Circulation Student Guide

• On the left side panel of WMS (WorldShare) go to the “Assist Patrons” pulldown.
  • Make sure the cursor is in the “Enter Barcode” box.
  • Type or scan the patron’s barcode information into the box (press “go” or hit enter if you typed the numbers).
• Make sure you have the Bibliotheca RFID window open.
• Scan the item over the RFID pad. The item will be listed under the patron’s name.
  • Scan any additional items the patron may have.
• Stamp the item(s) with the due date the system generated.
  • Also tell the patron the date the item is due back.
  • The due dates are set by patron type.
    • Undergraduates and Community Borrowers: 3 week check out period
    • Graduate Students: semester check out period
    • Faculty and Staff: semester check out period.
• NOTE: RESERVE ITEMS DUE DATES ARE FOR ALL PATRONS
  • Make sure you are checking/adjusting the due date of Reserve items.
• When checking items back in you do not need the patron’s information.
  • Click the check in left panel.
  • Scan all items for check in.
  • Sanitize the items prior to shelving.
• Remeber alll Special Collections material must be checked in at Circulation first!
  • Deliver all Special Collections Material to Special Collections if they are open.
  • If Special Collections is closed, deliver all the material as soon as they are open.

• Scan or type the patron’s barcode into the “Enter Barcode” window.
• If the patron does not have their ID or know their ID number you can search for them in the system. Note: the patron will still need some form of ID to check out material
  • In the “Assist Patron” select name under the search index.
  • You can either type in the patron’s full name or last name, press enter to search for the patron.
  • The “Checkout” Tab shows the items currently checked out to the patron
  • If the patron has items on hold, you can look for them under the “Holds” tab.
  • We do not charge overdue fines, so patrons should not have any charges under the “Bills” tab.
  • If the system alerted that the patron privileges are suspended, this information is located under the “Suspension” tab.
  • You can make changes to patron information through the “Profile” tab.
    • Select “edit” to make changes.
    • Make sure you click save when you are finished.

Creating a Community Borrow Card         

The Golden Library encourages community members from Portales and the surrounding area to utilize material in our collections. When new community members come in Circulation Student Workers will need to create a library card for them. Follow these steps to create a community borrower library account and card.

1. Get the Community Borrow Card three ring binder from the drawer (top drawer on the left side of the main circulation computer).
2. Have the community member fill in the top portion of a new ENMU Community Borrowers Agreement and Application.
3. Go into WMS and click on the “Admin.” Tab on the top. Then select “new User.”
4. User the application to fill in the needed fields.
5. Under the Circulation portion of the new user field select the Patron Type to ENMU “Community Members.”
6. Set the “Expiration Date” for one year from the current date.
   1. I.E. if you are creating the card on 03/05/2024, the expiration date will be 03/05/2025.
7. Get one of the Borrower Cards from the binder.
   1. If the cards a getting low, you must let Chas or Steve know so new ones can be made.
8. Place the cursor in the bar code field of the Circulation field and scan the bar code on the new card.
9. DO NOT fill in any of the fields in the Interlibrary Loan field! Community members cannot use the interlibrary loan system.
10. Scroll down and click save. Viola! You created a new Community Borrow Account and Card.

• Patrons may ask you to renew an item for them.
• First locate the patron in the system.
  • Scan their ID, enter their ID number, or search for them in the system.
• A list of items checked out to the patron will appear.
• Check the box of the item to be renewed.
  • Clicking “Renew” will renew the item with an auto-generated due date.
  • To add a custom due date click on the dropdown for renew and select “Rene W/ Due Date” then select the date for the return.
  • You will be prompted to override the due date.
• You can renew items in bulk by clicking on the each item or click the box about the list to select all the items.
• Whether the renew date has been generated by the system or a custom date a renew count will display on the right side of the item.
  • Patrons are allowed a limited number of renewals.
  • If the system alerts you to the limit has been reached you will need to inform the patron that you cannot renew the item without approval from your supervisor.
• Some items (Reserve items for example) cannot be renewed, an alert will appear by the item in the list with a message explaining why the item cannot be renewed.

When checking Reserves out to a patron, students must:

• Scan the item's barcode.
• Inform the Patron that the sleeve is required to remain on the material.
• Double check the time out requirements and ensure the patron’s account reflects the time set.
• Desensitize if allowed to leave the building, or ensure it remains sensitized if it is to remain in the library.

ALL BOUND JOURNAL CHECKOUTS MUST BE APPROVED BY A LIBRARIAN.

Although it is a rare occurrence, we do have patrons who check out the bound journals. It is important to note; all bound journals are only allowed to be checked out for one day.  Ideally, you should direct the patron to the KIC scanner. This will allow them to scan and email a PDF of the article they need. The procedure for checking out bound journals is as follows.

1.  Contact the librarian at the Reference Desk. If there is no librarian at the desk, the patron cannot check the item out.
2. Locate the patron as normal in the system.
3.  Locate the journal title in the rolodex.
4. Scan the barcode for the journal.
5. Adjust the due date for the next day.

Bound journals contain more than one article in them, so it is imperative the material is returned. We need to ensure the material is checked out properly. If you are checking out a bound journal you need to make sure all the steps are followed. If not, we cannot properly track who has the material.

For in-house check in, use the rolodex to locate the journal barcode and perform in-house as normal.

You can locate items through WMS much like you can through the library’s main page. Searching in WMS can be used for a more specific search than through OneSearch. There are some specific search parameters in WMS.

• Data Type :
  • Bibliographic Records: This is determined by Cataloging record of the item.
  • Local Holding Records: This is determined by the location, and lending policies of the Golden Library
  • Temporary Items: This is determined by the shelving location (i.e. Reserves), these items do not appear in the library catalog.
• Searching by Scope:
  • Local Holding (Items in Golden Library Collection)
  • All WorldCat (All Libraries that may have the item).
• You can search for items by:
  • Keyword
  • Title
  • ISBN
  • ISSN
  • OCLC Number

Take some time and search for different books that may interest you. If you are struggling review the items search training.

There are time that you may need to change an items barcode, location. These are the steps needed to edit an item in WMS.   

• Under the “Discover Item” tab scan the item’s barcode or search for the item
• Click on the title you are going to edit.
• If you are not taken to the “Copies” page, click copies at the upper right of the screen.
• Click “View/Edit” at the right.
• Make sure that “Details” not “Statistics” is selected in the upper right.
• Clicking on “Edit Item” will allow you to make changes to the item, click save when you are done.
•  DO NOT EDIT OR CHANGE THE MARC 21 RECORDS!

If you try to check out an item to the patron and it is not in the system DO NOT make a temporary record. Instead collect the patron's information (name ID number, etc) and inform them we will call them to check out the item after it has been added to the system.