record's
      DUE DATE field), Millennium Circulation generates a fine and adds it to the Patron record.

NOTE: Can Collect Fines, Partial Payment & Waive Fines, authorization can be required. After money is collected
it cannot be changed; once waived or purged, fine cannot be found and reinstated. Can Collect money from multiple
patrons: set in Login Manager | Manager controlled options | Set up

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               SEARCH / HOLDS MODE (100098 - )
Cancel holds in a Bibliographic or Item record's hold queue:
      Search for title
      Select one or more of the holds from the queue.
      Choose the Cancel Hold button. To cancel a single hold, right-click on the hold and choose
       Cancel Hold from the popup menu. This cancels selected hold and allows you to generate hold
       cancellation notices.
      To change order the Hold queue, highlight the Hold and select Change Priority.

Transfer holds on a title-by-title basis (100123)
      Search for title
      From Summary tab, from the View drop down menu, select Holds (if your library has purchased
       Bookings then it will display here Holds/Bookings
      From the list of records in the Summary tab, select the record from which you want to transfer the
      Select the item record to which you want to transfer the hold from the drop down menu (if there is
       more than one item record with that Bib record)
      Millennium will ask if you wish to Change item .i1328268 status to missing?

              COUNT USE MODE (100131)
Tracks in-library use of materials—e.g. photocopying, internal use
      Three fixed-length fields in item records: INTL1, COPY USE and IUSE3 (library defined)
      Count is stored in fixed field in item records
      View INTL1, COPY USE and IUSE3 in Item record display, and view in Web Management
       Reports INHOUSE use statistics by location.

    1. Select field to store count in INTL1, COPY USE or IUSE3
    2. Scan or key barcode, or Search for record number .ixxxxxxxx
    NOTE: If item status is checked out, missing, claimed returned, lost, etc., this will be reported in the display,
    but system does not automatically change item status; update item record or check item in to update status
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    3. Can use dummy barcodes for periodicals (issues or titles) without individual barcodes
           Count Use | Portable reader
    4. Use portable barcode reader for count; transfer into system
                See Processing PC and Portable Reader Transactions (102551)
    5. At completion of transfer, system will ask if Use-Count Transaction should be removed; answer
       YES or same counts will be reprocessed next time you transfer data

              VIEW HOLDS MODE (100130)
View all holds, or just those for a certain location
     Perform this function daily to get a count of the number of items on the holdshelf
     Perform this function weekly to find holds for Bibliographic records that no longer have any
      holdable items; for items that are billed or claimed returned, and for high-demand items whose
      holds are not filled.

To view outstanding holds:
      Change to View Holds.
      Choose the date and pickup location for the list of outstanding holds.
      Select View Outstanding Holds to generate the list.
      Click column headings to sort by title, date, patron info, hold info, hold status.

       Hold status indicates number of copies, number of this hold in the total number of holds,
        2:2/3 means there are 2 copies of the title and this is the second of three holds
       Drag column dividers to see additional text to display in that column.
       Print table and cancel or transfer holds as necessary in Search / Holds.

        NOTE: This function is a cron or overnight job so list is current through yesterday, not today.

               CLEAR HOLDSHELF MODE (100125)
Can clear the holdshelf of items that have been on the holdshelf too long according to the TIME TO
PICKUP element of the loan rule.
NOTE: When you clear the holdshelf, Millennium Circulation moves or clears the holds that are slated for moving
or clearing. It does not clear all holds. Clearing the holdshelf a second time using the same parameters will show
that there are no holds to clear. Therefore, be sure to print the holdshelf report when you generate it. Do this
daily—important maintenance—clears outstanding holds.

Holds need to be Cleared when they fall into one of three categories:
      Expired Hold; Item is On Search, but not-wanted-after-date has passed
      Item on Hold Shelf too long; needs to return to stacks
      Item on Hold Shelf too long; needs to move to next person in hold queue

To clear Holdshelf
    1. Change to Clear Holdshelf.
    2. Select either Holdshelf or Expired holds and Holdshelf.
    3. Select a location for which you want to clear the holdshelf.

