Destiny Library Manager
Second-Day On-Site Training
Participant Guide
12154A v12.0
Destiny® Library Manager™
Second-Day On-Site Training
Participant Guide
Version 12.0
© 2014 Follett School Solutions
Participant Guide
Published by Follett School Solutions, Inc
1391 Corporate Drive, McHenry, Illinois 60050-7041
Phone: (800) 323-3397 | Fax: (815) 578-5572
http://www.follettsoftware.com
© 2014 Follett School Solutions
All Rights Reserved.
Printed in the United States of America.
12154A v12.0
Special Notes to the Participant
Course Description
Welcome to the Library Manager Second-Day On-Site Training.
During the training, please do not hesitate to ask questions. Your trainer
may take notes to respond to questions later in the training when the related
topic arises.
We want you to be confident in your ability to use Destiny Library Manager,
and we know that this Essentials training simply opens the door to some of
the power of this product. Because we know that you’ll want to explore other
features and functionality as you grow more confident, we provide a number
of videos and quick reference guides for your product that are available
through the Videos and more… link in Destiny Help, as well as on Follett
Community. If you can’t find what you’re looking for, please don’t hesitate to
contact your Follett representative as additional trainings not yet posted may
be available to you and your school or district.
We’re delighted that you are a Follett School Solutions customer, and we look
forward to providing you with the training, professional development, and
services you need to achieve success.
Who Should Take This?
Librarians, information technology personnel, and others assigned a role
using Library Manager.
© 2014 Follett School Solutions
© 2014 Follett School Solutions
Agenda
Description
Participant Objectives
Assessed Activities
Introduction
Fines & Financial
Transactions
Whether you charge fines
for damaged books or for
use of the copy machine,
Library Manager helps
you manage these
fines and financial
transactions.
●● Demonstrate
how to assess
and refund
fines.
●● Participate in an activity
to assess a copyspecific fine and accept
a payment.
●● Describe how
to refund fines
globally.
●● Practice refunding a fine
for a lost book that was
found later.
●● Generate fines
reports.
●● Participate in a group
discussion on scenarios
in which libraries might
excuse fines globally.
●● Practice running a Fine
History report.
Placing Holds &
Reserves
●● Practice
placing a hold.
When the resources
a patron wants have
been checked out of
the library’s collection,
patrons can place a hold
or reserve on materials
for specific dates and
durations. You will review
how to place a hold and
practice generating hold
reports and notices that
let your patrons know
their items are available.
●● Identify how
to process a
hold.
●● Describe
how to relate
titles.
●● Demonstrate
how to
reserve
materials.
●● Generate hold
reports.
●● Complete hands-on
activities to practice
placing a hold for
someone sitting next to
you.
●● Explore and answer
questions about the
View Requests screen
to identify how to
process a hold.
●● Participate in the group
discussion on relating
titles.
●● Run and view the hold
reports: Holds, Hold
Notices, and Hold
Statistics.
© 2014 Follett School Solutions
Description
Interlibrary Loans
As much as you might
like to have all the
resources your patrons
need, at some point you
will have to process an
interlibrary loan (ILL)
request to get a resource
from another site. In this
module, you’ll see how to
set up your software for
ILLs, view materials at
other sites, and conduct
the interlibrary loan
process.
Follett Remote
Follett Remote is an
offline utility library
staff can use to circulate
materials, conduct an
inventory, or create a
list of barcode numbers
to use later to generate
reports. For example,
when your library’s
Internet service or
connection is down, you
can continue to collect
circulation information
and then upload it to
Library Manager later
when Internet access
returns. This module
covers how to circulate
materials with Follett
Remote and upload the
files to Destiny.
© 2014 Follett School Solutions
Participant Objectives
●● Explain how
to place ILL
requests.
●● Describe how
to process ILL
requests.
●● Recall how
to circulate
materials
with Follett
Remote.
●● Indicate how
to upload
Follett Remote
files.
●● Identify uses
for Follett
Remote.
Assessed Activities
Contribute to a roleplaying activity where you
will identify and explain
how to place and process
ILLs.
●● Take part in the class
discussion on how to
circulate materials with
Follett Remote and
upload Follett Remote
files.
●● Work in small groups
to identify where and
when your library might
use Follett Remote.
Description
Inventory
An inventory of your
collection identifies
materials available,
missing, or shelved
incorrectly. This module
covers planning and
performing a full or
partial inventory of your
collection.
Managing Patrons
This module covers
how to add and edit
patron information.
Topics include a review
of the various patron
information fields and
how to use them.
Participant Objectives
●● Outline the
inventory
process.
Assessed Activities
Work in site groups on the
inventory planning activity.
●● Prepare an
inventory
plan.
●● Demonstrate
how to add a
patron record.
●● Show how to
edit a patron
record.
●● Practice
deleting a
patron record.
●● Give examples
of when you
might need
to update
multiple
patron
records.
●● Add a patron record to
Library Manager.
●● Edit the patron record
you created.
●● Delete the patron
record you created.
●● Outline examples of
when you might update
multiple patron records.
