ATHENA

1
ATHENA

• A visual manual depicting a common circulation
  system.

2
Overview of Presentation

• This presentation will include directions for
• Adding Patrons
• Deleting Patrons
• Updating Patrons
• Checking in materials
• Checking out materials
• Sending out overdue notices

3
Adding Patrons

• Information that can be stored when adding
  patrons to Athena include the patrons ID,
  surname, patrons address, alternate addresses,
  messages, as well as other information.
• To begin from the Welcome screen, click the Add
  Patron quick start button.
• Athena enters the next unused Patron ID in the
  Patron ID box. If a different ID is needed, enter
  it at this time.
• Next enter the basic information into the
  appropriate fields.
• Click the various tabs to enter information into
  additional categories.

4
Adding Patrons (photograph information)

• Patron photographs can be included in the patron
  information. The patron's photograph is displayed
  whenever an item is checked out, an item is
  reserved, or any other time the patrons record
  is viewed. It is a good way to verify the
  identity of the patron checking out materials.
• First the photograph must be in a bitmap file
  format. Once the photograph is in the correct
  format, it can be imported it into Athena.

5
Adding Patrons (photograph information)

• When adding a new patron to Athena, enter the
  non-photograph information first.
• Next, add the picture to the newly existing
  record. Click the ChangeDel button and identify
  the patron adding a photograph.
• Click the Photo tab. You will see the Import
  Patron Picture screen.
• Click the word File at the top left corner of the
  window. This will open the File menu.

6
Adding Patrons (photograph information)

• Click Open. You will see the Open dialog box.
• Click the patrons bitmap file. If the file is
  missing, try changing the values in the look in
  box or files of type boxes. Click Open. Athena
  will display the patrons photograph.
• Crop the photograph if the graphic is too large.
  If it is too large there will be a rectangle at
  the top left corner of the graphic. This is the
  clipping rectangle. Move the rectangle over the
  portion of the photograph to be used. Athena will
  use only the portion of the photograph that is
  within the clipping rectangle. The rectangle can
  be re-sized over the photograph as needed.

7
Adding Patrons (photograph information)

• To move the clipping rectangle, position the
  mouse pointer inside the rectangle and drag it to
  the desired position.
• To size the photograph, move the mouse pointer so
  that it just touches the bottom right corner of
  the clipping rectangle. Hold down the mouse
  button. The mouse pointer will change to a
  two-sided arrow. Continue to hold down the mouse
  button while you drag this corner of the
  rectangle. The box will change size as you do
  this. When the clipping rectangle is the correct
  size, release the mouse button.
• Position and size the clipping rectangle so that
  it contains as much of the face as possible. Save
  the photograph. Open the File menu by clicking
  the word File at the top left corner of the
  window. Click Save and Exit. Save the patron
  record.

8
Adding Patron tips

• If the patron information is already in an
  electronic format, it might be easier to import
  it into Athena rather than entering it manually.
• If your librarys group selection lists are
  current, instead of typing group 1, group 2 and
  group 3 values, you can choose them from a list.
  Simply open the appropriate list by clicking the
  arrow to the right of the box. Then click the
  desired value.
• To save time when adding additional patrons after
  saving a patron record, Athena will enter the
  group, date, city, and state information, based
  on the information entered for the previous
  patron. If these values are not appropriate,
  remember to change them. Athena will also use the
  next available patrons ID number by adding one
  to the previous ID and assign this new number to
  the next patron. Again, if this number is not
  appropriate, remember to change it.

9
Deleting Patrons

• When patrons stop using the library, they should
  be removed from the patron file. By not deleting
  ex-patrons, it can be difficult to collect
  accurate circulation data.
• From the Circulation menu, click Add, Change,
  Delete Patrons. Click ChangeDel.
• Select the patron to be deleted.
• Click Delete. A dialog box confirming that this
  is the intended action that needs taken will
  appear. Click OK.

10
Deleting Patrons Tips

• A patron can not be removed when they have
  outstanding fines, items reserved, or items on
  loan.
• To quickly identify a patron use the patrons ID
  number to search for the appropriate record.

11
Manually Updating Patrons

• To update patron information click the Add Patron
  button to reach the Add, Change, Delete Patrons
  screen.
• Click ChangeDel. Identify the patron.
• Make the necessary changes to the patrons
  information. To switch to a different information
  category, click the appropriate tab.
• When you have finished making the needed changes,
  click Save.

12
Checking in materials-Scan

• From the Welcome screen, click the Circ Desk
  quick start button.
• Click the Check In tab. This will bring up the
  Check In screen. It has these buttons
• Check In-After entering the barcode number of the
  item being checked in, click Check In.
• Set Date-Click Set Date to select a due date
  other then the computer systems automatic due
  date for Check In.
• Scan the items barcode label.

13
Checking in materials-Manual Tips

• Type the items barcode number in the Identify
  Item to Check In box.
• Click Check In.

• When checking in an item that has been reserved
  for another patron, a dialog box will appear
  informing the check in worker that the item is
  reserved.
• To hold the item for the reserving patron click
  yes when the dialog box asks if the item should
  be put on hold.
• Put the item aside and notify the reserving
  patron.

14
Checking out materials

• Click the Circ Desk quick start button. Identify
  the patron.
• Typed the items barcode number (or scan it)
• Click Check Out to check out the item.
• Click Done when all the materials are checked
  out.
• Also
• Click Search to identify an item by searching an
  Athena collection.
• Click Due Date to override the due dates
  specified by Athenas loan periods.

15
Printing overdue notices

• To print the overdue notices
• Click Print Overdue Notices and specify how the
  notices need sorted, etc.
• Click the Print tab. The Print dialog box will
  appear. Click OK.

16
Display Overdue Notices on the Monitor

• To view the Overdue notices before printing,
  start Athenas Print Overdue Notices feature and
  specify how you want the notices sorted
• Click On Screen.
• Here is a preview of how an overdue notice would
  look as viewed on screen.

17
Conclusion

• Overall I found Athena to be a system with a
  descriptive help menu, useful options, and easily
  navigate screens.

References

• Clip Art on slides 2, 9, 10, and 13 are curtsey
  of Design Gallery Live Microsoft Office Clip
  Art and Media
  25 November 2003.
• Sagebrush Corporation. ATHENA. 2003. Sagebrush
  Corporation. November 25, 2003 shcorp.com/tech/athena.cfm
• Sagebrush Technologies Inc. ATHENA Help menu.
  1993-2000.
• Sample photograph slide 4 curtsey of Bailey,
  Maxine. E-mail to the author. 21 June 2003.
• Screen prints slides 3, 5, 6, 9, 11, 12, 14, 15,
  and 16 are of ATHENA Version 8.1 Multi-user
  system 1994-2000 Sagebrush Technologies.