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Once process is completed, you’ll see a report. Print this list—once you exit this function, it cannot be
retrieved online. If report indicates that a record was in use by the system, re-run program in a few

Three actions triggered with Clear Holdshelf:
   1. Patrons whose holds have expired because not-wanted-after date has expired (and item not on
        hold shelf) are issued cancellation letter; text set by your library
   2. Patrons whose holds are being removed from hold shelf automatically issued hold cancellation
        letter containing message specified by loan rule under which hold was placed (in the TEXT
        CANCEL PICKUP field);
   3. Patrons moved to top of hold queue are automatically issued hold pickup notices

IN-TRANSIT Items Processing
Optional set-up of Clear the Hold Shelf function. When an item moves to the next patron in queue, and
patron has specified a different pickup location, Millennium will:
       Determine which items need to be moved to other pickup locations
       Change the status of these items to IN-TRANSIT
       List these items in a new IN-TRANSIT section of the Clear the Hold Shelf and Clear the Hold
        Shelf and Expired Holds reports
       Trigger pickup notices to print for these items when checked in at new pickup locations.

Transferring Items To New Hold Pickup Locations
   1. Print the Clear the Hold Shelf and Clear the Hold Shelf and Expired Holds Reports—Use to
       retrieve items from hold shelf; printout can be used as transit slip. Status of item is automatically
       changed to IN TRANSIT.
   2. Check-In Items at Current Location (optional)—use to print official transit slip
   3. Check-In Items at New Pickup Locations—changes status to ON HOLDSHELF

Display and Transfer PAGED Items
In the character-based system
        Display titles with patron holds that have been paged from another location, but which have not
         arrived; can transfer unsatisfied holds to another available item for the same title
        Library establishes time to wait before paged item is considered "unsatisfied" and becomes
         eligible for transfer; the default amount is 72 hours
        Must transfer "unsatisfied" pages on a weekly basis; pages "unsatisfied" for longer than a
         week will not be offered for transfer.

C>A>H>P>Display and transfer PAGED items
     1>View all unsatisfied pages
     2>View unsatisfied pages only for a certain location
     3>View all unsatisfied pages for <locations served group>

If alternate is available (status = - and attached to same Bib record as paged item)
         S>SELECT items to transfer
              Key a range of numbers
              T>TRANSFER Holds

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MILLENNIUM CIRCULATION                                              Release 2002 Phase 3

              MERGE PATRON RECORDS MODE (100136)
       Use to merge two patron records, moving fields from one to another, deleting source record
       Enter patron record numbers of source (from) and destination (to)
       Records cannot have Bookings, Holds on holdshelf, ILL or INNReach fields, Money owed
       System displays both records; choose Merge Patrons to merge
       System inserts a note with merged date

              PRINT NOTICES MODE (105213)
Do this DAILY—many segments of this program will not progress until program is run. Notices are
system generated overnight (cron job); notices current at end of yesterday. You can print Recall notices,
Hold pickup notices, Hold cancellation notices, Paging slips, Paging lists, Bills and Fine notices, Overdue
notices, Item paging lists,

Types of notices (105213, 102484)
     Recall notices
           Original notice to patron to bring item in
     Hold pickup and cancellation notices
            Includes both Pickup and Cancellations; can print either or both
     Paging slips and Paging lists
            Prepared when a hold is placed on item available at another location
     Bills and Fine notices (including Manual fines and Adjustments)
           BILLS—System generated when overdue item not returned after library specified time
           period, or when item reported lost in Lost Book function (i.e. replacement charges)
           FINE NOTICES—System generated when overdue item returned and patron does not pay
           entire fine; or can be produced manually (optionally, can be added to patron's record when
           s/he makes request in Web OPAC)
     Overdue notices (including Hourly)
           Very similar to bills and fines, system generated when item is not returned to library after
           specified loan period

NOTE: Number and type of notices ready for print can be seen in character-based menu:
M > I >F > C > CIRCULATION status

