Patron Records

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Using Voyager Circulation
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Logging in

• Before you can begin working in the circulation
  module, you must enter your Operator ID and
  Password. Your Operator ID and Password
  determine what operations you are allowed to
  perform, as well as in which locations you may
  work. Operator IDs and Passwords may be obtained
  from your supervisor.
• Dont forget to log out when your desk
  time is over! ?

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Patron Records
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Creating a Patron

• Click on Pat the Patron icon.
• Search for the patron using a social security
  number click on the radio button next to SSN
  in the Patron Search box.
• If patron is not found, click OK on the Patron
  not found message box.
• Search for the patron using a name click on the
  radio button next to Name. Type the patrons
  last name where indicated, tab and type in the
  first name.
• If patron not found, click OK on the Patron
  not found message box.
• Click Cancel on the search box.

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To add a new patron

• Right click on the
• Patron Record screen
• Click Add Patron

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Name

• Type in the patrons last name where indicated.
• Tab and type in the patrons first name AND
  middle name/initial
• Do not use Middle box for middle
  name/initial (this relates to confusion with
  Student Information downloadsbut for consistency
  we dont use this field for anyone).
• Tab to SSN and type in the patrons social
  security number. You do not need to type in
  the dashes as they are already provided.
• Tab to Expires and type in one year from
  todays date Again, you do not need to type in
  dashes when entering the date.
• NOTE Student expiration dates are determined by
  semester. For Fall the expiration date is January
  31. For Spring the expiration date is August 31.
  
• Tab to Purge Date and type in 1 year from
  expiration date.
• Click Save.
• Option to typing in date click on the ellipsis.
  A calendar will appear. You can advance the
  calendar by clicking on the arrow for month
  and/or year. When you advance to the desired
  month and year, click on the correct date in the
  calendar, then click OK.

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Patron Group

• At this point you will receive a message box that
  says, Patron Group is required. Click on OK.
• Click on the arrow to the right of the Patron
  Group box, scroll to the correct patron category
  and click.
• Click in the New Barcode box and scan the
  barcode from either the students WildCard or
  the blue library card (for non-students).
• Click on Save.

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Address

• At this point you will receive a message box that
  says, Permanent address is required. Click on
  OK.

• Enter the patrons permanent home address. We
  do not need to type in home addresses for
  international students.
• Click on Save.
• Click on Primary under the red Phone Numbers
  ltnewgt under Permanent and type in the patrons
  phone number. Be sure and type in the dashes.
  Click on Save.
• To enter a second phone number for this address
  (such as a cell phone), click on the red Phone
  Numbers ltnewgt button again, choose Mobile for
  Phone Type, type in the phone number and click
  Save.
• If Permanent and Temporary addresses are the
  same, you do not need to add Temporary address.

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• To enter a second address click on Addresses
  ltnewgt.
• In the Type box select Temporary.
• Todays date will be the Effective date and
  the second date will be the purge date.
• For campus (temporary) addresses type in the
  word Campus on the second or third address line
  (depending on address). Skip the city and state.
  Use only the 4 digit speed sort for the zip
  code.
• Click on Save.
• Click on Other or Mobile under the red Phone
  Numbers ltnewgt under Temporary and type in the
  patrons phone number. Again, be sure and type in
  the dashes.
• Click on Save.
• To enter e-mail address click on Addresses
  ltnewgt and select Email for Type
• Todays date will be the Effective date and
  the second date will be 12/31/2020.
• Type in the patrons e-mail address.
• Click on Save.
• Hint When sending correspondence, Voyager pulls
  addresses in the following order
• e-mail, temporary, and permanent.
• The first address typed in will be the
  permanent home address. The temporary address
  will be the campus or local address.

More Addresses
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Editing A Patron Record

• Click on Pat the Patron icon.
• Do a search for the patron whose record you wish
  to edit.
• Once you have pulled up the correct record, right
  click and choose Edit Patron
• To edit existing information, click on the tab
  indicating the area you wish to edit (i.e.
  Address) or you may click on the black
  lettering in the Patron Record area to the
  right of the screen (i.e. Permanent).