© 2014 Follett School Solutions
© 2014 Follett School Solutions
Contents
Training Policies ����������������������������������������������������������������� 1
Fines and Financial Transactions ���������������������������������������� 3
Placing Holds and Reserves � ��������������������������������������������� 11
Interlibrary Loans � ������������������������������������������������������������� 21
Follett Remote � ������������������������������������������������������������������ 27
Inventory � �������������������������������������������������������������������������� 33
Managing Patrons ������������������������������������������������������������� 41
Resources ������������������������������������������������������������������������� 47
Course Survey � ������������������������������������������������������������������ 49
© 2014 Follett School Solutions
© 2014 Follett School Solutions
Training Policies
Third-Party Proprietary Interest Statement
Follett School Solutions affirms that no trainer has any proprietary interest in any
product, instrument, device, service, or material discussed during the training
and receives no third-party compensation related to the delivery of this training
event.
CEU Policy
To receive CEUs for the training event:
You need to be present for at least 85% of the actual event.
You also need to be actively involved in the training event, completing all
hands-on activities and participating in any other activities designed to
reinforce learning.
Your Certificate of Participation will be sent to you within 10 business
days of the completion of the learning event. If you do not receive the
certificate within that time, contact Learning Services at LearningServices@
FollettSoftware.com or call Customer Service at 800.323.3397.
Student Record and Privacy Policy
Follett School Solutions is committed to protecting the privacy of our
customers’ personal information. Any information collected as a result of
any training event and your completion of a course evaluation survey will
be used only with your express permission.
Follett School Solutions may gather information during the course of your
training, including personally identifying information about you such as your
employer, your position, and the number of years in your current position or
in your field.
You will have the opportunity to express your opinions, concerns, and
perceptions during the training event and through the course evaluation
survey, all of which will be protected.
Follett School Solutions does reserve the right to ask your permission to
follow up on some of your statements in the course evaluation survey; you
have the right to refuse permission.
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Follett School Solutions will retain the following information about your
training and be prepared to convey it to your employer on request:
●● The date and title of the training event.
●● Whether you participated satisfactorily in and completed the training event.
Any information resulting from scored exercises and quizzes or any activities
that require a specific response or feedback will be recorded by the trainer
and given to Follett School Solutions at the end of the training. Follett
School Solutions will protect the information and convey it only to you on
request.
If any of your contact information changes, you need to email
that information to Follett School Solutions Learning Services at
[email protected] or call Customer Service at
800.323.3397.
If you have any questions or concerns, please send an email to Follett
School Solutions Learning Services at [email protected]
or call Customer Service at 800.323.3397.
© 2014 Follett School Solutions
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Module
1
Fines and Financial
Transactions
Learning Objectives
As a result of completing this module, you should be able to:
●● Demonstrate how to assess and refund fines.
●● Describe how to refund fines globally.
●● Generate fines reports.
Getting Started
Whether you charge fines for lost or damaged materials or charge for use of
library printers and copy machines, Library Manager helps you manage these
fines and financial transactions.
Assessing Fines
Library Manager can automatically create fines for overdue and lost
materials. Enable this functionality by going to the Back Office tab, Site
Configuration option, Circulation subtab:
●● Select the Automatically calculate fines for overdue items option
to enable Destiny to calculate and assess fines for overdue materials
automatically.
●● Select the Automatically create fines for lost library materials option to
enable Destiny to assess fines for lost materials automatically.
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Destiny calculates overdue fine amounts based on the setup of the Library
Policies option. For Destiny to calculate accurate overdue fines, you must
complete the following:
●● From the Back Office tab, Calendar/Hours option, identify the days your
library is closed by clicking on the hyperlink dates. By default, Destiny marks
all Saturdays and Sundays as closed, but you can click on individual dates to
mark them as open days, or you can click on the hyperlink next to Closed:
underneath the calendar to edit this default setting.
●● From the Back Office tab, Library Policies option, click on the Edit icon
adjacent to each patron type to set the Grace Period, Fine Increment,
and Max Fine values for each patron type that will be charged fines.
Destiny calculates overdue fine amounts based on the purchase price in the
copy record. If the Purchase Price field has been left blank, Destiny assesses
the Max Fine set up in your Circulation Type settings. Destiny also assesses
lost fines for checked-out copies when:
●● A finalized inventory has copies marked as lost.
●● The Overdue to Lost checkbox in the Library Policies option, Circulation
Type subtab is selected and the nightly process marks copies lost.
Once you set up these options, when you check in an overdue item, a dialog
box confirms the fine amount charged to the patron.
You can mark a copy as lost from the Check Out, Copy Status, or Patron
Status options under the Circulation tab.
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Creating Other Fine Types
You can assess other types of fines manually under the Circulation tab,
Fines option. Find the patron, then select Add Fine to assess a copyspecific or patron-only fine. Copy-specific fines are associated with a specific
copy. Examples include fines for water damage, broken binding, and torn
pages. Patron-only fines are associated with the patron rather than with
library materials. Examples include fees for using a copy machine or a
graduation fee. When the Add Fine screen opens, select the reason for the
fine and enter the fine amount. If desired, add a note, waive part of the fine
amount, record a payment, or print a receipt. After entering the appropriate
information in the fields listed below, select Save:
●● Reason: a drop-down list of the fine types your school has set up.
●● Library Material Copy: displays only if the reason selected is a copyspecific fine type (e.g., Missing Barcode).
●● Amount: the dollar amount of the fine. An amount may already appear
according to the Fine Type setting (i.e., Fixed or % of price).
●● Waive: the amount that you may forgive the patron. For example, if a
patron owes $4.00 and pays $2.00, you may waive the remainder, depending
on the circumstances. Destiny may require an explanation for waiving any
amount of a copy-specific fine if the Require explanation when waiving
library fine setting is enabled in Site Configuration.
