Processing Conversion on the Fly (COF) Items
Processing of COFs consists of creating a temporary record for an item in order to sign it out to the patron. This procedure is done by a specific Circulation staff member.
When the item is returned, it is forwarded to the Cataloguing staff member who will delete the temporary record, and input a full MARC record for the item.
COF items are loaned to patrons for three weeks only, regardless of the patron's status.
When the item is returned, it is forwarded to the Cataloguing staff member who will delete the temporary record, and input a full MARC record for the item.
COF items are loaned to patrons for three weeks only, regardless of the patron's status.
Procedure
First, you must retrieve the Shelf List card for the book from the cabinet in the Cataloguing area. If no card is found (only the older books have them), proceed to create a COF record from the information on the Blue slip.
On the Aleph Circulation screen, click on the 'Catalog Record and Create Item' icon located at the top right corner of the screen:
This will open a 'Choose Bibliographic library' box.
A 'Catalog Record and Create Item' box opens.
The default settings to be entered are:
By clicking the 'Save Def.' button, these defaults can be saved on a Circulation Office computer (but not at the Circulation desk), so that for future entries only the 'Call Number Type', the 'Call Number', and the 'Barcode' need be entered.
This box has two tabs:
On the Aleph Circulation screen, click on the 'Catalog Record and Create Item' icon located at the top right corner of the screen:
This will open a 'Choose Bibliographic library' box.
- NOV01 is the default; click OK to select it.
A 'Catalog Record and Create Item' box opens.
The default settings to be entered are:
- Material type: BOOK
- Sublibrary: SMU
- Collection: SMUG
- Item Status: 25
- Call Number Type: 0
By clicking the 'Save Def.' button, these defaults can be saved on a Circulation Office computer (but not at the Circulation desk), so that for future entries only the 'Call Number Type', the 'Call Number', and the 'Barcode' need be entered.
This box has two tabs:
- In tab one, 'Document Information', enter the title of the book in all capitals. Leave the author field blank.
- Click on the second tab 'Item Information', and fill in the fields as shown below:
- When finished click OK (if any mandatory field has been left blank an error message will be displayed).
- A confirmation box will pop up; click OK.
The new record will now display in the Item tab.
- Click on the Barcode to copy it to the clipboard.
- Go to the Checkout tab, type in the patron's barcode (or ID #) from the COF slip, to retrieve the patron's record.
- Paste (or type) the Item barcode in the item field, and press Enter.
- The item will now be checked out to the patron.
If the Due Date is longer than three weeks (if the patron is a Graduate student, Faculty member, or Thesis Undergraduate student) click the 'Change Date' button to the right of the screen, and change the Due Date to the date corresponding to a three-week loan.
Now that the item is signed out to the patron, you must place a Hold on it. This way, when the item is returned, it will be forwarded to the Cataloguing department to complete the process.
To place a Hold on the item:
- Display the item record by clicking on the Item tab from the checkout screen.
- Click on the 'Hold Request' button.
- Enter the COF Patron ID number/barcode in the box that opens.
- Click OK (A COF Hold patron record must be setup to process Holds on COF items).
- A 'Create Hold Request' box opens.
- In tab two, make sure the 'Only Selected Item' box is selected, ensuring that no other copy of the title fills the Hold request.
- Click OK to confirm the Hold request.
When the patron returns the item, it will be processed by the Holds staff member and given to the COF staff member as a Hold item. The staff member processing COF items will then:
Back to Circulation procedures
- Delete the Hold.
- Retrieve the blue COF slip.
- Detach the Shelf-list card (if there is one) and place it in the book.
- Place the book on the 'From Circulation' cart in the Cataloguing area for processing.
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