Because one of the goals of Evergreen Indiana is to allow patrons to borrow materials from participating libraries, there are two different (sometimes overlapping) types of lending institutions in the consortium: circulation (or owning) libraries and checkout/renew libraries.
It is important to be able to identify the difference between the two types since the Evergreen Indiana Circulation Policy allows different permissions to each type of library.
Circulation (Owning) vs. Checkout/Renew Library Privileges #
- Circulation (Owning) libraries are the libraries that own the item. Circulation libraries may:
- Mark the item lost, damaged or claims returned in the system.
- Collect or forgive lost, damaged or processing fees.
- Receive remote circulation credit.
- Collect any fines and fees due to an Evergreen Indiana library.
- Checkout/Renew libraries are the libraries where items have been checked out. Checkout/Renew libraries may:
- Receive the circulation count.
- Assess circulation fines.
- Forgive overdue fines owed to that checkout/renew library.
- Collect any fines and fees due to an Evergreen Indiana library.
Example
- Patron A of Library A places a hold on an item from Library B.
- Library B pulls the item and transits it to Library A.
- Library A checks it out to Patron A.
In this situation, Library B is the circulation library, and Library A is the checkout/renew library.
Identifying Circulation vs. Checkout/Renew Library #
As is stated above, an item may only be marked lost, damaged, or claims returned by the owning library. In order to mark an item lost, damaged or claims returned, library staff must first identify who the owning and checkout/renew libraries are.
In the Checkin, Patron record and Item Status screens of the Evergreen client, go to the grid manager and choose Checkout/Renewal Library and Circulation Library from the column picker list or the Manage Columns menu entry. The corresponding library(-ies) will appear in these columns.
Contact the Circulation Library #
A library staff member at the checkout/renew library must inform the circulation library that the item has been reported as Lost, Damaged or Claims Returned through one or more of the suggestions below and the item must be transited back to the circulation library:
- Consulting the Circulation Support Contact List and calling the circulation library.
- Consulting the Circulation Support Contact List and emailing the circulation library.
- Setting an item alert with the staff member’s initials and the date.
- Physical note tucked into the item’s pages with the staff member’s initials and the date along with a description of the situation. Sample slips may be printed from the Evergreen Indiana Blog website.
NOTE: Multi-branch systems may share material across their system by altering the Circulating Library to match the branch the materials are moving to. The Owning Library may stay the same.