V. THE ADD/UPDATE OPTIONS Choosing Option 3: ADD/UPDATE OPTIONS from the Main Menu and entering the password takes you to one of the most frequently used menus, especially when you are just beginning to automate your library. 1.```Enter Patrons 2.```Enter Titles 3.```Update/Remove Patrons 4.```Update/Remove Titles 5.```Update/Remove Fines 6.```Remove A Reserve From A Patron 7.```Remove Patrons By Year 8.```Return To Main Menu Enter Option # Four of these options deal with entering and updating information about patrons and books. Three are for housekeeping tasks: removing paid fines, no-longer-needed reserves, and graduating classes. In adding or editing data, you will want to use these commands: <2/cm,72,0/sp,8>Apple IBM Deletes character to left of cursor <1/ql,,65/sp,2>Deletes characters as it moves to the left Backspace Key @Open Apple!``D` Deletes character under cursor @Del! @Open Apple!``I` Inserts and ends insertion @Ins! Left & right arrowsCursor Left & Cursor Right keys <1/ql,,55/nl>Move past characters without changing them @Esc!Moves back (or up) to a previous field@Esc! Signals end of input in a field@Enter! ENTER PATRONS Choosing Option 1: ENTER PATRONS will bring you to the patron entry screen. Whenever you choose to enter patrons on the hard disk system, the computer will first ask you if you would like to batch the data in from a floppy disk. If you reply "Yes", the program allows you to put a Patron Batch Disk into drive 1 and the data from the floppy will automatically be transferred, record by record, onto the hard disk drive. This means that patron information can be put on floppy disks at a computer different from the one at the circulation desk or downloaded from a central data base on disks and then "batched in" whenever you wish. The Demo/Tutorial, however, must go directly to the entry screen since batching data from a floppy to a floppy would make no sense. CIRCULATION PLUS** Enter Patrons ** Patron Name ____________, ______ Special Location _______ Street Address ____________ City, St. Zip _________, _ ______ Patron Card No. _______ Phone Number (__) __-___ Card Expiration___ School Year __ Patron Type _ Enter Barcode # _____ The field names in the patron entry screen are, for the most part, self-explanatory. The entry screen was designed with various types of libraries in mind. What appears here is the "full" patron screen. Later you will learn how to customize (and shorten) this entry screen by selecting the Main Menu's Option 5: SYSTEM SETUP OPTIONS. Some school librarians need only two pieces of information about their students to deliver notices: the student's name and his or her location (homeroom). From the Change System Options screen, you could "turn off" most of the other fields so that you would never see Street Address, etc. This reduces the number of fields and makes entering data faster since you do not have to constantly bring the cursor down through the unused fields. For now, though, it would be good experience to enter information in all the fields. Patron fields that can be "turned off" are labeled optional in the field-by-field explanations that follow. Certain fields on this screen contain what are called "default values". This means that if you press @Return! when the cursor is in that field, a predetermined number or word will appear on the screen. For example, it can be assumed that most of your patrons or students will have the same telephone area code as your library and that it would be very inefficient to have to type it in each time. Just pressing @Return! in that field would put your area code there. On this Demo/Tutorial disk the telephone area code that will automatically appear is (815), the area code for The Follett Software Company's phone number. When you purchase , one of the first things you will do is set all the default values for your library and its location. First you type the patron's barcode number or read it from the barcode with the barcode scanner. Then you proceed to enter all or some of the following fields. Patron Name` (20 characters, 10 characters) The entry screen gives you 20 characters for the last name and 10 for the first name. Each field requires that you press @Return! after entering the data. If you make a mistake and you are still on the line, backspacing can correct the error. If you are past the line before you realize you've made an error, pressing @Esc! will take you back up through the fields, reversing the direction. You will also have a chance at the bottom of the entry screen to go back up through the various fields to make individual corrections. Special Location` (optional field, 15 characters) All School Printouts offer the option of being sorted by the Special Location field, and Mailing Notices can be addressed to the patron's Special Location instead of the home address if the librarian chooses. In schools this will be a homeroom, a particular class, or even a teacher's name. If you have homerooms, a simple room number will suffice; for example: B13, Band, or 24. You may also use a teacher's last name. In elementary schools where a student is with one teacher all day, the name itself would be enough. High school and junior high libraries frequently distribute their notices through a particular