Check In and Check Out Procedures

The check-in and check-out functions are the heart of ILL circulation. When patrons come to pick up their requested materials or return them, you'll use these essential tools to keep everything flowing smoothly. The Staff Web Client makes these processes straightforward and mobile-friendly, so you can work efficiently whether you're at a traditional circulation desk or using a tablet at a service point.

Understanding the Circulation Interface

When you navigate to the Circulation module, you'll see a clean, intuitive interface designed for quick processing. The screen is divided into two main areas: the action inputs on the left where you'll scan or enter transaction numbers, and the circulation log on the right that shows you a real-time record of everything you've processed.

The circulation interface showing all available actions and the transaction log

At the top of the page, you'll notice an important message: notes you add will be attached to all processed transactions. This is particularly useful when you're handling multiple items with the same special circumstances, like materials arriving from a specific location or items that need special handling instructions.

The Check Out Process

Getting Started with Check Out

When a patron arrives to pick up their ILL materials, the check-out process begins with verification. You'll want to confirm their identity first – this might be through their library card, student ID, or simply recognizing a regular patron. Once you know who you're serving, you're ready to process their materials.

The Check Out field is where you'll enter or scan the transaction number. If you're using a barcode scanner, it should automatically focus on this field when you're ready. For those using tablets or mobile devices, simply tap the Check Out field to bring up the on-screen keyboard or activate your device's camera for scanning.

Processing the Check Out

Here's where the system really shines. Once you scan or type the transaction number and press Enter, the system automatically:

1. Verifies that the item is ready for pickup (it should be in "Awaiting Customer Contact" or "Customer Notified" status)
2. Checks that the patron isn't blocked from borrowing
3. Updates the transaction status to "Checked Out to Customer"
4. Records the transaction in your circulation log with a success message

If something isn't quite right – maybe the patron has a block on their account – the system will alert you immediately. For libraries that have enabled override permissions, you'll see an option to override certain blocks if you determine it's appropriate to do so.

Special Considerations for Articles

Article requests work a bit differently than loans. When you check out an article, the system recognizes that this is the end of the transaction journey. Instead of moving to "Checked Out to Customer," articles will be marked as "Article Picked Up" and then automatically progress to "Request Finished." This reflects the reality that patrons typically take articles with them permanently, unlike loans that need to be returned.

Making the Most of Keyboard Shortcuts

If you're working at a desktop station, pressing F2 will immediately focus the Check Out field. This small efficiency can really add up over a busy shift. The system is designed to minimize the number of clicks and keystrokes needed for each transaction.

The Check In Process

Receiving Returns from Patrons

The check-in process is just as streamlined as check-out. When a patron returns an ILL item, you'll use the Check In field to process the return. The beauty of this system is its intelligence – it knows exactly what to do based on the item's current status.

Start by physically receiving the item from the patron. This is a good moment to do a quick visual inspection. While you don't need to examine every page, a glance at the overall condition helps protect your library from damage claims when you return items to lending libraries. If you notice any issues, you can add a note that will be attached to the transaction record.

How Check In Works Behind the Scenes

When you scan an item for check-in, the system performs several important tasks:

• If the item is checked out to a patron, it clears that patron's record
• The transaction moves to "Awaiting Return Label Printing" so you can ship it back
• If the patron had an overdue block and this was their last overdue item, the system automatically clears the block
• For recalled items or those marked "In Transit from Customer," the system handles the appropriate status updates

This intelligent routing means you don't have to remember different procedures for different scenarios – just scan and go.

The Power of the F3 Key

Similar to check-out, pressing F3 on a desktop keyboard immediately focuses the Check In field. This becomes second nature after a while and helps maintain a smooth workflow during busy periods.

Beyond Basic Circulation

Renewing Items

The Renew function handles patron requests for extended loan periods. When you scan a transaction number in the Renew field, the system first checks whether renewals are allowed for this item and whether the patron is within the valid renewal window (configured by your library's policies).

