Polaris Basics 1 - TownLife
Polaris Basics 1 The Find Tool, Circulation, and Reports and Notices
Today’s Agenda
Logging into Polaris Introduction to the basic parts of Polaris Creating a new patron record How to use the find tool Item and bibliographic find tool Patron record find tool Patron Status
Circulation: check in /check out Reports and Notices basic tour
Logging into Polaris
Prerequisites: 1. The workstation you are on must be registered in Polaris 2. You must have a Polaris username and password Steps: 1. Click on “Polaris ILS 4.1” icon 2. Enter your credentials
Enter Your Credentials
Name = your library code, first initial, last name Password = when you first start, Northern Lights will give you your password
aepnljsmith
Click Okay
10 Components of Polaris
1.
File – allows you to create New tasks, Logoff, and Exit
New tasks include: Creating a new patron record Creating a new item record
10 Components of Polaris
2. Acquisitions – Allows you to place orders of books through Selection List
10 Components of Polaris
3. Serials – NLLS does not use this section
10 Components of Polaris
4. Cataloging – Search for item records, bibliographic records, or create record sets of items within your collection
10 Components of Polaris
5. Patron Services – Search for patrons records or create record sets of patrons within your library
10 Components of Polaris
6. Circulation – This is where you would check in and check out books, check patron status, manage holds requests
10 Components of Polaris
7. Administration – This is only used by the system administrators
10 Components of Polaris
8. Utilities – This is where you would access reporting services for your library
10 Components of Polaris
9. Window – This is where you would set your view within Polaris as well as manage your open windows
10 Components of Polaris
10. Help – This is where you can search Polaris documentation for help in completing tasks
Registering a Patron:
On the Polaris Shortcut Bar, click on “New.” Select “Patron Record” from list.
Mandatory Information is Marked in Bold Ensure patron code is correct
Ensure expiration date is correct
Address and Phone Ensure address check is filled in Specify which address you would like as default
Enter an email address in the Email address field
The address is also mandatory, but you must click on “Add…”, add multiple by clicking again. (“Edit…” when there is one already)
Ensure there is a phone number
Adding addresses:
Enter a postal code. This autopopulates City and Province
Enter the street address
Click OK to Save
General Tab:
Where They Live is a required field; choose from the dropdown menu the municipality in which the patron resides, typically to whom the patron pays taxes.
Enter Gender
For Statistical class, use the dropdown to select an age group. Use the last four digits of their telephone # as their password. Enter the birth date, unless using Statistical class.
Do NOT check off ANY of these. Select if the patron chooses to maintain a list.
Local Library Statistics are populated with date each library wishes to track. These sections will be tuned into dropdowns by NLLS. This needs to be decided at the board level and NLLS needs to be alerted as to your choices.
Status Tab: Don’t forget to hit Save!
This window provides information about the patron, including blocks and money owed.
Patron Registration For more information on patron registration visit:
http://www.nlls.ab.ca/document/show/8531
How to use the find tool
The find tool can be utilized to find information from many different locations in Polaris. Most commonly used are the: Item and Bibliographic Record find tool Patron Record and Status find tool Holds Request find tool
How to use the find tool Basic components of the find tool:
Object: This is the type of item you are searching for. This can be item record, bibliographic record, patron record, holds request and many other things
How to use the find tool
Search By: This is specifically how you are searching for your item. If you choose to search by barcode then in the “For” field you will need to enter a barcode number.
How to use the find tool
Type: Implicit or Explicit Exact match (implicitly truncated) - Displays all the records beginning with the letters or numbers in the For box. No asterisk is needed after the term in this type of search. Exact match (implicitly truncated) - Displays all the records with the letters or numbers in the For box. No asterisk is needed in this type of search.
How to use the find tool
Sort by: If you would like to view your results in a specific order you can select a sorting option here.
How to use the find tool
For: This is where you enter the data that you are wanting to search for, i.e. barcode number, title, patron’s name, etc.
How to use the find tool
Limit by: To refine your search you may select a limit by option. This could be for only books within your branch, or by a specific author, for example.
How to use the find tool
Let’s try it! A patron walks in and would like you to add an email address in for them and change their notification option to email. A patron walks in and wants to know if your library has a book by Jodi Picoult entitled “House Rules”
Basic Circulation: Checking out a book to a patron 1. Go to circulation Check out 2. Enter the patron information by:
Scanning the patron’s barcode Entering in the patron’s barcode by hand Clicking the “find” button and searching for the patron in the find tool
Basic Circulation: Checking out a book to a patron 3.
4.
Look for any blocking notes that may pop up. These may include: o Library assigned blocks Address check, do not return items in drop box, Ill held, registration expired, or unpaid bill o Free text blocks Anything that you wish to add Enter the item information by: o Scanning the item’s barcode o Entering in the item’s barcode by hand o Clicking the “find” button and searching for the item in the find tool
Basic Circulation: Checking out a book to a patron
Note: You can change the loan period in special circumstances by clicking on “Special…” and choosing another date
Basic Circulation: Checking in a Book
1. Go to Circulation Check in 2. Enter the item information by: o
o o
Scanning the item’s barcode Entering in the item’s barcode by hand Clicking the “find” button and searching for the item in the find tool
Basic Circulation: Checking in a Book
3. Follow the instruction for where the item is to go If the item simply goes to checked in then it can go back on your shelves If the item has a note pop up stating “ in transit to…” then tag this item with a note to where it is going, and set aside for your next van run
Reports and Notices at a Glance
Reports and Notices
Most often ran reports include: Hold requests to fill Held call list Overdue call list Utilities Reports and Notices Custom
Common Reports Used
And that’s it for Polaris Basics 1 The Find Tool, Circulation, and Reports and Notices Please join us for Polaris Basics 2: Advanced Searching, Record Sets, and Holds Management
Today’s Agenda
Logging into Polaris Introduction to the basic parts of Polaris Creating a new patron record How to use the find tool Item and bibliographic find tool Patron record find tool Patron Status
Circulation: check in /check out Reports and Notices basic tour
Logging into Polaris
Prerequisites: 1. The workstation you are on must be registered in Polaris 2. You must have a Polaris username and password Steps: 1. Click on “Polaris ILS 4.1” icon 2. Enter your credentials
Enter Your Credentials
Name = your library code, first initial, last name Password = when you first start, Northern Lights will give you your password
aepnljsmith
Click Okay
10 Components of Polaris
1.