●● Pay: the amount the patron has paid.
●● Fine Note: a note of up to 2000 characters you can enter that then appears
on the Edit Fine screen and in the patron’s Fine History.
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Accepting Fine Payments
Library Manager allows patrons to apply fine payments to the combined
balance of all fines they owe or to an individual fine. When the patron asks
to apply a payment to a combined balance, Library Manager applies the
payment to the fines in date-incurred order—oldest to newest. If the patron
has local and off-site fines, Library Manager pays the local fines first.
If the patron asks to apply a payment toward a specific fine, select the Edit
icon to the right of the specified fine amount. On the Edit Fine screen, enter
the amount in the Pay field. Select Save to apply the fine payment to the
patron’s fine balance.
Evidence of Learning
In your site group (if applicable), create a list of fines you charge patrons.
Note whether the fines are patron only or copy specific. If time allows,
begin to add these fines to Destiny. If you do not finish, make a plan for
completing this setup after the training.
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Refunding a Fine
If a patron returns a copy that was marked as lost and was already paid for,
Library Manager creates a credit automatically for the patron. When you
check the copy in, a message appears notifying you that Destiny will apply a
refund.
If you want to limit the time for which a patron can receive a refund for
a returned lost copy, you can set that option from the Back Office tab,
Site Configuration option. Select the “Lost” library materials must be
returned in a timely fashion to generate a refund option. Then enter the
number of days after which a paid fine is non-refundable in the Calendar
days from the date “lost” before a paid library fine becomes nonrefundable field. If the field is set to 0, a paid fine for a lost copy does not
generate a refund.
Note that if you would like to require that library staff enter a reason when
refunding a fine, you can enable the Require explanation when issuing
library refunds setting in the Back Office tab, Site Configuration option.
Destiny retains that information in the patron’s Fine History, which you can
view by clicking the View History button on the patron’s Fines screen.
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Evidence of Learning
In this activity, you will practice refunding a fine:
1. Check out a book to a person sitting next to you.
2. The person who checked out the book comes back a few days later and
says he or she lost the book and pays the fine:
a. Mark the book as Lost.
b. Enter the payment.
3. A few days later, the patron finds and returns the book:
a. Check in the book.
b. Refund the payment.
Excusing Fines Globally
At the end of the school year, you can globally delete fines you do not expect
to collect from students. Navigate to the Back Office tab, Update Patrons
option, Excuse Fines subtab. Do not complete step 5 if you are practicing or
just reviewing the steps as this delete process is not reversible:
1. Select the fines to delete: Library Fines, Patron Fines, or Refunds (or
a combination of these).
2. If desired, enter a range of values to limit the dollar amount of fines or
refunds to delete.
3. To delete fines for all patrons (including off-site patrons), leave the
default Any patron with fines/refunds at [your site] selected in
the Associated with field. To leave fines or refunds for off-site patrons
intact, select My patrons only from the drop-down list.
4. To limit the delete process further, select the With checkbox, select a
criterion from the drop-down list, and enter a graduation year or grade
level.
5. Click Delete then Yes on the confirmation message that appears.
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Evidence of Learning
Participate in the following group discussion:
Do you think your library would ever need to excuse fines globally? If so,
when might this feature be useful?
Generating Fine Reports
The following fine related reports are available:
●● Current Checkouts/Fines
●● Fine History
As demonstrated in the first day of training, you can also generate fine
notices with the Current Checkouts/Fines report.
The Fine History report tracks fine payments and refunds made during a
specific time, which is useful when a school or district requires an accounting
of all money transactions in the library.
To create this report, click on the Reports tab, the Patron Reports option
then Fine History in the Circulation section.
The default report gives data on both copy-specific (Library Materials) and
patron-only (Patron Specific) fines, but you can limit the report to one type
of fine in the Include fines for section by clearing the checkbox next to the
fine type you don’t wish to include.
Next to For transactions occurring, select Today or specify a date range
for the transactions. To enter dates, type the date or click the calendar icon
to select dates from a calendar. When specifying a range:
●● Leave both boxes blank to include all fine transactions since Destiny Library
Manager was installed.
●● Leave the From field blank and enter a date in the to field to include all fine
transactions up to and including the date in the to field.
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●● Enter a date in the From field and leave the to field blank to include fine
transactions from that date and all those after it.
●● Enter the same date in both boxes to include fine transactions for a specific
date.
Choose how to sort the report—by date, patron name, reason for the fine, or
person who collected the money for the refund.
To run the report without saving its setup, click Run Report. To save the
setup for future use, click Save Setup and enter a unique report name.
Click Save Setup to save the report and run it immediately. When Report
Manager opens, click View to open the Completed report.
Evidence of Learning
Run and view a Fine History report of transactions that have occurred thus
far today.
© 2014 Follett School Solutions
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Module
2
Placing Holds and Reserves
Learning Objectives
As a result of completing this module, you should be able to:
●● Practice placing a hold.
●● Identify how to process a hold.
●● Describe how to relate titles.
●● Demonstrate how to reserve materials.
●● Generate hold reports.
Patron-Initiated Hold
A patron who logs in and has the correct permissions can place hold requests
from the catalog. After locating an item with a Library Search, the patron
places a hold by clicking the Hold It! button on the Title Details screen.
When a patron selects the Hold It! button for an unavailable title, a message
displays confirming that library staff has received the hold request and will
notify the patron when a copy is available.