If automatic renewals are enabled at your library, the system will grant a temporary due date extension immediately, then route the request for staff review. If not, it simply creates a renewal request for ILL staff to process with the lending library.

Managing Items in Transit

Sometimes you need to update the status of items that are moving between locations. The "Mark In Transit Received" function is perfect for when materials arrive at a pickup location from your main ILL office. Similarly, "Mark In Transit Returned" helps track items that patrons have returned at a branch location but haven't yet made it back to your ILL department.

These functions are especially valuable for multi-branch systems where materials might take a day or two to move between locations. They help you maintain accurate status information and keep patrons informed about their requests.

Working with the Circulation Log

The right side of your screen shows the Circulation Log, which is your real-time record of all transactions processed during your session. Each entry shows:

• The transaction number (which links directly to the full request details)
• The action performed (Check In, Check Out, Renew, etc.)
• The result (Success, Error, or Warning messages)

This log is particularly helpful when you need to verify that you've processed an item or when troubleshooting issues. The Clear button lets you start fresh when needed, though the system maintains a permanent record of all circulation activities in the transaction history.

Mobile and Tablet Optimization

The Staff Web Client really shines when used on mobile devices. The interface automatically adjusts to your screen size, making buttons larger and easier to tap on touchscreens. Camera scanning works remarkably well on modern tablets and phones – just ensure you have good lighting and hold the device steady.

For the best mobile experience, consider:

• Using a tablet stand at your circulation desk for comfortable viewing angles
• Ensuring your device is plugged in during busy shifts
• Locking screen rotation to prevent accidental orientation changes
• Closing other apps to maximize performance

Tips for Smooth Operations

After working with this system for a while, you'll develop your own rhythm. Here are some practices that many libraries find helpful:

When it's busy, get into a flow: greet the patron, verify their identity, scan items quickly, and confirm any special conditions verbally. The system is fast enough that it won't slow you down.

For quieter times, take advantage of the notes feature to document any unusual circumstances. These notes become part of the permanent record and can be invaluable when questions arise later.

Remember that every action in the circulation module updates immediately. There's no need to save or confirm – once you see the success message in the log, the transaction is complete.

Handling Special Situations

Blocked Patrons

When a patron has a block on their account, the system will alert you during check-out or renewal attempts. The message will explain the type of block (usually "B" for general blocks or "BO" for overdue blocks).

If your library has enabled override permissions for circulation staff, you'll see an Override button. Use this judiciously – it's there for situations where you've verified that it's appropriate to allow the transaction despite the block.

Wrong Transaction Number

If you accidentally scan the wrong item or enter an incorrect transaction number, the system will let you know immediately. Common messages include:

• "Transaction not found" – the number doesn't exist in the system
• "Transaction is not available for this operation" – the item isn't in the right status for what you're trying to do
• "Transaction does not belong to [your library]" – on shared systems, you might have scanned an item from another library

Simply acknowledge the error and scan the correct item.

Multiple Items for One Patron

While the system processes items one at a time, it's quite efficient for patrons with multiple pickups. Just keep scanning each transaction number in succession. The circulation log shows you everything you've processed, making it easy to confirm you've handled all of a patron's materials.

Making the Most of the System

The circulation module in the Staff Web Client represents a significant advancement in ILL workflow management. By understanding its features and developing efficient habits, you can provide faster, more accurate service to your patrons while maintaining the detailed records that ILL departments need.

Whether you're checking out a single article to a faculty member or processing a stack of returns at the end of the day, the system adapts to your needs. The combination of intelligent automation, flexible input methods, and comprehensive logging makes it a powerful tool for modern ILL operations.

Remember, the goal is always smooth, accurate service that gets materials into patrons' hands quickly while maintaining the tracking and documentation that makes ILL work. This system helps you achieve that goal with minimal effort and maximum reliability.

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