department; for example, all the English teachers. If you use a teacher's name at this level, you may wish to indicate what period the student is in that class. This may be done by following the name with a slash (/) and then the period. Marlowe/5``````Ward/1``````Ward/4 One of the features of this program is the ability to print a list of all of Ward's students who have overdue books no matter what period Ward has them. If you use a slash (/), the computer will ignore the period and put all Ward's students on a single list. If you do not use the slash, the computer will think that Ward1 is a different person from Ward2. In academic or special libraries this location might be a department, a room number, or a building. Street Address` (optional field, 20 characters) Some schools and most public libraries will use the patron's full address. When Mailing Notices are requested, they will be printed to this address unless the librarian requests the Special Location as the address instead. A Street Address must be present on the patron record in order to print Mailing Notices to the home address. City` (optional field, 15 characters) This is the first default value. On this Demo/Tutorial if you enter nothing and press @Return!, the city of Crystal Lake will automatically be entered in this field. Crystal Lake is where The Follett Software Company is located. When you purchase , you will enter your library's city, state, and zip code so that they will automatically appear in these fields. State` (optional field, 2 characters) Use the standard two-letter abbreviation. If you enter nothing and press @Return! on the Demo/Tutorial disk, the abbreviation for Illinois will appear. Zip Code` (optional field, 10 digits) There are ten digits allotted in anticipation of future changes in the postal zip codes. At present most librarians will use only five. The library's zip code is the default value. Again, the FSC zip code appears on the Demo/Tutorial disk. Patron Card No.` (12 characters) This field allows librarians to identify their patrons with some secondary number, a number different from the barcode number. Some librarians may wish to use a student ID number or an already existing public library card number. The field is long enough to accommodate a social security number or a driver's license number in most states. The number may be alphanumeric. Putting a secondary number in this field is most useful in a public library. If, for example, a patron has forgotten his library card but can show you his driver's license, you can keyboard the number in when the cursor is in the patron field. Whenever a secondary number is typed in, however, you must precede the number by a slash (/). The slash is very important and must be used to tell the computer to accept this number in place of the barcode number. If you have no need for a secondary number, press @Return! and the patron's barcode number will automatically appear. Phone Number` (optional field; 3, 7 digits) The area code is a default. Pressing @Return! will automatically put the Follett area code there on the Demo/Tutorial. Enter the first three digits of the phone number and press @Return!. The cursor will jump over the dash. Then enter the last four digits and press @Return!. If you use this field, you can elect to print phone numbers on the list of all overdues and fines. Card Expiration` (optional field, 5 digits) This field will be used by public libraries. Here will be entered the month and year that the patron's library card will expire. The date should be entered in MM/YY format. May 1986 should be entered as 05/86. The field may be turned off or left empty. If you use this field, you will be able to print lists of patrons whose cards have expired and Mailing Notices to inform them of the expirations. School Year` (optional field, 2 digits) For schools this is an important field. Enter the graduating year of the student. For example, freshmen entering high school in the fall of 1985 will graduate in 1989. So an "89" would be entered as School Year for them. If you use this field, when seniors graduate the program will allow you to delete the whole class by graduation year. You will also be able to print Rolodex cards for just one year's students. And in School Printouts, you can opt to list the overdues and/or fines for one year's class. Type of Patron` (1 character) If nothing is entered in this field, the system will assume that the patron is a student or a "regular" patron. In other words, the letter "S" is the default value. If the letter entered is "f" or "F", the patron is identified as a faculty member. A person with this designation will be given the Faculty Due Date when checking items out if you have indicated on the Calendar screen that you wish to use a Faculty Due Date. Also, with this designation the person's name will never appear on any printed school list, which might prove embarrassing. All individual notices (overdues and bills) are, however, printed, and a list that includes only faculty members' overdues and fines is available. A zero (0) may also be entered in this field. It marks the borrower as a "Restricted Patron." No items can be checked out to this borrower until the '0' is changed to an 'F' or an 'S.' Once data has