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• Make any corrections and click Save.
• To add information, click on the red lettering in
  the Patron record on the right side of the
  screen.
• For example. Say a patron lost their card and
  had to get a new one
• Click on Barcodes ltnewgt
• Scan in the new barcode.
• Click OK on the Patron Group is Required
  message box.
• Select Patron Category and click Save.
• You will get a message box telling you that an
  active barcode for that patron already exists.
• Choose Lost if the card has been lost or
  Other.
• Click OK.
• The new barcode is now
• the active barcode!

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New Students

• At the beginning of the semester it is not
  unusual to have a student with a WildCard which
  has not yet been activated--the barcode is not
  in the system.
• You will scan the card and get the Patron not
  found. message.
• What to do?
• Look up the student by social security number.
• Most likely you will find the patron. (student
  information is downloaded into our system
  however, they cannot download the students
  barcode as they do not have that information).
  You will not need to create a new barcode.
• Right click on the Patron Record Screen and click
  on Edit Patron
• Click on the Barcode tab or the black UK
  Undergraduate (or Graduate) Student Active on
  the right side of the screen (Patron Record).
• You will notice that the Barcode box is blank
  and ready for a barcode to be added.
• Scan the students WildCard.
• You may now charge items to the student!
• NOTE If student is NOT in the system due to
  registration before a download, go ahead and
  create the student. Remember to use student
  expiration dates.

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Updating Expiration Dates

• Remember typing in the expiration date of one
  year from today on non-student records? All
  patron records expire at some point. To update
  the record do the following
• From the Patron screen, right click and choose
  Edit Patron
• Tab to or click in the Expires date box and
  (again) use one year from today as the new
  expiration date. Remember, you do not need to
  add dashes when typing in dates.
• Tab to the Purge Date and type in two years
  from todays date.
• Click Save
• Use this opportunity to verify that patrons
  addresses are still current.
• If you need to update their temporary address,
  please change the dates on this page as well.

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Types of Patrons and ID required to obtain
library privileges

• UK Undergraduate/Graduate student need WildCard
  student ID
• UK Faculty/Staff Need current UK Faculty/Staff
  card OR a letter from their department on
  departmental stationery stating they are employed
  in that department. If the person is Regular
  faculty/staff you will find that they have been
  entered by Human Resources. The Operator ID
  will be SYSTEM. If you do not find the person
  in the system, enter as UK Affiliate
  Faculty/Staff!!
• BCTC Student/Faculty/Staff Need BCTC ID. Use
  BCTC Student ID to create patron, not blue
  library card.
• Special Borrower Kentucky resident 18 years of
  age or older. Must have a KY drivers license or
  some official document with their KY address
  (check book, utility bill, etc.)
• Reciprocal Borrower Student/faculty from another
  KY college or university. Requires a valid ID
  from that school. Create patron using blue
  plastic library card.
• English as a Second Language Picture ID from ESL
  program
• Donovan Scholar Kentucky resident 65 years of
  age and above who are enrolled in the Donovan
  Scholar Program. Those Donovan Scholars who are
  taking classes will have a WidCard. Those in the
  program, not taking classes will have no ID
  indicating they are in the program.
• UK Alumni Members of the UK Alumni
  Associationmust have an Alumni Association
  member card
• Visiting Scholar Staff will register these
  patrons
• Children of UK Faculty/Staff These are high
  school students (grades 9-12) whose parents are
  full-time UK faculty/staff. Both the parent and
  child must fill out the registration form.

