ALMA – Paddock Music Library Circulation Desk – Instructions of Use.
ALMA is the new library inventory system being used at Dartmouth Libraries.
It is a web based application, and when opening either Chrome, or FireFox browser windows on the circulation desk computer, is set as the default home page.
ALMA will log out after 1 hour of non-use.
Once logged on, the ALMA Desktop displays. The primary functions used at the circulation desk are the “Fulfillment” drop down and the “Tasks” requests.
ALMA Fulfillment Drop Down
Three basic functions are used at the circulation desk from the Fulfillment menu option.
- Manage Patron Services (Check Out)
- Return Items (Check In)
- Scan In Items (all other item workflow processing)
- Manage Patron Services
The Patron Identification screen is used to either scan in the patron’s barcode or enter their name. Just insure when scanning that the Entry Field is “Active” before scanning.
If the patrons bar code doesn’t work or if a patron doesn’t have their card, you can look up a patron name, by typing in the beginning of their last name and select from the list.
Once a patron is entered, then you’ll see the Patron Services window. With this window open, then scan in the item bar codes, and wait until each item is processed.
Each item scanned in, will display with the following information.
You can also use this screen to answer “Returns” and “Requests” questions by selecting the associated Tabs.
Once you have finished all patron processing, close the patron session by selecting “Done”.
- Return Items
Use the Fulfillment “Return Items” selection for all items returned by patrons.
This is the Manage Item Returns window. Scan in the bar code.
Each item scanned will list the results of the scan, and specify the “Next Step” for the item.
Follow the steps noted for each item to determine if the item is re-shelved, sent to another library or placed on the hold shelf.
Once you are done close the returns session by selecting “Exit”.
- Scan In Items
Scan In Items is used for the following processing of items.
- Items received from Library Couriers (other libraries)
- In house use
- Checks to see if item is missing or status of item
- Item Requests from the “Tasks” home page option
For normal processing, simply use the Scan In Items screen without the “Register in-house use” checkbox “unchecked”
Make sure that the cursor is active on the Scan Item barcode before scanning the items.
The results of your barcode scanning will create a list of the items.
For each item scanned, read the “Destination” column, to determine the next steps for the item. Items that need to be reshelved will look like this.
Items which need to belong on the Hold Shelf will display “On Hold Shelf”.
If the item belongs at another Library, the Library name will be displayed. For other libraries, put one of the Paddock Destination Cards in the book and place it in the courier bin.
Once you are done scanning in items, “Exit” this scan in Session.
Scan In Items – In House Use.
For items collected from internal In House use, use the Scan In Items screen with the “Register in-house use” check box checked. Once you finish scanning all items in, then turn the box off before exiting.
Requests Tasks
A new workflow for the circulation desk is the “Tasks” widget box which displays on the ALMA Homepage.
When selected, the dropdown will display Request “Tasks”.
Click on the tasks, and a list will display with all items which need to be pulled from the stacks.
Currently, you will need to write down the call number listed, and then pull this item from the Stacks. Once you pull the item, select “Scan in items” from the Fulfillment drop down.
Once scanned, the resulting list will display the next steps for processing the item in the Destination column. Process the item, and continue to process any remaining items.
Once all items from the “Tasks” widget are processed, this should clear the “Tasks” widget.