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When a patron submits a hold request for a title that has copies available,
a message displays indicating that a copy is available for pickup. The copy
remains on hold for the patron until the pickup expiration date noted. The
ability to place holds on available materials depends on a user’s access level
permission.
Note: Access level permissions also control the ability to place holds on
hidden and off-site copies and the ability to request more than one copy of a
material.
Patrons with the appropriate access level permission can delete their own
holds and reserves regardless of whether the patron or librarian placed
them. They can view and delete holds and reserves from the My Info tab,
Patron Status option in Destiny Classic or from the My Info tab, My Holds
subtab in Destiny Quest®.
Note: Patrons cannot place a hold on a lost copy, or a title, if all the copies
are marked as lost.
Librarian-Initiated Hold
The first step to placing a hold for a patron is to locate the patron by
navigating to the Circulation tab, Holds/ILL option and entering the
patron’s name or barcode in the Find Patron field. Next, click on the Add
Hold button in the lower right corner of the patron’s information.
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Retrieve the desired title by entering the full title, a title keyword, or a copy
barcode number in the Find Title field. Then choose your search preference
to search only your library or all libraries in the district. Next, click the Go!
button or press Enter.
After locating the title and placing it on hold by clicking on the Hold It!
button, you need to select hold preferences in the Requesting section of the
New Hold Request screen that displays next:
●● From the first drop-down list, choose As soon as possible to place a hold
request for the next available copy or Reserve for specific date to reserve
the title for a future date.
●● The default hold priority for each patron type (set under the Back Office
tab, Library Policies option) determines who gets the first available copy
of an item. If a title has more than one hold request with the same patron
type and, therefore, the same priority (such as two students), the date the
patrons placed the hold determines the patron’s priority order in the hold
queue. This is the Standard priority option. To set a new temporary hold
priority, choose a different priority from the Priority drop-down list.
●● If the hold request is for a local copy, you can override the hold’s default
expiration date (set under Back Office tab, Library Policies option) by
changing the date in the Request Expires box.
●● Select Any Copy to place the hold on the next available copy of the item. If
the library owns more than one copy, you can select Specific Copy, which
produces a list of each copy of the title, including the call number, barcode,
status, and copy description. If you opt to place a specific copy on hold,
Library Manager ignores other copies that may become available earlier.
●● Patrons with the appropriate access level permission can request more than
one copy of a material by entering a number in the Hold field.
Selecting the Save button submits the hold request, and a message appears
showing the hold expiration date.
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Evidence of Learning
Place a hold on a book for someone sitting next to you. Request the book for
As soon as possible and request Any copy.
Related Title Records
Library staff can relate, or group, title records, so any copy of a title in a
group can fulfill a hold placed on another title in the group. This functionality
is not visible to the patron. Destiny considers all copies of all titles in a
Related Titles group to be equal candidates for fulfilling a hold request
placed on any one of the titles in the group.
To create a group of related titles:
1. Navigate to the Catalog tab, Update Titles option, Relate Titles
subtab. In the Enter new group name field, enter a name for the group.
2. Click the Add button.
3. To identify titles for the group, enter a title keyword in the Find Titles
for <group name> field. Then click the Go button.
4. In the search results list, click the Add button adjacent to the title you
wish to add to the group. The title you select then moves to the Selected
Titles list, which contains the title, author, and first ISBN for each title in
the group.
Note: A title can only belong to one group.
5. Repeat steps 2–5 until you have selected all desired titles to group.
6. To remove a title from the group, click the delete icon next to the title in
the Selected Titles list.
7. Click the Save button.
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After a group is set up, the related copies may fulfill pending holds. If so,
their hold status becomes On Hold, and the message below appears.
During the Title Import process when Destiny checks to see whether an
incoming copy fulfills a hold, it also looks to see whether the copy can fulfill a
hold on a related title, if available.
Related Titles information appears on the Title Details screen if the title is
in a group. A Manage button appears for users with the appropriate access
level permission. Clicking the Manage button brings you to the Edit <group
name> screen.
Evidence of Learning
Participate in a class discussion on the following prompt. If you do not finish
the discussion, make note to discuss this topic further after the training.
Is the Related Titles feature something you think your library will use? If so,
how will you determine what materials to group?
Processing Holds
The scenarios you encounter when processing hold requests depend on
interlibrary loan (ILL) policies and the availability of copies at the time of
the request. When patrons place hold requests on available copies, the
Processing Needed link appears in the upper right corner of the screen.
Select the Processing Needed link to open the View Requests screen to
display library material requests, including holds, reserves, and interlibrary
loans. You can also view requests by going to the Reports tab, Library
Reports option, Holds report.
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Common scenarios include the following:
●● Local hold requests for available materials: To process this request,
a library staff member pulls the copy from the shelf and holds it for the
patron. When the patron checks out the item, Library Manager deletes the
hold request. A list of these holds appears in the Local Materials Ready for
Patron section of the View Requests screen.
●● Local hold requests for unavailable materials: The Processing Needed
link appears when patrons or library staff place holds on materials that are
not currently available at their school, but only if the materials are available
at another school. A list of these holds appears in the Local Materials
Pending section of the View Requests screen.
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Although the View Requests screen displays all hold requests, every
requested title also has a hold queue that lists all the patrons waiting to
receive a copy of the title. Clicking the View icon—the spectacles icon that
appears with each title on hold—of one of the title’s hold requests accesses
the Pending Holds queue.
