Alma
Alma is the integrated library system (ILS) that we use to check items out to patrons and to check them back in.
There are three main areas of Alma that you will use:
Manage Patron Services- To check out an item to a patron, you will need to use “Manage Patron Services.”
Return Items – To return items (in other words, to check them back in), use the “Return Items” function in Alma.
Scan In Items – You will use Scan In items to do things like process items that are coming to Foley from Chastek, and/or to process items that are coming to Circulation from Scholarly Resources.
Checking out Items in Alma
Reserve Items - To check out course reserve or permanent reserve items to a patron in Alma, find “Manage Patron Services.” Have the patron tap their Zagcard on the gray card reader. Alternatively, you can look them up by their GU ID number. DO NOT look up patrons by name on your own, as we have patrons who share names, so this is not a reliable way to check out an item to a patron. If you need to look up a patron by name, grab a supervisor or PRA to help you.
Once you have their account pulled up, make sure the cursor is in the “Scan Item Barcode” field, then scan the item’s barcode. This will check the item out to the patron. You will see the due date AND TIME listed for the item. Tell the patron the exact due time and hand them the item (do not desensitize). Make sure you click “Done” to finalize the transaction. Hitting “Done” sends the patron an emailed receipt.
All other Foley, Chastek, or Summit items- To check out Summit, Foley or Chastek-owned item to a patron in Alma, find “Manage Patron Services.” Have the patron tap their Zagcard on the gray card reader. Alternatively, you can look them up by their GU ID number. DO NOT look up patrons by name on your own, as we have patrons who share names, so this is not a reliable way to check out an item to a patron. If you need to look up a patron by name, grab a supervisor or PRA to help you.
Once you have their account pulled up, make sure the cursor is in the “Scan Item Barcode” field, then scan the item’s barcode (either the Gonzaga barcode or the Summit-owned institution’s barcode). This will check the item out to the patron. You will see the due date listed for the item. Tell the patron the due date, desensitize the item by running the spine over the desensitizer, and hand the the item. Make sure you click “Done” to finalize the transaction. Hitting “Done” sends the patron an emailed receipt.
Interlibrary Loan Items – To check out an ILL item, find “Manage Patron Services.” Have the patron tap their Zagcard on the gray card reader. Alternatively, you can look them up by their GU ID number. DO NOT look up patrons by name on your own, as we have patrons who share names, so this is not a reliable way to check out an item to a patron. If you need to look up a patron by name, grab a supervisor or PRA to help you.
Once you have their account pulled up, make sure the cursor is in the “Scan Item Barcode” field, then scan the barcode listed on the ILL paper strap. Make sure you tell the patron the due date and desensitize the item before giving it to them.
Checking items into Alma – To check an item into Alma, click on “Return Items.” Make sure the cursor is in the “Scan Item Barcode” field, then scan the item’s barcode (for ILL items, scan the barcode listed on the paper strap). Alma will let you know the next step for each item. For example, most items will list the next step as “Reshelve to General Collection.” However, if the item is on hold for another patron, the next step will be “Hold Shelf.” Be sure to pay attention to that field.
For Reserve Items – immediately reshelve the item For all other Foley Items – place the item on the sorting table in the workroom.
For ILL and Summit Items – Place the item in the “Resource Sharing Returns” bin in the workroom.
For Chastek Items – After checking the item in, place it on the Chastek bookshelf that in the circulation area.
For Personal Delivery Items- After scanning the item, place it in the personal delivery bin that is located in the lower shelf that is by placed the floater desk.
