Pre-cataloged and Interlibrary Loan items

The pre-cat function allows you to circulate items that have not been cataloged. In Evergreen Indiana, interlibrary loans should be entered into the system as pre-cataloged or “pre-cat” items. Using the pre-cat function gives them an item record at the time of circulation that serves as a placeholder. These items are not attached to a Bibliographic record

, so they are not truly cataloged. In addition to ILL, this function can be used to circulate other items that are not in the catalog, for instance an item that has been lost and withdrawn, but then discovered on the shelf, or items which have not yet been cataloged as part of an automation project.

Checking Out Pre-Cat Items #

Permission: All Staff

Creating a pre-cat is done at the time of circulation. Retrieve the Patron

account that is circulating the item and access the Check Out function.

If you know the item is going to be pre-cataloged and need a specific Due Date

, use Date Options to select the alternative date before entering a barcode.

If you do not select a specific Due Date

, the Due Date

The due date is the day on or before which an item must be returned to the library in order to avoid being charged an overdue fine (at non-fine free libraries)

will default to the circulation modifier’s default option.

Enter the item’s barcode in the Barcode box. This must be a barcode which is not already attached to something in the system. It could be a new barcode, a barcode you recycle for pre-cats or ILL items, or in the case of ILLs, you may be able to use the barcode of the lending library. If you type or paste the barcode number into the box, you will need to hit Enter, or click Submit.

Since the barcode is not attached to an item in the system, the following window will open:

Here you can enter the title, author, ISBN, and circ modifier of your item. Selecting the correct circ modifier also sets the loan period and renewal limit.

Note: When you choose the circ modifier of ‘ILL,’ the system automatically is set for no renewals.

Once you have entered all the information, select or click on Precat Checkout.

The item is now checked out, and will display as seen below. Note that if you selected a Due Date

choice from the list the Due Date

The due date is the day on or before which an item must be returned to the library in order to avoid being charged an overdue fine (at non-fine free libraries)

will reflect it.

Changing Due Dates for Pre-cataloged Items #

Permissions: All Staff

If you need to change the Due Date

for any reason, you can edit the Due Date

The due date is the day on or before which an item must be returned to the library in order to avoid being charged an overdue fine (at non-fine free libraries)

once the item is checked out.

From the Items Out screen, click on the item to highlight it. Then click on Actions or right click and select Edit Due Date

.

The following dialog box will open:

Enter the desired Due Date

with the drop down arrows or type over date and time. Then click OK.

Deleting Pre-cataloged Items #

Permissions: Catalogers

When a pre-cataloged item is checked in, the following window will open:

Select OK or press Enter, and it will display on the screen as follows:

If the item is not an ILL, it should be sent to cataloging/Tech Services to be cataloged. ILLs should be sent to cataloging or to the ILL person to be withdrawn from the system.

To delete pre-cat items, you must use the Item Status

screen since pre-cat items will not display in the catalog search, even if you search by barcode.

Access Item Status

. Enter the barcode of the pre-cat item in the barcode box. The pre-cat item will display as seen below:

Note that the call number shows UNCATALOGED and the Item Status

shows as Cataloging. To delete the item from the system, click on the item line to highlight it. Then right-click or select Actions and choose Delete Items.

If you have multiple pre-cat items, you can scan them all and highlight them all at once.

A dialog box will pop up, asking if you’re sure you want to delete the item. Click OK/Continue or press Enter.

The screen will automatically refresh and a new box will appear on the screen stating Item Not Found. This indicates the item has been deleted from the system.

Transferring Pre-cat Items to Bibliographic Records #

Permissions: Catalogers

If a pre-cat item is not an ILL and needs to be cataloged, it can be transferred to a Bibliographic record

. When the item gets routed back to cataloging, treat the item as if it is a new item to be cataloged.

Search for a matching record in Evergreen Indiana. If a matching record is not found, import a new record. See Importing a Records via Z39.50, if needed. If a record to import is not found, create one; see Creating Original Records.

Once you have found or added the correct Bibliographic record

, you will transfer the pre-cat item to the appropriate record. If your record does not have a call number for your item attached to it, you will need to add one.

From Holdings View, select your library at the branch level and right-click or select Actions and choose Highlight your branch name, and right click or go to Actions to select Add Call Numbers.

Verify that the Owning Library and number of Call Numbers is correct, then enter your call number in the call number box. Leave the barcode box empty. Then click on Apply All, Save & Exit.

Your call number will display with no copies attached. Highlight the call number and either right click or under the Actions menu select Mark Library/Call Number as Transfer Destination

Now, from Item Status

, scan or enter the barcode of the pre-cat item. Select it, then right-click or select Actions and choose 

Scan or enter the barcode of the pre-cat item. Then click on the row to highlight it, and from the Actions menu select Transfer Items to Previously Marked Call Number.

Item Status

will refresh with the item now attached to the bib record with the selected call number.

At this point, you will need to edit your item in order to make sure the correct circ modifier, location, etc. are applied. See Modifying Item Attributes to make changes if necessary.