What is circulation section in library

what is circulation section in library


Oct 01,  · Circulation is one of the most visible jobs in the library and involves three sections of the library: * The circulation desk or point of charging out library materials. * The bookstacks (closed or open) where the library materials are housed. Dec 10,  · Circulation is one of the most visible jobs in the library and involves three sections of the library: * The circulation desk or point of charging out library materials. * The bookstacks (closed or open) where the library materials are housed.

Circulation functions, procedure and policy No matter what types of material a library circulates, there are a number of questions that must first be answered:. Most libraries develop policy and procedure manuals that outline in detail the way that various circulation functions and other library functions should be handled. An important first step for anyone who starts sectio in a library is to become familiar with the details of the circulation manual.

You will want to be able to answer any questions that patrons might have about borrowing materials. If you become the manager of a library, an important first step would be determining if the library has a policy and then a procedure for each circulation function. If it does not, developing a manual would be an important first step. Patron registration and verification All types of libraries public, school, special, and academic need information about their borrower s.

Patron registration facilitates the collection of basic information so that patrons do not have to provide this information every time they wish to borrow material.

Libraries register patrons in inn to:. Library personnel should take advantage of this opportunity for creating positive public relations. For instance during borrower registration, information about library policies and services can be distributed. For example, in a smaller library which requires a library card, circulation staff may still be able to check materials out without a card to a well-known borrower.

Charging how to replace side view mirror ford focus discharging Procedures for circulatlon and discharging materials will vary depending on the automated circulation system or manual circulation system.

Whatever circulation system is used, when charging material circulation personnel should make sure that: what does cop17 stand for. The patron is registered with the library or is recognized as a legitimate user of the library.

The date due is somehow indicated to the patron e. A hold is placed on an item if it is not available and the patron still wishes to eventually borrow the item. When discharging material circulation personnel should make sure that: 1. The material actually belongs to the library. Fines are collected, or a note is made that overdue material has been returned. Returned items are inspected for damage torn pages, loose bindings, missing labels or cards.

Hold requests are processed properly. Loan periods Loan periods establish the amount of time that a patron can borrow an item. The length of a loan period can have a big impact on staff workload and patron satisfaction with a library. If loan periods are too short, there will probably be a lot of overdues and staff will be frustrated by the burden of processing them.

The length of a loan period depends on a number of factors: 1. Type of library Most public libraries have a loan period from between two and four weeks.

School libraries usually have a one or two week loan period. Academic and special libraries may permit longer loan periods for staff because whwt material is pibrary being used for work-related matters e.

Size of the collection A small collection typically means a shorter loan period so that more people can use the materials. Another example would be periodicals in an academic how to buy ea sports season ticket. These usually are high demand items and lengthy loan periods will frustrate others who may need to consult a particular volume of a research journal.

Purpose of lending materials If materials are being loaned for extensive research, longer loan periods may be necessary. Materials being loaned for recreational use, probably should have shorter loan periods. Clientele served Libraries serve a variety of clientele.

A special library located in a workplace may i to lend materials on a longer basis because the materials can be easily tracked down within the building. Public libraries may choose to have four week loan periods in recognition that their patrons do not live close to the library and only visit once a month. Type of materials Some materials are more fragile and require special treatment. For example, magazines, compact disks what is circulation section in library videotapes may circulate on shorter loan periods.

Other materials such as dictionaries, atlases, and handbooks circulatioon various types may not circulate at all because they are consulted by librarians and patrons on a regular basis. Circulating such reference materials will mean that they are not available when needed.

As well, if materials are whqt and need to be preserved e. It is often easiest circulatino have a single loan period for all items to provide for consistency in procedures. Other possibilities include: 1. The what are some similes and metaphors method may be useful in a smaller library with limited staff because it is easier to keep track of overdues, date s tamps change only one a week, and patrons will get used to everything being due at the same day each week.

Loan periods are a matter of policy. There should always be some flexibility within the process so that the policy does not need to be changed for exceptions. The length of loan periods should be made very clear to patrons and any exceptions carefully noted. Renewals Renewals are one way of giving some flexibility in loan periods.

As with establishing policies on length of wyat, policies must be set regarding renewals. Some of the issues to be resolved are:. In general, most libraries set limits on the number of renewals two or three and do not allow books to circulatino renewed more than three or four days in advance of the due date.

Overdue items usually cannot be renewed without paying the appropriate fine. With automated systems, patrons may be able to renew items on their own. The user will be forced to talk to library staff about the overdues so that the block can be removed. Reserves Reserve collections are usually found in most school and academic libraries. They address the problem of what to do when a group of students all need to consult materials for a class within a limited period of time for an assignment.

Regular loan periods would mean that students would be frustrated because the material would always be circulating and library staff would be annoyed because students would be demanding holds or recalls on material. Both the access and the loan period are usually restricted in a reserve collection. The area where reserve materials are kept are closed to patrons. Staff members retrieve the items at the request of the user. In a school or academic library, the responsibility for placing titles on reserve fall on the instructors.