been entered in these fields the system asks whether the entry is correct. If corrections are to be made to the patron record they should be made now. Press `N` to go through the fields again making the necessary corrections. Use the left arrow to backspace and change the data. Note that the corrections start with the Patron Name field. When the record is correct press `Y` and the system will display: For Verification Enter The Patron Bar Code Again: Everything depends on the barcode number being entered correctly, so this is a double check to make sure that the proper barcode number has been assigned to the borrower record. Type the patron's barcode number again, looking at the list or cards that are the source of your information, at the screen. If the barcode number is not the same as the first number typed in to begin this record, an error message is generated and you are given an opportunity to move back through the entry. If the Bar Code # is typed correctly, the program will store and index the patron data and advance to another patron screen. The previous barcode number is shown in the top right part of the screen as a reminder of the last number used, just in case you're interrupted. It will disappear as soon as a new barcode is entered. If you used the barcode scanner to enter the number, you will not be asked to re-enter it a second time. The program will simply advance to another patron record. TUTORIAL #4 In this tutorial you will add two patrons to the system: Joseph Ward and yourself. 1.From the Main Menu, type a``3``to select Add/Update Options. 2.When asked for a password, press @Return!. The Add/Update programs are on the Demo.Print disk. This is on the back of the Demo.Program disk (or perhaps on another disk if you are working with copies of the Demo/Tutorial disks), so you will be asked to remove the Demo.Program disk, turn it over (or replace it with the Demo.Print disk), insert it in drive 1, and press @Return!. The Add Update Menu will appear. 3.Type a``1``to Enter Patrons. The patron entry screen will appear, and the cursor will be in the barcode field. 4.Enter the number` `and press @Return!. The cursor will immediately jump to the last name field. 5.Type the following information in each field. Remember to press @Return! after each field in order to move to the next one. Also you can press @Esc! if you wish to move back up to a field you have already entered. Patron Name:` ` @Return!` @Return! Special Location:` ` @Return! Street Address:``1286 Cape Cod Way` @Return! City, State, Zip: Just press @Return! in each of these fields. You will see how the default value is automatically entered. Patron Card No.: Press @Return! and the barcode number will be entered. Phone Number: Press @Return! and the area code "(815)" will be entered. For the telephone number, type` ` @Return!` ` @Return! . Card Expiration: Type``06/87` @Return!. School Year:` ` @Return!. Patron Type: Press @Return! and the patron will automatically be classified as a student. (If a public library uses this designation the patron will be treated as a "regular" patron.) CIRCULATION PLUS** Enter Patrons ** Bar Code # 51 Patron Name Ward_____, Joseph__ Special Location 102____ Street Address 1286 Cape Cod Way_ City, St. Zip Crystal Lake_, IL 60014__ Patron Card No. 51___ Phone Number (815) 943-1413 Card Expiration 6/87_ School Year 88 Patron Type S Student Is This Entry Correct (Y/N)? 6.Reply``Y``when asked whether the entry is correct. (If you made any errors, type an 'N' and move through the screen again and correct the errors.) 7.Type` `again when asked to verify the barcode number. Press @Return!. After the patron index is updated, a new patron entry screen will appear with the cursor in the Barcode # field. 8.Type` `for the next patron's barcode number. 9.On the new patron entry screen, type in the information about yourself. Try to enter something in each of the fields. 10.If you wish, add a few names of your friends or staff members. Use numbers starting with 53 (do not use a patron barcode higher than 128 on the Demo/Tutorial). 11.When you are finished entering records, press @Esc! while the cursor is in the Barcode # field. This will take you back to the Add Update Menu. ENTER TITLES Choosing Option 2: ENTER TITLES will bring you to the title entry screen. (As with patrons, the hard disk system will ask you first whether you are batching in titles from a floppy disk.) CIRCULATION PLUS** Enter Titles ** ISBN Number ______ Title ___________________ Call# Auth __________ Price ____ Circ Period _ Category 1 __ Category 2 __ Enter Barcode # _____ First you type the item's barcode number or read it from the barcode with the barcode scanner. The barcode number will be shown at the top right of the screen. Then you proceed to enter all or some of the following fields. ISBN Number` (optional field; 13 characters) Type the ISBN number, with or without hyphens. An ISBN number always has 10 digits. All characters should be numeric except for an occasional "X" as the last digit. Do not begin by typing the letters "ISBN" or "LCCN." The system will reject an ISBN number that does not comply with the standard ISBN formula. You will then be able to correct any typing error or to overrule the system's judgment and