Evidence of Learning
Navigate to the View Requests screen. You should see the book you placed
on hold in an earlier activity and possibly others. Answer the following
questions.
1. In what section does your hold request appear?
2. How will library staff process this hold?
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Reserves
Destiny differentiates between Hold and Reserve requests as follows:
●● A Hold request is for the next copy (or a specific copy) as soon as it is
available.
●● A Reserve request is for a specific date or a specific number of copies. The
Reserve feature is useful for teachers who want to reserve materials that
complement a unit they are teaching during a specific timeframe. Students
might also find this feature beneficial when they want to have library
materials for a specific date, such as the day they are giving a book report in
class and want to show the book.
Patron-Initiated Reserves
A patron who logs in and has the appropriate access level permissions can
place a Reserve request from the Title Details screen after locating the title
with a Library Search. After selecting the Hold It! button, the patron must
select Reserve for specific date to place a reserve request.
The patron then uses the calendar to select the dates for the Reserve or
types the dates in the From and to fields. The dates in red are unavailable,
because the item is already checked out or reserved for those dates.
Librarian-Initiated Reserves
Librarians follow the same steps as patrons to submit reserve requests, with
one exception—they use the Holds/ILL option under the Circulation tab to
locate the patron and title.
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Processing Reserves
Like holds, reserves are also processed from the View Requests screen.
Patron-initiated reserves appear at the top of the Requests list under
the Unapproved Requests section. This section includes both ILLs and
unapproved reserve requests made by local patrons, whether for local library
materials or materials in other libraries. Library staff at the lending library
must approve all Reserves before Library Manager places the request in the
Reserve queue.
Click on the Unapproved link to approve the reserve. Then click the
Approve button on the Hold/ILL Approval screen. After library staff
approves a reserve request, the request moves to the Local Materials
Pending section. Library Manager runs reserve processing automatically
overnight. If a reserve is ready for processing, it appears in the Local
Materials to be Pulled section of the View Requests page. An item
remains in this list until the requesting patron checks it out or until the
expiration date.
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Evidence of Learning
Complete the following activity to practice placing a reserve and viewing a
reserve request.
1. From the catalog, place a reserve for yourself for a book of your choice.
Select any two-week date range.
2. View the reserve on the View Requests screen.
Generating Hold Reports and Notices
Library Manager provides multiple reporting options for holds and reserves
under the Reports tab, Library Reports option:
●● Holds report: View all current holds and reserves. Library staff can limit the
view to specific hold types and statuses.
●● Hold Notices report: Generate notices that inform patrons that items they
placed on hold are available for pickup.
●● Hold Statistics report: Identify titles in high demand based on the
holds placed. You can limit the view by title or call number and specify a
benchmark for the number of holds.
Evidence of Learning
Practice generating holds reports by completing the following activities:
1. Run and view a Holds report that includes only items requested today.
2. Run and view a Hold Notices report to distribute internally.
3. Run and view a Hold Statistics report that includes titles with more than
one hold this year.
Please be sure to delete any holds or reserves that you placed for training
purposes.
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Module
3
Interlibrary Loans
Learning Objectives
As a result of completing this module, you should be able to:
●● Explain how to place interlibrary loan requests.
●● Describe how to process interlibrary loan requests.
Getting Started
As much as you might like to have all the resources your patrons want
and need, at some point you will have to process an interlibrary loan (ILL)
request to get a resource from another site. In this module, you’ll see how to
set up your software for ILLs, view materials at other sites, and conduct the
interlibrary loan process.
Interlibrary Loans (ILLs) Overview
An ILL is a temporary transfer of materials from one school to another. The
sharing of resources through ILLs helps save the district money. Library staff
or patrons with appropriate access level permissions can place ILL requests.
For ILLs to take place through Library Manager, at least two schools must
enable the Allow library materials to circulate to all patrons in district
setting in the Site Configuration option in the Back Office tab.
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Searching the Catalog to Request an ILL
Patrons with the Search all library sites permission can choose to search
their own school, another school, or all schools in the district from the
Catalog tab, Library Search option by selecting the site(s) from the
Location drop-down list.
Patron-Initiated ILL Requests
Under the Catalog tab, Library Search option, the patron uses the
Location drop-down list to expand the search to include other schools in
the district. The patron places a hold by clicking the Hold It! button on the
Title Details subtab. As with reserve requests, patron-initiated ILL requests
appear in the View Requests screen and must be approved by library staff
at both the local and lending libraries.
Librarian-Initiated ILL Requests
You can request ILLs by following the same steps you use to place a hold
with one exception—in the title search, you must select All Participating
Libraries from the drop-down list.
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When you place a hold on a title that is not available at your site, the
Choose Source screen appears. You can choose to override the ILL request
and place the hold at the local school, have Library Manager fulfill the
request automatically, or select a school from the list of names of schools
that own a copy.
If desired, you can choose a Delivery Method of Ship it or Patron Pickup,
or you can leave this field Unassigned. If you choose Unassigned, the
lending library will see two options: Ship It or Pull Copy.
After you save your selections, the ILL request appears at the bottom of the
View Requests page in the To be filled by other sites section.
Evidence of Learning
With a partner, discuss how both a patron and a librarian would place an ILL.
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Processing ILL Requests
If one of your patrons places an ILL request, the Processing Needed link
appears on screens at your site.
The ILL request appears in the Unapproved Requests section of the View
Requests screen.