Zection fill out forms indicating the title, author, and call number of each title they want placed on reserve. The library staff will need to know: how long the material should be kept on reserve; the loan period 2 hours, 2 days, 1 week ; whether the material can leave the library, wuat who can use the material. Policies regarding access to reserve collections are changing in some libraries. For example, the University of British Columbia libraries has an open stack reserve area. The reserve area is secure and students cannot leave the area with materials.

Additional shelvers are required in the reserve area to keep it organized. However, less staff time is spent on retrieving materials.

Another option that larger university libraries are exploring is electronic reserves. Instead of storing the physical item on a shelf in the reserve area, an electronic copy is stored on a computer. Students can access the reserve item and print a copy as needed for their own reference. One libraey the biggest problems is resolving copyright issues. Usually titles should be placed on reserve well in advance of the class they are intended for because it takes time to process the material and it might be necessary to recall material to place it on reserve.

However, in some instances the library staff only becomes aware that material should be placed on reserve after three or four students come in and request the same material. Reserve materials should be easily identified so that they are not accidentally returned to the main circulating collection. Easy methods of identification include applying stickers to book cards, pockets, or spines. As well, patrons librarg the library should be able to determine that materials are on reserve. In an automated circulation system this can be indicated as part of the circulation status of an item e.

In a manual system, card catalogues can be marked with dots, stars, or paperclips. Alternatively, lists of reserve materials can be posted. Recalls and holds Library materials are usually either on the shelves or circulating. Recalls and holds are services offered to patrons so that they can obtain materials that are checked out to another user.

In the case of recalls, patrons are sent a notification requesting the return of material for another user prior to the date it is due. If the patron does not respond to the recall notice, they may be subject to fines. A hold learn how to be a web designer call a reservation puts a patron on secgion waiting list for a particular item. The person who currently has the item is circulatoin to keep the material for the full loan period.

Patrons who have placed holds are notified that the item is waiting for them in the library. Notification may be by postcard, e-mail, phone, or bulletin boards. If that patron does not borrow the recall or hold item within a certain time period e. Materials in heavy demand will place a strain on the recall or hold service. In public libraries, bestsellers may have lengthy hold lists. It can be a public relations nightmare how did the south react to slave revolts the waiting period is too long.

Public libraries may respond by purchasing multiple copies of a best sellers and limiting loan periods. Academic and special libraries can attempt to overcome demand by placing materials on reserve. Searches What happens when a patron is looking for an item that is apparently not in its proper location on the shelf and according to circulation records not checked out? Later when it may be what is circulation section in library busy or, at a certain time each day, staff will search for the missing item s.

The process of sending notifications is easier with an automated system. As well, an automated system can readily be set up to block patrons from borrowing additional items until they have returned the overdue items and paid fines.

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Dec 18,  · As well, patrons using the library should be able to determine that materials are on reserve. In an automated circulation system this can be indicated as part of the circulation status of an item (e.g. charged to reserve). In a manual system, card catalogues can be . Nov 01,  · Sections of the Library Kathleen Reis September 2. This is the Circulation Desk. This is where you check out and return books.

Components of an ideal circulation system Although by a general shift had occurred in the philosophy of the library as a place to conserve and preserve materials to a place that emphasized access to information and service to the public, librarians had not abandoned the need to control and regulate materials.

In the quest to keep accurate records of library materials e. Many of these systems have focused on four objectives:. Storage of automated circulation records Circulation systems can be designed in one of two ways: 1.

Records are added and deleted constantly. As books are circulated, their titles and call numbers or other identification codes are entered in the system, and as they are returned, their records are deleted.

Not much computer disk space is required to store circulation records. Those familiar with database software, such as Microsoft Access, could create a simple circulation system using the absences reporting method. The database would not be a substitute for a card catalogue but would provide basic information on circulating items.

The full database method involves the entire collection. Typically, the full cataloguing record for every item in the library is input into the database. Instead of adding and deleting records continually, records are permanently retained in the database and coded as they are checked out or in.

A whole database system requires more computer space because records for the whole collection are included. Systems that include full cataloguing records will typically also permit users to access this information. Circulation functions would only be one part of a larger integrated automated system. Besides circulation and the OPAC, most integrated online systems also includes acquisitions, serials and cataloguing modules. This is the most frequently used scheme in libraries.

The rectangle of lines and spaces translates into 14 digits which are displayed below the barcode. The first digit is used to identify whether the barcode is for a patron or for an item. Digits identify the instituition. Digits represent patron or item information. The final digit is an error checking digit. Code 39 The rectangle of lines and spaces translates into 10 digits.

The next 2 digits identify the library. The last 7 digits are a unique code which represents either a patron or an item. In addition to the numbers, barcodes also have small stop and start characters embedded into them. These characters inform the barcode reader that the beginning or the end of the barcode has been scanned. They also allow barcodes to be read from either direction i. Charging routines involve: 1.

