StaffGuide: Sierra

System status, news, and tips and tricks

Loan Rules and Loan Rule Determiner

This is our experimental effort to document the relationship between loan rules and and the loan rule determiner outside of the Sierra system. 

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Sierra Offline Circulation

Sierra Offline Circ icon

When the Sierra system is offline, you will still be able to

  • Check out items
  • Check in items
  • Renew items
  • Print date due slips
  • Register patron information (In order to create new patron records later)

The Circulation Supervisor in Mullins Library will usually make the determination that offline circ should be used.  If in doubt, call the Mullins Circulation Desk at 575-4104. 

Notices

The daily notices procedure can be found at

\\muln-vfs1\Circulation\Circulation notices\

Bursar In / Out

The Bursar in / out instructions can be found at

\\muln-vfs1\Circulation\Tapeloads\Bursar tapeloads\

The local FTP server used in this process is found at 130.184.64.21.

The login and password can be found here (login required) .

The drive mapping for this server is \\woodhouse\Bursar

Patron Notes and Messages

Standardized Patron Messages and Notes

Patron notes are to be entered only by supervisor.

Note Fields for affiliated patrons (type 8) to indicate affiliation (some examples):

  • HOURLY STAFF
  • SPRING INTERNATIONAL
  • VETERANS UPWARD BOUND
  • VISITING SCHOLAR
  • GENESIS
  • SPONSORED STUDENT PROGRAMS
  • ATTRA

FACULTY PATRON TYPES (7):

  • BOARD OF TRUSTEES                                                            
  • VISITING FACULTY
  • EMERITUS (w/STATUS - e.g. PROFESSOR EMERITUS)                      
  • COOP EXTENSION
  • HEALTH CENTER PHYSICIAN/CLINICIAN

Miscellaneous notes:

  • APPLICATION PENDING (W/REASON: FINES, REFS)
  • UPON TERMINATION REMOVE FACULTY AUTHORIZATION
  • FACULTY PER LLL / NC PER LLL / NC PER CHA
  • COURTESY PRIVILEGES                                  
  • FORMER NAME (or: FORMERLY)

System generated:

  • Claims Returned notes:  Mon Feb 06 1995: Claimed returned .i1381366 on unknown date
  • FERPA (from tape load)

P-Messages:

These messages prompt for staff action - message should be verified, patron record fixed and the code removed (default = A-A).

  • a VERIFY ADDRESS      Address is incorrect - mail has been returned
  • d DUPL RECORD         Patron has two patron records (obsolete now with patron merge)
  • i ILL ALERT                  Check for other messages - send patron to Interlibrary Loan
  • z VERIFY EMAIL           Email has bounced - verify email address and correct or remove code
  • f ON THE FLY               Record was created on-the-fly and needs to be updated and verified (see supervisor)
  • t  CHK PATRON TYP    Verify if patron is faculty, staff or student B fix and remove code

Blocks:

  • t  TERMINATED EMP             
    • Currently used for employees who have terminated employment
    • Also used for deceased (generally w/note or address change)
  • s  SEE SUPERVISOR                
    • Problems related to patron's record, invoicing, etc. B see other messages
  • i   ILL BILLED                          
    • Billed with Interlibrary Loan - record blocked until cleared by ILL

PCODE2:        

(protected field previously used for patron type clarification – honors, etc.)

Currently being used exclusively for laptop registration                  

  • l           LAPTOP

Standardized procedure for incomplete, missing, expired or incorrect addresses:

When an address field is determined to be incorrect or insufficient, the p-message field should be updated with the “verify address” prompt (a).  In addition, the incorrect address field(s) should be deleted and replaced with a notation.  "VERIFY ADDRESS" in a message or note field is not recommended.  The p-message serves this purpose.  Example: overdue notice to address one is returned:  Update patron record by putting an "a" in the p-message field.  Then, in the address one field indicate :"NEED CORRECT ADDRESS".  This could be done for either address field.  If necessary a more specific notation could be included in the address field or in the note field.  Some possible examples:

  • MAIL REFUSED                                   
  • NEED CAMPUS ADDRESS       
  • NO MAIL RECEPTACLE                       
  • NEED BOX NUMBER (or Apt #)
  • NEED APT #$2000 LEVERETT$FAYETTEVILLE AR  72701

When the staff member verifies an address as being correct, the verify address prompt should be removed. If an address change form is submitted, the code will be removed when the address is updated.  Patron should also be reminded that their address should also be verified in ISIS.

Other patron messages include information about a patron's circulation status. 

Examples:

  • UNABLE TO VERIFY REGISTRATION               
  • NEEDS TO PAY FOR PRIVILEGES
  • COMPLETE AFFILIATE APPLICATION             
  • DO NOT WAIVE FINES
  • DO NOT WAIVE RESERVE FINES                    
  • USE OF GROUP STUDY ROOMS PROHIBITED
  • DO NOT OVERRIDE TO RENEW
  • MUST PAY FINE; REMOVE MESSAGE WHEN PAID*

*  (This is generally an affiliate renewal who did not pay outstanding fines when the application was accepted.)

These messages are to be used only by the Circulation Desk supervisor since they generally relate to patron applications as they are processed, or limit patron access (i.e. group study rooms).   Many of the non-standardized notes relate to the patron's status, such as: "FACULTY TAKING GRAD CLASSES", "ALSO FULL TIME STAFF", etc. 

Most information about invoicing, claims, etc., should generally be included in a note field, unless specific verification is needed or prompting for action on the part of the staff member.

 

 

CURRITEM A-D

Patron records have fields for CURRITEMA - CURRITEMD.  Each of these 4 "Item types & locs for category A-D" allows us to limit the number of checkouts to a specific material type and location. 

When a patron checks out an item whose type or location appears in one of the category lists, the system determines whether the patron has exceeded the limit of checkouts allowed for that category. The maximum number of checkouts available can be set for each patron type, in each of the four categories, using the Patron Blocks table.

For example, the rule for CURRITEMB limits all users / patron types to no more than 1 reserve item at a time. 

Following are the current rules for these fields:

Item types & locs for category A

Not currently in use

Item types & locs for category B

ITEM TYPES: 255 (any item type)
 OR
LOCATIONS: fars1,fars2,fars3,fars4,res,res1,res2,res3,res4,res5

Item types & locs for category C

Not currently in use

Item types & locs for category D

ITEM TYPES: 255 (any item type)
 OR
LOCATIONS: equip,compu,compl