ask to have the number stored as typed. If you type the number without hyphens, the system will "magically" insert them correctly after you press @Return!. Earlier publications may not display the ISBN number. In that case type the Library of Congress Card Number. When entering the LCCN it necessary to type one hyphen. After @Return! has been pressed, the field name will be changed to read "LCCN Number." It is perfectly all right to use some ISBN numbers and some LCCN numbers. (45 characters) You may enter a title up to forty-five characters long. If you begin titles with "The", "A", or "An", the program will ignore them when it alphabetizes the titles. The title field is long enough to include the copy number. (Copy number is actually unnecessary. The barcode number is unique and can be used to distinguish between multiple copies of the same book.) Call Number Author` (20 characters) What you put in this field will have consequences in the statistical reports. The program will recognize any Dewey call number, including 92 and 921 for biographies. Dewey call numbers should be written with a space between the numerical and alphabetical parts; for example, 808.81 Janson. The space after the first part tells the computer where the number ends. The space is very important. If you do not put a space between the Dewey number and the author's surname, the computer will not be able to gather statistical reports by Dewey divisions. Books with call numbers that are not numeric may be tallied by using one of five designations. In the hard disk version, you will have a chance to enter your own Special Call # Abbreviations. In this Demo/Tutorial, these Special Call # Abbreviations are used: = Fiction = Reference = Story Collection = Biography = Nonprint If you are entering a fiction book, the author's last name should be preceded by the letters "Fic" and then a space. For example, a fictional book by Steinbeck would be entered "Fic Steinbeck". A reference book would be entered "Ref 973 Ames". Spaces are used to break up the three parts of the reference call number. The procedure is similar for the remaining three designations. It is not necessary that you use these abbreviations (or even that you set your own). But if you do not use some consistent designation for non-numeric call numbers, you will lose the ability to generate meaningful statistical reports about those books. All non-numeric call numbers that are not preceded by one of these five designations (or your five) will be placed in the statistical reports in a category called "other". Must I put "Fic" or "F" before the call number of a fiction book, even if in my library we do not designate fiction books that way? We use only the first three letters of the author's last name. One of the most powerful tools offers for library management is the ability to look at various statistical circulation reports. If you do not use some designation for fiction, all fiction books will be entered in the category of "Other" in the statistical reports. So even if you use no designation in front of your own call numbers, you must enter one to take advantage of the report capabilities. The simplest designation would be the letter "F", followed by a space and then your call number. The same is true for story collections, biographies, etc. LC Call Numbers: Most users of the Library of Congress classification system will simply enter their entire call number in the "Call# Auth" field. Leave a space after the initial letter/s. In other words, there must be a space in the second or third position in the field. Price` (6 digits) No dollar sign is necessary. A decimal point, however, should always be put in. Circulation Period` (1 digit) The Circulation Period is attached to the book record itself. At the time a book is checked out, no one at the circulation desk needs to look at the item and determine what kind of a circulating item it is. allows five different Circulation Periods. The regular Circulation Period (R) is a default value, so pressing @Return! puts the item in the regular Circulation Period. If you enter a number one (1), the item will be marked as an Overnight item. Whenever an item is checked out, the computer will look at its record to determine its Circulation Period. Then it will assign the due date you confirmed for that number in the start-up routine, a date which was arrived at from the specifications on your Calendar screen. If you have items that are never to leave the library but you wish to barcode them and enter them in the system for inventory purposes, give them a Circulation Period of "0" (zero). Then if their barcodes are read in the check-out mode, the librarian will be informed that the item cannot circulate. In summary: You press @Return! if you wish to attach the regular Circulation Period (R) to the item and a number 1 for Overnights. You may choose three other Circulation Periods (2, 3, 4). You saw the following screen when you first booted the system up. It should be clear now how it works. This procedure will be followed each morning. CIRCULATION PLUS** Circulation Start-Up ** Faculty Due Date: 00/00/00 Enter Regular Circulation Date:``Wed Apr 16, 1986 Enter Overnight Date #1:``Thr Apr 3, 1986 Other Circulation Date#2: #3: #4: The