This step is very important because it links the patron information file to the item information file. Stamping due-date on a slip placed in book or printing a transaction slip with items and due dates. Discharging routines involve: 1. Running the pen or wand run across the item barcode label. This breaks the patron-item link and updates all appropriate files such as fine records, recalls, etc. Removing due-date slips and reshelving the item. Online inquiries Most online systems will permit you to do two types of inquiries: 1 item inquiry, 2 patron inquiry.

With an item inquiry, it should be possible to search the item by title, author, or barcode label and answer the following questions: 1. Is the item on file? Does the item circulate? Does it circulate to this patron type?

Is the item available at this branch? How many copies are there of this item? Is the item charged out? If so, what is the due date? Is the item on hold? If so, what kind of hold? Which patron is next in line? Is the item overdue?

If so, has it been recalled? Is the item missing, withdrawn, on order, in process, or claimed returned by the patron? It should be possible to search for patron information by name or bar code label. This information should display on screen with a list of all items currently charged, fines, payments, and any messages.

Due to a concern for ensuing patron privacy most circulation systems do not keep records of all items which have ever been borrowed by a patron. Reasons for patrons block should be evident e. As well, it should be a relatively easy matter to register a new patron including name, address, and borrower privileges. Notices and reports The system usually also permits various types of circulation notices to be generated including: overdues, recalls and holds. As well, the system should be able to produce reports on demand by: categories of items, patrons, call numbers and items added or withdrawn; by check-out date; by number of titles and copies owned by a branch; by copies currently missing or overdue; by list of titles with cumulative circulation per copy; by total number of patrons; by number of new patrons; by number of patrons registered by status, age, geographical location; and number of transactions by patron category, age, or residential location.

Vendors of automated systems Although various automated circulation systems would have many similar features, they will vary in appearance and performance. Many vendors have homepages on the Internet where you can find out about the features of various systems that are available. Additional references Cohn, John M.

Planning for automation: a how-to-do-it manual for librarians. Fouty, Kathleen G. Implementing an automated circulation system: a how-to-do-it manual. Morris, Anne and Dyer, Hilary. Human aspects of library automation. Brookfield, VT : Gower, Automation Vendors. More than you ever wanted to know about barcodes. Includes specifications for various types of barcodes. The inclusion of this material is not an endorsement of any of these products and is merely provided to you for referral and to give you a feel for the differences that exist between various systems.

Hi Rach, I have read through work on automating the circulation function of the library. I am writing a special paper on "automating the academic library to enhance service delivery" and your work will serve as a useful resource.

Evans from Accra, Ghana. Post a Comment. Wednesday, December 10, Introduction to circulation and types of circulation systems.

In a medium to large-sized library, the circulation desk is a hub of activity with people asking many questions and bringing up armloads of library materials. In fact, from the viewpoint of many library users, the circulation desk is the library.

All of these procedures tend to lead to certain stereotypes about the library and library personnel. In fact, many people think librarians spend all day checking out books and putting them away.

These public perceptions point to the two important roles of library circulation services: Control and regulation of access to library materials Service and public relations.

Control and regulation of materials In any size or type of library public, school, academic, or special , the circulation department provides the library user with the means of utilizing materials housed in the library.

The basic purpose of circulation is the control and regulation of library materials. We have come to assume that the use of library materials outside the library as standard operating procedure for most types of libraries. However the concept of freely circulating materials is an idea that only developed in the late s as public libraries became recognized as places that could stimulate improvements in society by helping users to learn on their own. Prior to , the role of control of library materials was emphasized over use, service, or public relations.

For example, a typical Victorian-age free library in Canada might include a grilled-in book stack room from which users requested library staff to retrieve materials that were then read under supervision in a secure reading room within the library. Children under 16 were less fortunate; generally, they w ere completely denied access to library materials. These restrictions reflected a centuries long tradition of libraries as places to preserve and guard knowledge.

Historically the use of books was restricted because they were very expensive and few people mostly rich men were literate. Library personnel were regarded as custodians of materials.

Strict control on the circulation of materials was felt to be necessary because they were difficult and costly to replace. Take a moment to reflect on the types of policies and procedures that might be in place in a Victorian-age Canadian public library.

How would it be different from managing a collection that had book stacks that were open to the public and that could be borrowed and used outside the library? Service and public relations The change from excessive conservation and protection to increased concern for public service mirrors the changing societal concept of libraries as places providing free and fair access to information for citizens.

Academic libraries eventually followed this trend and established less restrictive circulation policies for students.

With a greater emphasis on the needs of children, school libraries became much more common place. A consequence of more liberal access to materials was that keeping track of the materials became much more difficult. Materials might be circulating outside the library, lost, or stolen. Individual users would be interested where a book might be and when they might expect to be able to read it.

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