Fulfillment Tasks - Circulation Desk Operator

Owned by Cynthia Schwarz (Unlicensed)
Last updated: May 12, 2017
8 min read


This document will go through several tasks that front-line circulation desk operators need to be able to do at the desk to best assist patrons. A separate document will be available for circulation desk managers and tasks specific to that group.

Step-by-step guide

Checkout an Item

Log into Alma with your Accessnet username and password. Access Alma at https://temple.alma.exlibrisgroup.com/SAML

If this is your first time logging into Alma, go to the center of the top of your screen and click the link next to Currently at:

Once logged in, navigate to the Alma button, click the drop-down and navigate to Fulfillment → Checkout/Checkin → Manage Patron Services

Enter the patron's identification. You can swipe their ID in the ID swipe or you can manually enter the patron's TUID number or name. Click Go. This will open the patron's brief record.


To check out Item #1 on your list of items to the patron, scan or manually enter the barcode in the box. Click Go. The item will then appear below the patron information. 

Be sure to click Done at the bottom right corner when you have finished checking out all items. Do this before any other tasks for this patron or another patron. Clicking the Done button will generate an email loan receipt. 


View a list of checked out items

To view all items that are currently checked out to the patron, navigate to the middle right side of the screen and select the drop-down next to Loan Display and select All.

This will display the full list of the patron's checked out items. 

Renew or Change Due Date

Method #1

Check the box next to the item or items that you would like to renew or change the due date.

Select Renew Selected or Change due date from above the list of loans.

Method #2

From the list of all checked out items, select the Actions next to the item. 

Select Renew or Change due date. Please note that the Renew option will only appear if the item is eligible for renewing according to the applicable terms of use policy. 

When an item is renews or a due date is changed, an confirmation appears on the screen and a notification will be sent to the patron. 

On-Screen Confirmation: 

Email Confirmation for changed due date: 

Email confirmation for renewed item: 


**A note on pop-up notes: 

Notes that will pop-up include the following: 

  1. Item Notes that are tagged as "fulfillment notes". These include notes on items such as DVDs or multi-piece items. 
  2. When a patron attempts to check something out that goes against the established loan or requested rules, either because of the patron's status or because of the item's status. 

Notes that will not pop-up: 

  1. Notes that have been manually added to the patron record. 


Look up an Item

Locate the search box directly to the right of the Alma logo at the top of your screen.

In the drop-down next to the search box, select Physical Items. 

Enter the title of Item #1 into the search box. 

From here, you can see the item. 

Notice a couple of things: 

  1. Status: The status of this item is not in place. This is because the item is checked out. 
  2. Process Type: The process type for this item is Loan. Other options for status type is Request, Technical Services, and several others.

To view the patron that has this item checked out, select Loan. 

 

From here, click on the person's name to view their record. From this screen, you can also renew the item or change the due date. 

Look up a Patron

Once logged in, navigate to the Alma button, click the drop-down and navigate to Fulfillment → Checkout/Checkin → Manage Patron Services

Begin typing the patron's name. If the name appears in the drop-down list of suggestions, click on it there. Otherwise, click the small blue arrow to view a full list of names that match your search. You can also scan the patron's ID in the ID reader. Once you have the correct patron. Click Go. 

This particular patron has exceeded the amount of fines and is therefore blocked. A message like this will appear. 

If you have the circulation desk manager role, you will be able to override this block. But for now, click Ok. 

This is the screen that a circulation operator will see. Most student workers have the circulation operator role. 

Active Balance: The circulation operator can see the current balance of money owed, but cannot see historical data and does not have the option to collect payment. Click on the dollar amount to view a breakdown of the current fines and fees.

From the patron's record, you can send a list of all items current checked out and a report of current requests using the Send Activity Report and the Send Requests Report links. The reports get emailed directly to the patron's email address on file.

Send Activity Report Email: 

Send Requests Report Email: 

To the right, you can see that this patron has two overdue items and has one item on the hold shelf.

Click on User Notes to view any other relevant notes about the user. 

Below patron information, there are three tabs, Loans, Returns, and Requests. The blue squares indicate that there are items for each one of these tabs. Click each tab to view the items. 

Add a note to a patron's record

From the patron's account screen, select User Notes and then More User Notes Exist.

On the next screen, you will see a complete list of the patron's notes. Select Add Note at the top of the list. 

Complete the fields of the Add Note form.

Leave the box "Add as an external" unchecked.

Select whether or not to make the note visible to the patron by checking or unchecking the "User Viewable" box. 

Select Add and Close to add the note.

Return Items

There are two ways to return items. The first is without looking up a patron account. This is best used when checking multiple items returned from the bins. The second method is with a specific patron's record open.

Method #1: General checkin, no specific patron.

Once logged in, navigate to the Alma button, click the drop-down and navigate to Fulfillment → Checkout/Checkin → Return Items

Enter the barcode. Leave the "Place directly on hold shelf" set to No. 

Select Change return date if you need to change the return date. A box will pop up that allows you to enter a new return date. Click Submit to complete.

You will now see the Return Date updated. Click Ok to complete the return.

You will receive a confirmation that the item was returned. The Next Step column should read "Reshelve to Main Stacks". 

Methods #2: Return items on a patron's record

Once logged in, navigate to the Alma button, click the drop-down and navigate to Fulfillment → Checkout/Checkin → Manage Patron Services

Begin typing the patron's name. If the name appears in the drop-down list of suggestions, click on it there. Otherwise, click the small blue arrow to view a full list of names that match your search. You can also scan the patron's ID in the ID reader. Once you have the correct patron. Click Go. 

On the patron's record, select the Returns tab.

Scan in the barcode for the item. Select Go to check the item in. Please note that you cannot change the return date from this screen. 

The item will appear below with the returned date and "Reshelve to Main Stacks" in the Next Steps column. Click Done to generate a return receipt to the patron. 

A Return Receipts Letter that is automatically sent to the patron via email.

Place a request on an item for a patron

Once logged in, navigate to the Alma button, click the drop-down and navigate to Resource Management → Search → Repository Search

Select Physical Items from the first drop down list. In the second drop down, select the criteria type that you are using to search (Title, Keyword, Call Number, etc). In the third box, enter the criteria. Click Go.

On the left side of the screen, select "Ambler Campus Library" to limit to items only available at Ambler. Look at the first item. First, notice that this item has a status of "Item in place." That means that the item is available. Second, notice the Item policy as "Normal Circulation per location". Click the Request link at the bottom of the record.

On the Create Request, select "Patron physical item request" from the drop-down menu. Click enter on your keyboard.

This will open additional fields. Next, scan the patron's ID card, enter their ID number of type the patron's name. Then select the Pickup At location from the drop down list. Click Submit to place the request.

You will see a confirmation at the top of the screen.