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Circulation Manual

The official circulation manual for OPAL

General Circulation

Local Books

 

Check Out

 

In the Check Out (Circulation Desk) mode, scan patron barcode from their library card or type n and then the patron’s last name, first name. Note: Some libraries require patrons to present a library or identification card to check out materials or require a supervisor to authorize name checkouts.

Example: 23085555555555
Example: nAustin, Jane


When the correct patron record has loaded in the window, scan or type the book’s barcode. Books from OPAL/OhioLINK libraries will have barcodes located in different places on the book. Note: A few OPAL/OhioLINK library barcodes do not read correctly in the system. If a message displays about a scanned barcode number not being valid, type b in the barcode field and rescan the item or type in the barcode.

Example: b1994568981247

Check In

There are two options for checking in a local book: via the standard checkin module and via the patron's record.

Option 1

Choose the Check-In (No Patron) function. If necessary, choose the Backdate button and select a date from the calendar that appears. Scan the barcode of the item. Be aware of screens that pop up and follow any directions provided.

Option 2

Choose the Check Out (Circulation Desk) function and go to the patron's record by scanning their barcode or, if permitted by local rules, typing n and the patron's last name, first name.

When the patron's information loads, click on the Check In tab. If a receipt printer is needed, ensure the Print Receipt option is selected. Check-ins may also be backdated by selected the Backdate button and selecting a date from the calendar that appears.

Scan the barcode of the items that are being returned. Be aware of screens that pop up and follow any directions provided.

Due Dates

The due date for OhioLINK and OPAL books is 6 weeks from the current date. Write the due date on the OhioLINK or OPAL book band or label. The due date for local material is determined by each school. Follow local procedures.

Important: When all items are checked out, click on the Close button to exit that patron's record.

For OhioLINK items the system calculates the due date for an INN-Reach item by adding the Normal Loan Period element for the applied loan rule to the date the item is checked out to the patron. That means the calculated date on which the item is due back to the patron site can be a day on which the patron site (your library) is closed.

Check in a Book with a Hold

Often books are returned that have a hold placed for another patron.

  • If the hold is for an OPAL or OhioLINK patron: Check in the book and say “yes” to printing a transit slip. Place the slip in the book and put it in the place designated for OPAL or OhioLINK shipments.
  • If the hold is for local patron: Place the book on the Hold Shelf with the patron name on it.

Check in OPAL or OhioLINK Books

Choose the Check-In (No Patron) function and scan the barcode of the item. Note: Schools place their barcodes in different locations on the books and some barcodes require the letter b to be typed before scanning.

There will be pop up messages that will indicate that the books are to be checked in and put in transit. Click on OK to these messages. Follow local policy on printing/not printing print transit slips for these books. Once the item is checked in, place it in the location set aside for return shipments to OPAL/OhioLINK.

Renew a Book

There are two options for renewing a book.

Option 1

In the Check Out (Circulation Desk) function, scan the barcode from the patron library card or type n and then the patron’s last name, first name. Note: Some libraries require patrons to present library/identification card to check out material or require a supervisor to authorize name checkout.

When the patron's record loads, click the Checked-Out Items tab.

Place a checkmark in front of each title the patron wants to renew and click the Renew button. To renew all of the books the All box at head of the Checkmark Box Column can be clicked to select all boxes.

Pay attention to messages that pop up and check that all items have been renewed. Items with holds will not be renewed. Inform patron of any items that cannot be renewed.

Option 2

Select the Renew (No Patron) function. Scan the barcode of the items to be renewed. Note any messages about items being renewed. Items with holds on them will not renew. Inform patron of any items that cannot be renewed.

Pick Up Anywhere

Pick Up Anywhere items must be checked out through the Pickup Anywhere - Check-Out function.
These items can be identified by the lime green band and will be from OhioLINK schools.


Check Out
  • Click on the Pickup Anywhere - Check-Out function from the menu
  • Type the patron’s name in the box (do not use the n before the name)
  • The system will bring up all items requested by that patron
  • Check the box of the item(s) that are being checked out from the list at this time
  • Click on the Process button
  • Write the due date on the lime band in the appropriate spot
  • Notify the patron that with PUA all renewals must be done through their home institution.

Check In

When a book with a lime green band is returned it needs to be checked in through the Pick Up Anywhere - Return Item function.

  • Click on the Pick Up Anywhere - Return Item
  • Enter or scan the item barcode. 
    Note: Schools place their barcodes in different locations on the books and some barcodes require the letter b to be typed before scanning.
  • There will be pop up messages that will indicate that the books are to be checked in and put in transit. Click on OK to these messages. Follow local policy on printing/not printing transit slips for these books.
  • Once the item is checked in, place it in the location set aside for returns to OPAL/OhioLINK.

Insert a Virtual Barcode

Occasionally an item will arrive in cargo that will not check in when the barcode is scanned. This means that the lending institution failed to check the item out. Follow these steps to insert a virtual item barcode:

  • In the Check Out (Circulation Desk) function, open the requesting patron’s record. The patron name can be found on the Paging Slip in the front of the book.
  • When the patron’s record loads, click on the INN-Reach tab.
  • Right click on the item that needs a barcode and select the Insert Barcode option from the popup menu. This option is only available for items that have status requested or re-requested and for which the barcode element is blank.
  • Key or scan the item barcode.

Entering or scanning the barcode checks the item in and changes its status to Received. A pickup notice will be printed for the item the next time pickup notices are printed.

Visiting Patron Checkout

Not all SearchOhio institutions are included in the Choose Patron's Affiliated Institution drop down menu within Sierra's Innreach Visiting Patron function. Because there is an extra charge from Innovative to participate, only some have chosen to do so. SearchOhio's documentation lists the Visiting Patron status for a few of the member libraries, but not all.