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Library Cards/IDs
Bluegrass Community Techinal college (formerly
LCC)
UK Student Wildcard. All UK students must
present this card to check out library materials
Lexington Community College (LCC) is now
Bluegrass Community Technical College. For
now, the LCC cards like the one above are still
valid.
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• Library card issued to all non-students
  including
• Faculty-staff
• Special Borrowers
• Reciprocal Borrowers

Some faculty/staff may have IDs like the one
above. These are made in the Student ID office
and will need to be activated.
NOTE Medical Center people often use their name
badges as library cards. A cut barcode is placed
on the badge. They also have patrons whose
patron group is difficult to determine. Ask
supervisor for more information.
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Icons found on Patron Record Screen
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• Charge Items Index
• Displays items currently charged to a patron
• From the patron record, click on the file drawer
  icon. The number under the icon tells how many
  items a patron has charged.

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• The Charged Items Index gives title, location,
  barcode, date due and status of each item
  charged. The books display in alphabetical order
  by title. You can choose to display items by
  any of the categories listed above by clicking on
  the gray menu on the category you wish to use
  (i.e. Due Date will put items in order by when
  they are due. This is helpful in letting a
  patron know when his/her next books are due).
• BUTTON OPTIONS
• Item Info (displayed here)
• gives item record information--
• including call number.
• Print of course allows you
• to print a list of charged items.
• Select All use with Renew
• to allow all items to be renewed.
• Discharge DO NOT DISCHARGE
• ITEMS FROM THIS SCREEN
• Renew allows books to be
• renewed individually (by highlighting
• an itemhold down the Crtl button to
• select several items) or renew all items
• by using the Select All option

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• FINES
• Clicking on the dollar sign icon will allow
  viewing of a patrons fines, both current and
  history.
• By highlighting an item you can
• See the Charge Date,
• Due Date, the date Billed
• as well as the date returned,
• title of item, barcode and the
• type and amount of fine.
• You may also print this
• screen for a patron.
• Clicking on the History tab
• allows us to view fine history.
• Refer patron to staff for
• fine payment or disputes.

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FYI Voyager and Fines

• Voyager will block a patron from checking out
  material once the fine amount has reached 20.
• Once an item is 80 days overdue, Voyager declares
  the item Lost and charges a replacement fine
  along with a processing fee.

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• PATRON REQUEST INFORMATION
• This screen displays items a patron has requested
  through Holds or Recalls as well as Holds/Recall
  items available for pick-up.

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• NOTES
• To create a note
• Click on the icon with the yellow paper, ink and
  plume
• Click on New
• Chose the Note Type (we use Pop-Up
• and General)
• Type the note in the note field
• Click on Save and Close
• To delete a note
• Click on note icon
• Click on Delete
• Click on Yes
• Click on OK
• General notes should be created for all
  Reciprocal Borrowers stating the school they are
  from (i.e. Transy)
• Be sure to read and respond to any Pop-UP
  messages.

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These icons are not currently used by UK Libraries
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Quiz

• What is the best way to search for a patron
  record?
• What ID is required for UK students?
• What is the Fall expiration date for students?

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Answers

• Social security number
• WildCard
• January 31st of the following year

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Charging(Charging checking out)
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Charging materials

• Click on the first icon (a pile of books)
• This will bring up the blank Charge window

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• Next, scan, or type, in the patrons barcode
  number. The barcode is located on
• the patrons library card. For students, the
  WildCard ID serves as a library card

Note Students must have a WildCard student ID.
We will not accept older student IDs. If a
student does not have a WildCard, direct him or
her to the UK ID Office, 107 Student Center.
Other types of borrowers will have different
cards see section on different types of
borrowers
Note You can search for a patron by clicking on
the ellipsis to the right of the barcode box.
Doing this will allow you to search for the
patron using Name, SSN, or Barcode, (we do
not use Institution ID). This is most often
done at the beginning of semester when new
WildCards have not been activated. The social
security number is the best method for searching
a patron. A PATRON MUST HAVE A LIBRARY CARD TO
CHECK OUT LIBRARY MATERIALS.
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Once the barcode is entered, the patron record
will appear

• Note the boxes for
• Group different borrower groups have different
  borrowing privileges
• Proxy borrowers can serve as proxies for other
  borrowers - See special situations

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Scan, or type, in the item barcode

• The system will beep each time an item is
  scanned. ALWAYS check the screen to verify an
  item has been properly checked out.
• As each item is checked out, the number under the
  file drawer icon will increase by one.
• Always check the notes icon (ink, plume and
  paper) for messages and read and respond
  accordingly to any messages.

