Guides: Library Student Worker Guide: Navigating Evergreen

Circulating Materials

To check out materials to a patron:

Scan patron card
Scan item barcode(s)
If the item is a reserve the checkout time will be shorter than most other items in the library. Tell the student the time/day it is due. This will help them to return the material on time, especially if it is an hourly checkout.
Desensitize materials that require it.
DVDs will need the red security hub removed.
Circ Desk DVDs: exchange empty case for one with the disc. The case with the disc gets checked out to the patron.
CDs: exchange sleeve for the case with the disc. The case with the disc gets checked out to the patron

To check-in materials for a patron:

Make sure the check-in option is chosen on Evergreen.
Scan barcode(s) of item(s) being checked in.
REMEMBER to read the ‘Alert’ message if one pops up at check-in. If you forget or don’t notice what the ‘Alert’ message says you can scan the item again.
- Alert messages will indicate the following:
  - New Book
  - A book for the ‘holds shelf’ (print slip for this)
  - Books going to other libraries – NOBLE, Interlibrary Loan outside NOBLE, Commonwealth Catalog
  - Books for ‘Problem Shelf’ or ‘Alec’s Shelf’. These will include books for ‘Storage’
  - Patron has a hold “ready for pickup”
  - Patron has fines over $10 and needs to pay something toward it before checking out library materials
Shelve items in the correct spot behind the desk.
Please shelve materials as soon as you can after checking them in. Do not let them pile up on the counter.
DVDs
- Replace red hub, sensitize, and re-shelve behind desk
- Circ Desk DVDs: exchange the case with the disc for the empty one. Re-shelve these behind the desk with the other DVDs.
CDs: exchange the case with the CD sleeve. Places CD sleeve in the reshelving area.

The best procedure for renewal is to scan the patron barcode (or do patron search) to bring up the patron’s record.

Click on the ‘Items Out’ tab to see the list of items the patron has checked out.
Select the items you want to renew by checking the box to the left of the item.
Go to the ‘Actions’ drop-down menu which is located above this list on the right. Choose ‘Renew’.
This list of items checked out will show you details such as the number of renewals left on the item and the due date.
If a patron wants to extend the checkout time but has no more renewals they need to see Sarah.

Alert Messages

The "Check Contents" alert message usually refers to DVDs and CDs when you need to make sure that the disc is actually in the case. Sometimes this message may appear with a book if there is an accompanying disc. Always make sure that these materials are located within the case/book before you click the OK button.

The "Faculty Author" alert lets you know that this book needs to be reshelved on the Faculty Authors bookshelf near the entrance of the Reference Room.

The "Lobby New Book" alert is letting you know that this book needs to be reshelved in the New Book area right in front of the circulation desk (along the wall with the fireplace).

Display

The "Display" alert lets you know that the book needs to be shelved in one of the two display areas in the lobby area. The first is just to the right of the New Book shelf. The second area is over by the stairs leading to the Mezzanine and are placed on an old card catalog.

Usually, the displays have different themes so use your judgement when reshelving them.

The "Holcomb Collection" alert lets you know that the book that has been checked in needs to be reshelved on the large bookshelf in the Reference Room down by the Bistro area. It will have signage saying "Holcomb Collection".

When this alert appears, it means that book needs to be placed on the "Problems for Alec" shelf. It most likely means that the book is from the storage area so make sure to place the storage note (they are located on the problem shelf) is placed in the book so that when it is shelved the "storage" part can be read.

For interlibrary loans, there isn't usually a pop-up alert message. However, the location, title, and lending library will all say "Interlibrary Loan" once the book the has been checked in.

The "Public Holds Shelf" alert will appear when a patron has placed a hold on the book/DVD/CD that you are checking in and has marked Gordon as the pick up library. You will need to print the slip which will have the patrons name and information on it. Place it in the middle of the book so the name is facing the back of the book so that the name will be shown when it is shelved. The book with the patrons name will be put on the holds shelf in the back of the circ desk in last name alphabetical order.

The "Transit Slip" appears when a book belongs to another library. You do not need to print a slip for it UNLESS the item does not have a barcode on the front. If it is a NOBLE book place it on the NOBLE shelf in the reshelving area.

The "ComCat" alert lets you know that this book needs to be placed on the "Commonwealth Catalog" shelf in the reshelving area behind the front desk. The Circulation Manager will need to deal with it.

Navigating Evergreen

This video shows you how to login to Evergreen and what the homepage looks like. You will mostly be using the section on the far left and in the middle. Username and password information, should you forget, are in the black binder at the circulation desk.

This video shows you how to check out materials.

This video shows you how to check in materials. Remember that the barcode is the material barcode (usually on the front of the resource, but sometimes on the inside of the case or cover). Pay attention when checking in because this is where alert messages will pop up telling you where a resource needs to be routed to (ie. if it needs to go to a different library) or if it has a special reshelving area such as "Lobby New Book" or "Problems Shelf".

This video shows you how to renew library materials. There are two ways to go about this. The one shown in this video uses the "Check Out" option to get to the patron's information. This is helpful if they have their ID on them. Then you just need to click on items out and choose the material(s) they would like renewed, go to "Actions", and renew the materials. Make sure to tell them their new due date at the end. The other way is to use the Patron Search action which is in a separate tab.

This video shows you two ways to search for a patron.

1. If the patron doesn't have their ID or library card on them, you can search by last name and first name. Usually when you search last name, like in this example, you get many different records appearing. It typically helps to add the first name, though, like in this example, it doesn't always give you that one patron. Typically, you'll be looking for a Gordon patron so look for the GOR Staff, GOR Faculty, GOR Student, etc. designation and the card number will always start with 216 for a Gordon patron.

2. An easier way to search for a patron is to scan their library barcode. This pull their specific record and you won't have to search as hard.