To approve the request, click the Unapproved link, and then click the
Approve button on the Hold/ILL Approval screen. Once you approve the
request, it displays as Pending under the To be filled by other sites in the
ILL Requests screen.
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The Processing Needed link then appears on the lending library’s
workstations. If the item is available and not requested for a future date,
the lending library staff selects the Pull Copy or Ship It button. The options
that appear are dependent on the Delivery Method that you selected. If you
selected Unassigned, both the Pull Copy and Ship It buttons are available.
If the copy is unavailable or reserved, lending library staff selects the
Decline button.
●● If they select Ship It, the copy status changes to En Route.
●● If they select Pull Copy, library staff at the lending library will check out the
item when the patron picks up the copy.
If the lending library ships the book to your library, select Receive and notify
the patron of the item’s arrival.
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The copy status changes to Ready. The borrowing site checks out the book
when the patron arrives to pick it up; then the status changes to Checked
Out. You can check the book out to the patron from the Check Out screen
by clicking on the Holds Ready link. A ready-hold alert appears on this
screen. Another option is to check the book out directly from the Holds/ILL
screen.
Click the ILL Checkout button to check the book out.
When the book is returned to the borrowing library, the status is Returning
until the lending library receives the book.
Evidence of Learning
Your facilitator will lead a role-playing activity where you will identify and
explain how to place and process ILLs.
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Module
4
Follett Remote
Learning Objectives
As a result of completing this module, you should be able to:
●● Recall how to circulate materials with Follett Remote.
●● Indicate how to upload Follett Remote files.
●● Identify uses for Follett Remote.
Getting Started
Follett Remote is an offline utility library staff can use to circulate materials,
conduct an inventory, or create a list of barcode numbers to use later to
generate reports. For example, when your library’s Internet service or
connection is down, you can continue to collect circulation information and
then upload it to Library Manager later when Internet access returns. This
module covers how to circulate materials by using Follett Remote and upload
the files to Destiny.
Downloading, Installing, and Launching Follett Remote
Follett Remote is a stand-alone utility that you must download to a computer
before you can use it. It is available for download from Destiny’s online Help.
Please refer to the eLearning titled Installing and Downloading Follett Remote
for more detailed information on how to download and install Follett Remote.
Using Follett Remote to Circulate Library Materials
The two circulation functions you can perform offline are checking in and
checking out library materials.
After launching Follett Remote, click on the Function menu and select
Library, then Circulation to begin checking library materials in and out.
To check out materials:
1. When you select Circulation, the Follett Remote Check Out function
appears by default.
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2. In the Check Out area, scan or type the patron’s barcode number in the
Scan patron field.
Note: If you scan a patron barcode during checkout, the cursor moves
automatically to the Scan copy field. If you type a patron barcode (rather
than scan it), press the Enter key to move the cursor to the Scan copy
field.
Follett Remote uses barcode numbers only. Patron names and copy titles
CANNOT be used.
3. Next, scan or type the copy barcode numbers of any materials the patron
wants to check out.
4. To check out items to another patron, select the New Patron button,
then repeat the previous steps.
5. When you have finished circulating, choose Exit from the File menu to
close the utility.
You can switch between Follett Remote functions as often as needed during
the day. The utility continues to append the circulation data file as you
perform various functions throughout the day.
To check in materials:
1. Click on the Function menu and select Library, then Circulation, then
the Check In button.
2. Scan or type the barcode number of each item to check it in.
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3. When you have finished circulating, choose Exit from the File menu to
close the utility.
Follett Remote creates and saves a new file each day you use the utility. The
Data File box displays the file name that Follett Remote uses to store the
barcodes/scans.
Uploading Follett Remote Circulation Files
To upload your circulation files to Follett Remote:
1. Navigate to the Circulation tab, Offline Circulation option in Library
Manager.
2. Verify that the Date of Transactions for your file is correct. If necessary,
change it to reflect the date you first lost your Internet connection.
Library Manager uses this field to calculate due dates and, if applicable,
overdue fines and to determine the date materials were checked in.
3. Browse to the Follett Remote folder on your computer. By default, the
data file location is C:\Follett Remote.
Note: To keep circulation data accurate, you must upload the files in the
order they were created.
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4. Select the applicable checkbox options:
a. File may contain check out transactions for visiting patrons
If the data file includes circulation for patrons from other schools,
select this checkbox.
b. Record in-library use
Selecting this checkbox tells Library Manager to record circulation
statistics for materials patrons used only in the library.
c. Do not create temporary records
This option tells Library Manager whether it should create a temporary
record when it doesn’t recognize a barcode number during the import.
d. Limit the Job Summary details to errors and warnings
Select this checkbox to tell Library Manager to limit the Job Summary
to display only transactions that resulted in errors or warnings.
Clear this checkbox if you would like a record of every circulation
transaction.
5. Select the Upload button to upload the circulation data to Library
Manager.
6. After you upload a data file to Follett Remote, you can view an Offline
Library Circulation report in Job Manager.
Evidence of Learning
Participate in the class discussion on the following prompts:
1. With Follett Remote, how do you enter a patron who wishes to check out a
book?
2. How do you use Follett Remote to enter a book for checkout or checkin?
3. If you used Follett Remote while the Internet was down yesterday, and
you upload the circulation file today, what date should appear in the Date
of Transactions field when you upload the file?
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Other Uses for Follett Remote
Inventory
Using Follett Remote installed on a laptop with a circulation barcode scanner
can speed up the inventory process by enabling you to go to the shelves and
scan materials.