If you scan in a bar code and receive an item
not found response, try again the reader might
have misinterpreted the code. If the message
appears again, see a supervisor for assistance.
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Checked-out items will appear in the box in the
bottom of the screen

• The title, item barcode, due date, and status (C
  for charge, R for Renew) displays in the box
  below the patron information. You can continue
  to check out items for the patron in this way.
  The maximum amount of materials that may be
  checked out is defined by patron group.
• Once the item is checked-out, insert the proper
  date-due slip into the item(s) and de-sensitize
  all items (unless item indicates DO NOT
  SENSITIZE) before giving it to the patron.

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Proxy Patrons

• Some faculty have designated assistants (usually
  graduate students) to check out library materials
  for them. The faculty must request an assistant
  be added to their account as a proxy via the
  request form on our web page. These students are
  known as proxy patrons. All proxy patrons should
  have a Pop-Up note telling you to ask if they are
  checking out for themselves or as a proxy. If
  they are checking out for themselves, click
  Close and check out material as with any other
  patron.

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• If the patron responds that he/she is checking
  out as a proxy, click Close and proceed as
  follows
• Click on the Proxy Icon
• A screen will displaying indicated person or
  persons that this patron is proxy for

• Highlight the person the patron is checking out
  books for and click OK.

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• You will note that the faculty to whom the patron
  is proxy is now listed as the person charging
  books and the proxy is listed as Proxy
• Proceed to check out as materials.

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Renewing
Patrons can, and are encouraged to, renew their
own items by going to their online library
accounts and following the directions for
renewing.

• If a patron does not wish to renew an item him or
  herself, follow these steps
• If you have the item in hand, simply discharge
  the item and check it out again to the patron, if
  no holds or recalls have been placed.
• If a patron calls and wants an item renewed over
  the phone, search the patron by SS.
• Once you have located the patrons record, click
  on the file drawer icon to bring up list of items
  checked out.
• Highlight the item or items to be renewed and
  then click Renew. If you are renewing all
  items, click Select All and then Renew.

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Renewal Limit Reached

• If you attempt to renew a book for a patron and
  receive a message indicating that the renewal
  limit is reached, cancel the renewal.
• If they patron wishes to keep this book, he/she
  will need to bring the book to the library for
  renewal. At that point we will discharge the
  book. If there are no holds on the book, we can
  re-check it out to the patron. This allows us to
  make sure a book still exists.
• Renewal limits are determined by the patron
  group.

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Special Situations

• Supervisor Override
• When an item or a patron is blocked and a
  supervisors override is allowed, a supervisor
  button is displayed in the window.
• If this message appears, check with a supervisor
  before proceeding.
• Item Does Not Circulate
• You may get a message telling you that an item
  does not circulate. This could be a Reference
  item, a book that is boxed due to poor condition
  or you will get this message if a non-UK patron
  attempts to check out a periodical. Bound
  Periodicals may only be checked out by UK
  students, faculty and staff (this may vary in
  certain branches).
• Explain to the patron that this item is not
  allowed to circulate, but they are welcome to use
  it in the library.

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Special Situations, continued

• Lost or Missing Items
• If an item has a status of lost or missing, a
  window will appear asking if you would like to
  remove the status. As the item is now clearly no
  longer lost or missing, the status can be
  removed.
• Modifying Due Date
• If a patrons expiration date comes before the
  due date, Voyager will give the expiration date
  as due date. Before updating the patrons
  record, you must change the due date of the items
  to ensure patron is able to have the material for
  the normal check-out period. To do this
• Highlight items that you wish to change and
  right click.
• Click on Modify Due Date
• Type in the correct due date or use ellipses for
  calendar.
• Click OK. The correct due date will now appear
  on the Charge Screen.
• At this point, you can go to the Patron Record
  and update the record.