dates shown in these fields will then be attached to the books checked out that day. For example, if you decide that Circulation Period #2 is for three-day check-outs, then each morning in the #2 date slot you will see the due date which is three days from that day. The computer will match the proper due date to the appropriate "kind" of book because you will have put the Circulation Period in the book record. And because the Circulation Period is part of the book record, aides working at the desk do not have to determine what due date should be put on an item. It is automatically done by the computer. A Faculty Due Date is established on your Calendar screen. If you use a Faculty Due Date, it overrides the Circulation Period assigned to the item if the item is being checked out to a person coded as a faculty member. The Faculty Due Date can also be over-ridden at the time an item is checked out. Category 1 and Category 2` (optional field; 3 digits each) In addition to the Dewey or LC statistical reports, it is also possible to place an item in two Category Types. An explanation of how to set up Category Types will be given in the System Setup section. An example here will illustrate how these Category Types might be used. Category Types can be given numbers from 2 to 255. The numbers are purely arbitrary. All books purchased with some special funding might be given a number 4. At the end of the year, circulation statistics can be generated by Category Type and you can determine how well those books circulated. Civil War books might be given a Category Type number 60. At any time a list of all the 60's (the Civil War books) might be printed. A word of caution must be made here. The purpose of the Category Types is for reporting, and although it is possible to pull out of the system all the books in a certain Category Type, it is not meant to be a computerized card catalog or a bibliographic data base. Some of these reports can take up to forty minutes or more to generate on the hard disk drive. Once data has been entered in these fields the system asks whether the entry is correct. If corrections are to be made to the title record they should be made now. Press `N` to go through the fields again making the necessary corrections. Use the left arrow to backspace and change the data. Note that the corrections start with the ISBN field (or the Title field if you have "turned off" the ISBN field). When the record is correct press `Y` and the system will display: For Verification Enter The Title Bar Code Again: This is a double check to make sure that the proper barcode number has been assigned to the item record. Type the item's barcode number again, looking at the list or cards that are the source of your information, at the screen. If the barcode number is not the same as the first number typed in to begin this record, an error message is generated and you are given an opportunity to move back through the entry. If the Bar Code # is typed correctly, the program will store and index the title data and advance to another title screen. The previous barcode number is shown in the top right part of the screen as a reminder of the last number used, just in case you're interrupted. It will disappear as soon as a new barcode is entered. If you used the barcode scanner to enter the number, you will not be asked to re-enter it a second time. The program will simply advance to another item record. TUTORIAL #5 In this tutorial you will add one item as directed. You may continue to add other items, if you wish. 1.From the Add Update Menu, type a``2`` to select Enter Titles. The item entry screen appears with the cursor in the Barcode # field. 2.Type` `and press @Return!. There are already fifty books on the Demo/Tutorial disk, and the last barcode number used was number 200. Therefore, you must begin with barcode number 201. (Title barcodes 1-999 can be reserved for temporary check-out items such as magazines, pamphlets, and other special loan materials. When System Setup is explained, you will see that numbers 1-150 are reserved for that purpose on these disks.) 3.Enter the following information: ISBN Number:``0881530816` @Return! Title: ``A micro handbook for small libraries` @Return! Call# Auth:` @Return! Price:``19.50` @Return! Circ Period: Press @Return!. This will make this book a regular circulation item. Category 1 and Category 2: Press @Return! both times. CIRCULATION PLUS** Enter Titles ** Barcode # 201 ISBN Number0-88153-081-6 TitleA micro handbook for small libraries___ Call# Auth025 Cos____ Price19.50_ Circ PeriodR Category 1` Category 2 Is This Entry Correct (Y/N)? 4.Type``Y` to indicate that the record is correct. 5.When asked to verify the barcode number, type`` 201``and press @Return!. After the title index is updated, a new item entry screen will appear with the cursor in the Barcode # field. 6.Enter a few more books of your own choosing before leaving this routine. Use the barcode numbers 202, 203, etc. The highest possible barcode number for books is 250. 7.When you are ready to return to the Add Update Menu, press @Esc! when the cursor is in the Barcode # field. 8.Press @Esc! again to return to the Main Menu. You will be asked to flip the disk back over (or replace it with the Demo.Program).