From the Function menu, choose Library, Inventory. Scan the copy
barcodes. The Previous Scans list displays the 13 most recent scans.
The next module discusses inventory in more detail.
Reports
You can generate the following reports by using an uploaded Follett Remote
data file:
●● Bibliography
●● Copy Barcode Labels
●● Copy Spine/Pocket Labels
●● Patron Names
●● Patron Barcode Labels
●● Patron ID Cards
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Tasks
You can perform the following tasks by using a Follett Remote data file:
●● Add titles to a resource list
●● Export titles and copies
●● Batch deletion of copies
●● Batch deletion of patrons
●● Batch update of copies
●● Batch update of patrons
Evidence of Learning
Work in your site groups to answer the following questions:
1. Where might you want to install Follett Remote in your library?
2. When might you use Follett Remote?
3. Other than for circulation, how might you use Follett Remote?
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Module
5
Inventory
Learning Objectives
As a result of completing this module, you should be able to:
●● Outline the inventory process.
●● Prepare an inventory plan.
Getting Started
An inventory of your collection identifies materials available, missing, or
shelved incorrectly. This module covers planning and performing a full or
partial inventory of your collection.
Prepare for Inventory
Before starting an inventory:
●● Determine who will conduct the inventory.
●● Decide when you will conduct the inventory.
●● Decide whether you will inventory part(s) of the collection or the whole
collection.
Before starting an inventory, you also need to prepare your collection and
equipment.
To prepare your collection, you should:
●● Return all items to their proper places.
●● Catalog any new books or items so that they are in the system.
To prepare your equipment, you should identify how you will scan your
barcodes:
●● Handheld devices can speed up the inventory process, because they enable
staff to scan barcodes at the shelves.
●● If no handheld wireless devices are available, staff can use laptops with
wireless capability.
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●● If no handheld wireless devices are available and your library does not have
wireless capability, staff can use a laptop with Follett Remote installed and
upload the files later.
Training materials on the specific Follett scanner models are available on the
Customer Portal.
Back Up Your Database
Before performing inventory, it’s very important to make sure your database
is backed up.
You can view the last backup information by clicking the Catalog tab,
Update Copies option, Batch Update subtab and checking the date and
time of the last backup that appears at the bottom of the screen. You should
check with your district’s technical staff to see when the next database
backup will occur. Starting an inventory immediately after the system backup
ensures that you can restore the system’s data if an issue arises.
Start Your Inventory
To start an inventory:
1. Navigate to the Back Office tab, Inventory option.
2. Click the Start New button and enter an inventory name.
3. To perform a partial inventory, enter the start of the call number range in
the Call Numbers from field and the end of your range in the to field. To
limit the inventory to specific circulation types, click the Update button
next to Circulation Types and enable the checkboxes for the circulation
types you want to include. Then click OK.
4. To exclude copies from the inventory that have been scanned after a
recent date, enter a date in the Except for copies that have been seen
on or after field.
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5. Click the OK button to start the inventory.
Conduct Your Inventory
To conduct an inventory:
1. Ensure the correct inventory displays next to Library Inventory.
2. Check the Check shelf order box to have Destiny notify you when
barcodes are entered out of call number order.
To scan or enter barcode numbers one at a time:
1. Scan or enter a barcode number in the Scan or enter one-at-a-time
field.
2. Click the Account For button if you entered the barcode manually. If you
scanned the barcode, this step is not needed.
3. Check the Most Recently Accounted For section to verify your scan or
entry.
To upload a file of barcodes:
1. Next to the Or upload a file of barcodes field, click the Browse button.
2. Locate your barcode file in the Choose File to Upload dialog box.
3. Double-click the file name to select it.
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4. Click the Upload button.
View Your Inventory Details
The Progress Details screen provides information about Accounted for
items. To reach this screen, click the % complete link.
To view information about Accounted for items:
1. Click the See Details link next to the number of Accounted for items.
2. Sort your lost items by selecting a choice from the Sort by drop-down list
and clicking the Go! button.
3. Click the Found link next to the names of any lost items to reset their
status.
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4. If you have a large number of lost items, click the Next arrow at the top
of the screen to navigate between screens. To display all items at once,
click the Show All link.
To view information about Unaccounted for items, return to the Progress
Details screen:
1. Click the See Details link next to the number of Unaccounted for items.
2. Sort your lost items by selecting a choice from the Sort by drop-down list
and clicking the Go! button.
3. Click the Found link next to the names of any lost items to reset their
status; click the Mark “Lost” link to confirm their status as Lost.
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4. If you have a large number of lost items, click the Next arrow at the top
of the screen to navigate between screens. To display all items at once,
click the Show All link.
Finalize Your Inventory
To finalize your inventory:
1. Return to the Inventory screen and click the Finalize button.
2. When the dialog box opens, choose one of the two options below:
a. Click Mark unaccounted for copies “lost” if you are sure that you
can’t find the remaining unaccounted for copies. The copy status
changes to Lost (which makes them accounted for).
b. Click Ignore them (don’t mark them “lost”) to ensure that the
status of the copy does not change. These copies remain
unaccounted for.
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3. Click Yes to close the inventory.
View Your Inventory Reports
To view inventory reports:
1. Go to the Reports tab, Library Reports option and click on the
Completed Inventories report or In-Progress Inventories report.