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QUIZ

• What do you get when you click on the file drawer
  icon?
• Do faculty members, students, and members of the
  general public have the same borrowing
  privileges?
• When someone is allowed to check out materials
  for a faculty member, he or she is serving as a?

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Answers

• The charged items box which lists the books and
  other materials a patron has checked out.
• No, each group has its own rules for borrowing
  which differ in some important ways.
• Proxy borrower

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DISCHARGING A BOOK (Discharge Check in)
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Discharging Materials

• Click on the Discharge icon (book drop slot).
• Scan in the book barcode. If the barcode is
  typed, press Enter.

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• Watch the screen for pop-up boxes and to ensure
  the item was properly discharged!!!
• Pop-Up Boxes include the following
• Item belongs to a foreign circ policy groups
  location
• Item marked for Cataloging Review
• Item marked for Circulation Review
• Item on Holdthis will generate a print out.
• Item is Lost or Missing (You will then be
  prompted whether to remove this statusalways
  remove it)
• Once you have read the pop-up box, click OK so
  that the item is properly checked in.
• Be sure to note location of foreign circ policy
  group books
• Ask staff where to put books with pop-up
  messages, after being discharged.

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Once the item is scanned, the Title, Item Barcode
and Due Date will display on the Discharge
screen. Always watch the screen for pop-up boxes
as well as to ensure books are properly checked
in!

• Browse indicates item was not charged when
  scanned

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• Displaying the Item Record
• If there is a question about an item or its
  location, you may display the Item Record.
• To display the Item Record for the discharged
  book, highlight the item on the Discharge
  screen and click on the Item icon.
• Back Dating Items During Discharging
• You can backdate items being discharged so the
  check in date/time is earlier than the actual
  date/time. This is useful for items left in book
  drops over night.
• Click the Backdate icon (clock).
• The Backdate Discharge Time To dialog box
  displays.

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• Enter the date and time you wish to use either by
  typing in the date or using the ellipses for the
  calendar.
• Click OK to save click Cancel to exit
  without saving.
• The system will apply the override discharge date
  and time to every discharge transaction until
  either the Clock icon is clicked a second time or
  the Discharge window is closed.

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• A receipt for returned books may be printed upon
  patron request. To print receipt, do the
  following
• Click Options on the gray menu bar
• Click on Session Preferences
• Click on Print Discharge Slips
• Click OK.
• Remember to change the settings back after
  printing the receipt, so receipts are not printed
  for all additional items.

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Quiz

• If the scanner beeps, does that indicate the book
  has been checked in?
• Should you remove the Lost status on a book you
  are checking in?
• What does the backdate option do?

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Answers

• No. It merely means the item was scanned.
  Always check the screen to ensure item is
  properly checked in.
• Yes. You have the book in hand. It is obviously
  not lost.
• It changes the discharge (check-in) date and time
  to an earlier date and time.

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Reserves
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Looking Up Reserves

• Click on the Bookshelf icon
• Search for reserves by the instructors name or
  course number by clicking on the button next to
  that option.
• Voyager is not case sensitive
• If you are using the course number, type in as it
  appears in the schedules, i.e. acc 202

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• Click on and highlight the instructor/course you
  wish to view.
• Click OK or use the Enter key

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The Reserve screen will display items on
reserve for the course/instructor. The location
and item type (2 hour, 1 Day, etc.) are also
visible from this screen. Note Photocopies and
Personal Copies use the course number (in this
example, A-H 335) for the Call Number.
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• To check to see if an item is charged
• Highlight the item
• Right click on that item
• Scroll down and click on Charged To
• A dialog box will appear if the item is not
  charged.
• If the item is charged, the patron charge
  information will appear.