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MILLENNIUM CIRCULATION                                                Release 2002 Phase 3
To print in Millennium
        1. Change mode to Notices
        2. Select the Notice Type from the drop down menu
        3. In the Location pane, select All locations or specify a location(s)
        4. Select Sort By to specify sorting parameters
        5. Depending on the Notice Type you selected, Millennium displays different Option panes for
            you to further specify printing format
        6. Can charge patrons for cost of mailing printed overdue notices only (not TNS or email).
            Circulation Option Notices: Amount and ptypes for overdue notice charge
            Enter amount in cents: 100 = $1.00
            Comma delimited list of Ptypes: 1,10,23. Displays as 100:1,10,23
        7. After all criteria have been input, select Prepare Notices, a popup message may appear asking
            for you to select a printer. A network system printer must be selected.
        8. Millennium then displays a list of all notices as specified, allowing you Print, Send via Email,
            or Send via TNS (Telephone Notification System – if purchased)
        9. Select method of sending notices—print, email, telephone. Move to print queue applies for
            Email, TNS.
        10. Send notices

        11. Choose number of notice to begin sending with

        12. OK to send
        13. Clear all notices? Yes, clears those sent, No leaves in file
            If for any reason you are unsure if notices were printed or sent properly, select NO. Once you
            answer YES system updates item records to show which level overdue notice was sent. And
            the file is emptied
        14. If notices did not print, system shows those items in Records in use. Displays item record
            number and reason, such as invalid notice text or patron or item record busy

NOTE: Each notice type has separate authorization and you can only print the type of notices for which you have
authorization. Printed notices cannot be printed on anything except a network system printer.

Print Statements (102484)
Certain notices and statements must be printed from the character-based system and others can be printed
from Millennium
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MILLENNIUM CIRCULATION                                           Release 2002 Phase 3
      Print Statement of charges
           Individual patrons: Summary of all outstanding money owed by a patron or a list of fines
           paid can be printed from patron record (select the Fines tab) in Millennium.
           Groups of patrons: Can print statements based on charges incurred before or after a certain
           date; patron type; amount of money owed, etc., in the character-based system.
           C > A > N > Print circulation NOTICES
      Print TNS failed notices
           As with all notices, a list of TNS notices not sent can be accessed in Millennium. If the Items
           Not Sent tab is highlighted, select it and see a list of notices not sent. If any of the records
           are in use, select the Records In Use tab to see the patron records # and the reason why.

             CREATE LISTS MODE (100665)
Create lists mode is used for (among many other things) accessing the ONSEARCH file and the
Copy and Print the ONSEARCH file (101623, 100670)
        Two ways material gets into ONSEARCH file
        1. System puts items into ONSEARCH file when:
             - Item Status set to m=MISSING in Holds Placement or Display and Alter Hold Queue
             - Item Status is set to z=CL RETURNED in the “Claims Returned” function
        2. Staff can put an item in ONSEARCH file
             - Place hold on available item at own location; change status to missing
The Process
        1. Choose an empty file.
        2. Choose Copy and scroll down list to select the system generated Items on search file to copy

        3. Select Sort Records. Allows you to select the field(s) by which the list is ordered. Default
           order is by record number.

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MILLENNIUM CIRCULATION                                              Release 2002 Phase 3
        4. Select List Records.
           Use this option if you want to print selected fields from the records in your list rather than the
           whole record.

            Check MISSING items (102331)
            In the character-based system
                     To check missing items; When material is checked in and status is cleared, it is NOT
                     removed from the On Search file until M>Check MISSING items program is run.
                     C>A>H>M> Check MISSING items
                         1—Clear all items
                         2—Clear items only for certain location—enter location
                         3—Clear items for <loc> <loc><loc>

Copy and print PURCHASE ALERT file (101623)
In Millennium Create Lists
       Purchase alert file is generated as holds are placed, determined by Circulation Option Holds:
        Number of holds before purchase alert
       For bibliographic holds, multiply the value set in the option by the number of items attached to
        the Bibliographic record.