File – allows you to create New tasks, Logoff, and Exit
New tasks include: Creating a new patron record Creating a new item record
10 Components of Polaris
2. Acquisitions – Allows you to place orders of books through Selection List
10 Components of Polaris
3. Serials – NLLS does not use this section
10 Components of Polaris
4. Cataloging – Search for item records, bibliographic records, or create record sets of items within your collection
10 Components of Polaris
5. Patron Services – Search for patrons records or create record sets of patrons within your library
10 Components of Polaris
6. Circulation – This is where you would check in and check out books, check patron status, manage holds requests
10 Components of Polaris
7. Administration – This is only used by the system administrators
10 Components of Polaris
8. Utilities – This is where you would access reporting services for your library
10 Components of Polaris
9. Window – This is where you would set your view within Polaris as well as manage your open windows
10 Components of Polaris
10. Help – This is where you can search Polaris documentation for help in completing tasks
Registering a Patron:
On the Polaris Shortcut Bar, click on “New.” Select “Patron Record” from list.
Mandatory Information is Marked in Bold Ensure patron code is correct
Ensure expiration date is correct
Address and Phone Ensure address check is filled in Specify which address you would like as default
Enter an email address in the Email address field
The address is also mandatory, but you must click on “Add…”, add multiple by clicking again. (“Edit…” when there is one already)
Ensure there is a phone number
Adding addresses:
Enter a postal code. This autopopulates City and Province
Enter the street address
Click OK to Save
General Tab:
Where They Live is a required field; choose from the dropdown menu the municipality in which the patron resides, typically to whom the patron pays taxes.
Enter Gender
For Statistical class, use the dropdown to select an age group. Use the last four digits of their telephone # as their password. Enter the birth date, unless using Statistical class.
Do NOT check off ANY of these. Select if the patron chooses to maintain a list.
Local Library Statistics are populated with date each library wishes to track. These sections will be tuned into dropdowns by NLLS. This needs to be decided at the board level and NLLS needs to be alerted as to your choices.
Status Tab: Don’t forget to hit Save!
This window provides information about the patron, including blocks and money owed.
Patron Registration For more information on patron registration visit:
http://www.nlls.ab.ca/document/show/8531
How to use the find tool
The find tool can be utilized to find information from many different locations in Polaris. Most commonly used are the: Item and Bibliographic Record find tool Patron Record and Status find tool Holds Request find tool
How to use the find tool Basic components of the find tool:
Object: This is the type of item you are searching for. This can be item record, bibliographic record, patron record, holds request and many other things
How to use the find tool
Search By: This is specifically how you are searching for your item. If you choose to search by barcode then in the “For” field you will need to enter a barcode number.
How to use the find tool
Type: Implicit or Explicit Exact match (implicitly truncated) - Displays all the records beginning with the letters or numbers in the For box. No asterisk is needed after the term in this type of search. Exact match (implicitly truncated) - Displays all the records with the letters or numbers in the For box. No asterisk is needed in this type of search.
How to use the find tool
Sort by: If you would like to view your results in a specific order you can select a sorting option here.
How to use the find tool
For: This is where you enter the data that you are wanting to search for, i.e. barcode number, title, patron’s name, etc.
How to use the find tool
Limit by: To refine your search you may select a limit by option. This could be for only books within your branch, or by a specific author, for example.
How to use the find tool
Let’s try it! A patron walks in and would like you to add an email address in for them and change their notification option to email. A patron walks in and wants to know if your library has a book by Jodi Picoult entitled “House Rules”
Basic Circulation: Checking out a book to a patron 1. Go to circulation Check out 2. Enter the patron information by:
Scanning the patron’s barcode Entering in the patron’s barcode by hand Clicking the “find” button and searching for the patron in the find tool
Basic Circulation: Checking out a book to a patron 3.
4.
Look for any blocking notes that may pop up. These may include: o Library assigned blocks Address check, do not return items in drop box, Ill held, registration expired, or unpaid bill o Free text blocks Anything that you wish to add Enter the item information by: o Scanning the item’s barcode o Entering in the item’s barcode by hand o Clicking the “find” button and searching for the item in the find tool
Basic Circulation: Checking out a book to a patron
Note: You can change the loan period in special circumstances by clicking on “Special…” and choosing another date
Basic Circulation: Checking in a Book
1. Go to Circulation Check in 2. Enter the item information by: o
o o
Scanning the item’s barcode Entering in the item’s barcode by hand Clicking the “find” button and searching for the item in the find tool
Basic Circulation: Checking in a Book
3. Follow the instruction for where the item is to go If the item simply goes to checked in then it can go back on your shelves If the item has a note pop up stating “ in transit to…” then tag this item with a note to where it is going, and set aside for your next van run
Reports and Notices at a Glance
Reports and Notices
Most often ran reports include: Hold requests to fill Held call list Overdue call list Utilities Reports and Notices Custom
Common Reports Used
And that’s it for Polaris Basics 1 The Find Tool, Circulation, and Reports and Notices Please join us for Polaris Basics 2: Advanced Searching, Record Sets, and Holds Management