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• TIPS
• REMEMBER The only information you may give out
  for a charged item is the date/time when the item
  is due.
• Never give out the name of the patron who has the
  item checked out.
• When looking up reserves, remember to check the
  location. Reserves from all UK libraries are
  listed here.
• To search electronic reserves, go to InfoKat.
  You must have user id and password assigned by
  instructor to access electronic reserve material.

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Quiz

• What are the two best ways to search for
  reserves?
• What is used for the call number for photocopies
  and personal copies?
• What information can you give out to another
  patron if an item is checked out?

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Answers

• Instructors name or the course number
• The course number
• ONLY the date and time the item is due.

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Looking Up An Item

• Click on the Item
• Icon (stack of books).

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• In the Search by Item Barcode dialog box, you
  can type or scan in the item barcode or click on
  the ellipsis in the item barcode field to display
  the Search screen.
• Using the Non-Keyword tab, choose your method
  of search (author, title, etc.) by scrolling in
  the Search by box or by learning the commonly
  used search methods below (much easier!)
• Call Number Call Number (on shelf) (highlight
  box and type C) This is currently the default.
• Author Names (highlight box and type N)
• Title Titlelt (highlight box and type T)
• Periodical Journal Titlelt (highlight box and
  type J)

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• Tab to Search for box and type in the
  information you wish to search (author, title,
  etc.). Be sure to include spaces between the
  information that you enter in the Search for
  box. Information typed in the Search for box
  is not case sensitive. You can also type a
  question mark at the end of your title to
  truncate the search.
• Truncating is using only part of a title or
  call number. It will bring up every title that
  begins with the words used or every call number
  that begin with the portion of the call number
  entered. So, although you are using a smaller
  part of the title or call number, you are
  actually expanding the search. Note title
  belowbeginning of title truncated by question
  mark and then the Titles Index screen on the
  second slide after this one.
• Examples
• Author (Name) blaker richard
• Title here lies?
• Call Number qe 351 .h46
• Journal Title journal of hydrology

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(No Transcript)
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• Highlight the title you wish to display and click
  on the OK button or just hit the enter button
  on the keyboard.

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• The Item Record screen displays the location,
  item type, item status, barcode, etc.

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• If a patron/staff member wants to place a
  hold/recall on an item, he or she must click on
  the Place Request icon.
• The icon with the green wrench will tell if
  someone else has already requested the book.
• If the item has the status of Charged, clicking
  on the Patron icon will reveal who has the item
  checked out. Remember that the only information
  you may give a patron if the item is checked out
  is the due date. Never give patron information
  out to anyone.
• If the item record has a note attached to it,
  clicking on the Notes icon will reveal a
  message attached to the item record.
• Clicking on the Status icon will reveal the
  date that an item status was applied (if the item
  record has an item status other than not
  charged). Statuses include In Transit, At
  Bindery, Circulation Review, etc.

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66

• From the Item Record screen, you can access the
  Bib Brief, Holdings, Item/Holdings, Item
  Details, and Item History tabs.
• The Holdings tab will give you the call number
  of the item.
• The Item History tab will allow you to see
  when the item was created as well as the last
  transaction date. This may be helpful if trying
  to help a patron locate a book.

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• If you discover that you have pulled up the
  wrong item record, i.e. perhaps you wanted Here
  lies my heart, you can return to the Titles
  Index screen by right clicking the Item Record
  screen. Click on the Search and then click on
  Display Keyword Index

Once you have returned to the Titles Index
screen, you may choose the correct title.
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QUIZ

• If you want to truncate a search what do you need
  to add at the end of whatever you enter in the
  Search for box ?
• If a record shows an item status of Charged,
  what icon can you click on from the Item Record
  screen to see when the item is due back?
• What tab should you click on in the Item Record
  screen to find out what the call number is for an
  item?

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ANSWERS TO QUIZ

• Question Mark
• Patron Icon
• Holding Tab