             MILLENNIUM STATISTICS MODE (101627, 102580)
       All statistics are run as a cron job overnight so statistics are current as of yesterday
       The effectiveness of the library’s statistical reporting is directly linked to how well the library has
        coded data within records.

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MILLENNIUM CIRCULATION                                         Release 2002 Phase 3

Three Types of Queries
   1. Field Statistics
          - E.g. Number of patron records with PCODE1 = Academic
   2. Periodic Report
          - E.g.
   3. Cross Tabulation
          a. E.g. PTYPE and Resides; view MONEY OWED field and totals by PTYPE and Resides
Other Statistics
A. Circulation Statistics in Web Management Reports
      Cumulative reports on activities during specified time period
      Enter URL: http://yourINNOPACIP/manage
                                                   Reports on ALL circulation activity
                                                   Booking activity by patron and item (sites
                                                    w/ "Materials Booking" function)
                                                  Checkout activity by patron and item codes
                                                  Filled holds by patron and item codes
                                                  Hourly checkout activity
                                                  Renewal activity by patron and item codes
                                                   Inhouse use statistics by location
                                                   Patron Photocopy Usage by PCODE3
                                                   Requests made by OPAC users

B. Statistics in character-based system

M > S > C > CIRCULATION statistics
  P > PATRONS that have items report
       Describes items now on-loan and which patron types have them
       Includes Items Checked Out by Item Type and Items Checked Out by Location

  T > Circulation activity by TITLE
       Usage Statistics on specific set of titles

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MILLENNIUM CIRCULATION                                               Release 2002 Phase 3
            Specify set of titles with Review File or Range of Bib record numbers
            Shows circulation activity for specified titles
            Get title-by-title report of number of times title has been checked out; used in-house.

                 MILLENNIUM CONTROL BAR (105533)
This function allows you to switch between Millennium Modules and other products purchased:
                  - CSDirect
                  - Kids OPAC
                  - Millennium Administration
                  - Millennium Acquisitions
                  - Millennium Cataloging
                  - Millennium Circulation
                  - Millennium Inter-Library Loan
                  - Millennium Media
                  - Millennium Serials
                  - Web Management Reports
                  - Telnet.
The control bar itself does not use a license, but each of the additional module(s) you open does, just as if
you opened them from the Desktop Icon. For more information see

Additional Circulation Related Information
  Edit Manager-Controlled Options and Preferences (colors, fonts), Editor (Record editor) on a
  login-by-login basis. Access from Admin | Login Manager in Millennium Circulation; e.g. You can
  specify, by login, which fields from the patron record will display in circ desk mode, and in what

SETTINGS (105234)
   Various functions performed here. Access from Admin | Settings
   On-the-fly records – select templates for login
   New records – specify templates
   Preferred templates – specify list of available templates to choose from


           From a Web OPAC search, a patron may choose
           WWWOptions set up required: REQUEST, REQUEST_INSTRUCTION (102168)
           Automatically processes verified requests (patron uses name, barcode# and optional password)
           Library staff approves unverified requests using M > R > Read Patron Requests
           In cases where a request is denied—because item is non-circulating or is missing, due to a
            PTYPE or PCODE element, patron has too many holds already, item is available on shelf,
            Loan rule element, etc.— a system-generated message displays.

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MILLENNIUM CIRCULATION                                                Release 2002 Phase 3
   System set up to hold approximately 5000 records/three months of payments; when space is full,
   removes oldest half of payments; can ask Innovative for file size to be increased.
          P > Examine fines PAID file (102395)

    1. D > List DAILY receipts
       Chronological list of total amounts collected each day. May want to print this regularly and retain
       for 2-3 years. Could print to FILE SAVE and export to PC, open in spreadsheet. One entry for
       each day includes # of transactions and totals by category—F/R/M/P
             L > Limit by LOCATION
             Statistics group #; system asks for terminal #
             D > Display Detail
             Specify date range
             Single letter code for invoice type
                      F - overdue fine
                      M -manual charge
                      R - replacement bill
                      X - replacement bill reduced after item returned
                      L - "lost" book, as reported by patron
                      N - rental charge
                      Amt Due        * indicates second or later payment on invoice
                      Amt Paid       P—partial payment, R—fine purged using GLOBALLY purge

