Using Library Insights Procedure

At this time the Library Insights Program is NOT connected to the SAILS database at all. Therefore all patrons reserving passes will have to be registered by staff just one time into Library Insight. Patrons must have a library card, be in good standing, and be from the Bridgewater subregion to borrow passes. You will use their SAILS library card barcode and their SAILS pin number to register them. The lasers will read the barcodes into the LIP record.

AND-really the only negative I can find so far-you cannot keep the program open in the tray. After you are certain you are done with the program you must close it down, i.e. log out. Supposedly you only need to log in once a day-but that is not the case right now.

Procedure

• 1. When patrons come in to reserve a pass, continue as you did before: Check them against SAILS for blocks and verify their addresses.
• 2. Next open Library Insight, go to the museum listing and follow along to book your patron. Because your patron at this point is not registered, when you put in their barcode, the system will tell you it is invalid. Click on the “Click here” blue message to register your patron. ‘’Try to get an e-mail address since they will be automatically__’’ e-mailed that they have reserved a pass. They will also get e-mailed 3 days prior to the use day of pass and if they are overdue.
• 3. On the LIP patron record-__PUT THE BARCODE IN LAST!!! Just like the workflows cataloging record, if you put the barcode in as you go along, it will close you out of the record, give you an invalid note, and make you start over again. So, skip over the Barcode line, do the PIN number and PIN verification, and then go back and do the Barcode.
• 4. You will know if you have successfully registered your patron. There are blue dots for you to put on their library cards so we will know that they are registered into LIP. __You do not have to make a note on their SAILS record that they have registered for LIP__

Then continue on. The system will drop you into the picture list of museums. You can find the museum the patron wants by scrolling down the screen or you can click on the tab along the top of the program that says “BY MUSEUM”

• 5. It’s pretty easy after this-just follow along and a pass will be reserved for your patron.
• 6. The screen that tells you the patron has a pass reserved has only a “Check pass out” button which you do not want to use unless you really are going to check that pass out right now. If not, just click on the “By Museum” tap to take you out of that screen.

Checking Out a Pass

We no longer check passes out through SAILS and therefore no longer check in passes through SAILS. You will check out and check in passes only through Library Insight. You will continue however, to have patrons sigh the two-part form and file our copy into the museum’s folder like you do now. Checking out to a patron is very simple, just click on the “check out” tab and follow directions.

Checking In a Pass

Click on the tab that says “”Check in” and follow directions. File pass into folder.

Overdue Passes

After you have checked in all the passes returned that morning-under the pass activity tab-click on “Overdue Passes” to get a list of passes now overdue. If there are no passes overdue-a message will say that and you’re done. If there are passes listed as overdue, print out the list and double check it against the museum borrowing form that the patron signed-anything contrary to the standard due date will be on that form and maybe you can ignore the overdue. If the pass really is overdue-let Debbie, Helen, or Amy know so they can contact the patron and check out the pass to the patron’s SAILS record to block and/or fine the patron if that is necessary. All the patron and pass information you need to call that patron and update their sails record will be on the overdue report. If you can’t print out the report, let Circ people know verbally that there are overdues.

If Helen, Debbie or Amy are not here-handle the procedure yourself please. We need to get the pass back for the next patron as soon as possible.

Coupon Passes

Coupon passes are never due back but in this system-you need to check them out so I can get the statistics to report to the Friends and the Board of Library Commissioners. The barcode for these passes is located on the upper right hand corner of each individual museum pass COUPON folder. The same barcode can be used for all coupons connected to that museum. You will not check in coupon passes, nor will they appear as overdue passes.

And that is it. It really is very nice and easy.

What you will still be doing

• 1. Continue to verify patron’s residency, address, and borrowing status through SAILS.
• 2. Use patron’s barcode (and last four digits of phone as pin) in order to place a reservation.
• 3. Allow only one pass to be used per day
• 4. Allow only two reservations per museum per month.
• 5. Have patron sign the two part pass borrowing form, keeping one part in the museum’s folder
• 6. Re-file museum passes once returned, removing the signed pass borrowing form to the back of the files.

What you will be doing new

• 1. You will be using only Library Insight as the reservation and circulation system for museum passes.
• 2. Coupon passes must be checked out.
• 3. Overdue report must be pulled and verified against signed museum borrowing form before being passed on to CIRC staff or you to call patron and mark SAILS record.
• 4. Patron’s SAILS records altered AFTER museum passes become overdue.
• 5. Children’s Room personnel can also resister LIP users and reserve passes. But when it comes time for checking out, the patron must do that upstairs.