2. Clicking on either option brings you to a screen with two subtabs: In
Progress and Completed.
3. Click on In Progress and then the View link next to the inventory to
view a report.
4. Click on one of the following choices: Copies in the inventory, Copies
that have been ‘Accounted For,’ or Copies that are
‘Unaccounted For.’
5. Click on the Run Report button.
6. Once the status is Completed in Report Manager, click on the View link
next to the report.
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Evidence of Learning
Work with your site group to answer the questions below that will help you
plan for future inventories:
1. Who will conduct the inventory?
2. Will you inventory part(s) of the collection or the whole collection?
3. When will you conduct inventory?
4. Identify how you will scan your barcodes and your equipment needs.
5. Outline the main steps involved in completing an inventory.
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Module
6
Managing Patrons
Learning Objectives
As a result of completing this module, you should be able to:
●● Demonstrate how to add a patron record.
●● Show how to edit a patron record.
●● Practice deleting a patron record.
●● Give examples of when you might need to update multiple patron records
simultaneously.
Getting Started
This module covers how to add and edit patron information. Topics include a
review of the various patron information fields and how to use them.
Adding a Patron Record
Librarians with appropriate access level permissions can add, edit, or
delete patron records at the site level. Before doing so, however, you must
understand the district’s policies regarding patron records, as the district’s
student management system might overwrite or delete changes you make.
Before adding a patron record, always search the district’s patron database
to make sure a record doesn’t already exist at another site.
To search the database, select the Back Office tab, Manage Patrons option
and enter the patron’s barcode number, district ID, or last name in the Find
field. If no patron record exists for that patron, add a new patron record.
To add a new patron record:
1. Navigate to the Back Office tab, Manage Patrons option.
2. Click the New Patron button.
3. On the General subtab, fill in the patron’s information. Last Name and
Barcode are the only required fields; however, it’s important to select
the appropriate Patron Type and Access Level options, as these options
determine the functions the patron can see and perform in Destiny.
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4. Once you complete the required fields, you can add optional address and
phone number information in the Address subtab.
5. To add a patron’s picture, click on the Picture subtab.
Evidence of Learning
Add a patron record to your Library Manager site. Include the following
information:
1. First Name & Last Name = the name of your favorite character from a
book
2. Barcode = Assign next barcode
3. Patron Type = Student
4. Access Level = Patron
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Editing a Patron Record
To edit the patron’s record, navigate to the Back Office tab, Manage
Patrons option. Click Edit Patron on the Search Results screen. The Edit
Patron button is also available after retrieving a patron record by selecting
the Circulation tab, Patron Status option or the Circulation tab, Check
Out option, To Patron subtab.
Evidence of Learning
You just received address information for the patron you added to Library
Manager in the previous activity. Edit the patron record to include this
information: Enter an Address, City, State, Postal Code, and Phone 1 to
the patron record.
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Deleting a Patron Record
You can delete patron records individually from the Manage Patrons screen
by clicking the Delete button.
A dialog box opens asking you to confirm this action. To delete the patron,
select Yes, or select No to return to the Search Results screen.
Please note that if your district uses an automated update process and this
patron is active in the student management system, Destiny will restore this
patron record when the update runs.
Evidence of Learning
Delete the patron record you created in the earlier activity.
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Updating Multiple Patron Records
You can also edit and delete patron records in batches. Go to the Back
Office tab, Update Patrons option. The functions available appear on the
following subtabs:
●● Select the Update subtab to use a search and replace feature to update
one or more fields in patron records that have a field value in common. With
the Change drop-down lists, you can change or delete up to three fields of
information at once.
●● The Delete subtab lets you delete patrons or notes based on global criteria,
a barcode list or file, or a list of patrons, and the patrons’ graduation year,
grade level, homeroom, card expiration date, patron type, or patron status.
You even have the option of deleting patrons with outstanding checkouts,
fines, or refunds. With this option, any items patrons have checked out are
marked as lost, and fines and refunds are deleted. You can also choose to
delete patrons’ MyQuest comments or recommendations.
Note: You must take care to avoid deleting a patron record prematurely,
as doing so also deletes all historical circulation records associated with
the patron. Essentially, from Library Manager’s perspective, a deleted
patron never existed.
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Evidence of Learning
Work in a small group to answer the following question:
When might your school use the options available on the Update Patrons
screen?
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Resources
Destiny Help System
Destiny’s Help system allows you to locate information on hundreds of
topics. This real-time information hosted on a Follett server is updated
regularly.
Destiny offers two ways to access the Help system: online Help and on-page
Help.
Online Help allows you to locate information on any topic, regardless of
which page or screen displays currently.
On-page Help allows you to locate information regarding the page, screen,
or specific field that displays currently.
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eLearnings
Did you know that Follett has eLearning modules available to all customers
with current support subscriptions? There are a variety of eLearnings
available on the topics covered in this training. Access these materials
through the Videos and more… link in Destiny Help or through Follett
Community at www.follettcommunity.com.
Technical Support
For help with configuration of Destiny, operational issues, troubleshooting, or
problems with your peripheral hardware, contact Technical Support via phone
at 800.323.3397 or email at [email protected].
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Course Survey
Your comments are very important to us. The feedback you provide helps us
to improve current and future courses to better meet your needs. Please take
a moment to complete the course survey.
Course Survey: www.follettsoftware.com/contactdata
Course Task ID (provided by instructor):___________________________
Zip Code (confirm with instructor):_________________________________
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