    2. P > PURGE earlier records
       Specify DATE before which to purge

    3. F > FIND payments made by a patron
       Scan or key patron ID
       If multiple hits, D > DISPLAY barcode, phone, and home library

    4. G > GLOBALLY purge fines         (102399)
       Once you purge them, they are gone
            Allows outstanding patron fines to be removed based on certain criteria, such as
            Charges BEFORE a certain date or LESS than a certain amount
            SPECIFIC type of charge only
            Patrons of a certain TYPE
            Specific PATRON

CIRCULATION OVERRIDES                    (101698)
   A > A > O > List circulation OVERRIDES
   Contains system messages:
          Circulation due dates overridden
          Patron and Item blocks overridden
          Fines waived
   Includes location, action, item, patron, time of override, and initials of individual who overrode.

NOTE: If you notice consistent overrides of certain functions, may want to change whether authorization is needed.
Clear file once you’ve read or printed it.

    C > A > D > DELETE item records using barcode (102456)
    Allows you to delete multiple Item records by scanning in barcodes
    Item record can only be deleted if item
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MILLENNIUM CIRCULATION                                           Release 2002 Phase 3
           Is not checked out
           Has no holds on it
           Is not on a reserve list
   Barcodes entered into a list as you scan
   Option to confirm each item record as you scan barcode—
   System will display item's title and call number, and request confirmation to delete
   Option to review and edit list as appropriate. Asks—Begin deleting all items specified? (y/n)
   Bibliographic records remain in system

In addition to Circulation Options, note other Options that interrelate:
         OPAC Options
             22. Requests: Amount to charge
             28. Personal ID Number (PIN) in the library's patron records
             31. Patron can view own circulation record
             32. Patron can cancel own holds
             33. Patron can renew own items
         Database Maintenance Options
             13. Number of seconds for which password is valid

Used for circulation when the Innovative server is down or inaccessible. Allows checkin, checkout,
renewals and patron registration.
       1. Download Millennium Offline Circulation software from CSDirect web page:
            Follow instructions listed to install the software on PCs

        2. To use the software, double click on the Millennium Offline Circulation icon on your PC.
           In View | Preferences set preferences for statistics group, barcodes, and patron registration
           fields. Record transactions following instructions in the User Manual (100143 – 100146)

        3. Upload transactions when the Innovative server is back online. Load patron information
           before circulation transactions so that new patron transactions can be added to the database.

               Data is stored in two files: patron.dat and circ.dat.
               In Millennium Offline Circulation, go to File | Upload circulation and patron data.
               Offline Circulation connects to the server and uploads the PC's patron.dat and circ.dat
                files to the system.
               Offline Circulation prompts you to erase the files after uploading them so that the same
                files will not be uploaded again.
               In the character-based menus select
                          C > CIRCULATION subsystem
                          A > ADDITIONAL circulation functions
                          P > PROCESS PC transactions
                          G > GET patron registration data from PC (if used)
                          Step 2 (Convert PC recs to MARC (patron) format)
                          Step 3 (Load MARC (patron) recs into database)
               To process the circulation transactions select

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MILLENNIUM CIRCULATION                                           Release 2002 Phase 3
                        P > PROCESS PC transactions
                        P > Process transferred CIRC transactions
                        P > Process All files
               Check V > VIEW messages from processed CIRC transactions for error messages
                regarding item, patron records not found.
               For additional detail see the User Manual (100148) and the CSDirect FAQ PC-Circ
                Transaction File Messages at

BATCH CHECKIN ITEM RECORDS                     (102457)
Allows you check-in items contained in a review file, e.g.: Create List of all items due more than two
years ago
In the character-based system:
           C > Circulation Subsystem
           A > Additional circulation functions
           B > BATCH check-in
       Associated fines are not added to patron’s record
       Bills do remain on patron’s record
       Holds are not activated

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