Patron Service

  • 5/20/2021 KLAS Users' Roundtable: DoD Tips & Tricks for Serving Patrons

    Sam Lundberg moderates the 5/20/21 KLAS Users' Roundtable.

    Below is the recording and chat transcript for our KLAS Users' Roundtable: Duplication on Demand Tips & Tricks for Serving Patrons that was held on Thursday, May 20, 2021. (57:24 Run Time)

    Chat Transcript

  • Duplication on Demand: What works best for you?

    Duplication on Demand: What works best for you?

    Many KLAS libraries are already wrestling with (or soon will be) the challenges of reduced space to house their collections and / or less circulation and support staff. With these issues and other in mind, we designed KLAS' Patron Centric Cartridge functionality to provide library staff with the ability to quickly select and reproduce a specific set of books onto a cartridge for a specific patron.

    While this works well for many libraries, we know this is not the best option for ALL organizations.

    In our discussions at Keystone, we have identified at least three different duplication on-demand workflow scenarios including two patron-centric and one title-centric:

    1. A single cartridge tied to a single patron which is reloaded with books for that patron each time it is returned.
    2. Cartridges that are loaded with titles based on a single patron's preferences but are not tied to one in particular. Rather, whichever cartridge is available at the time is loaded with the patron's books.
    3. Cartridges loaded according to inventory (Examples: The Harry Potter Series, Nonfiction titles added in the last 30 days, 1 year of Southern Living)

    Some questions we have as we prepare to move forward with providing additional duplication-on-demand functionality within KLAS are:

    1. Do any of these options appeal to your organization and how it operates more than another?
    2. What considerations do you think need to be made for each?
    3. What specific challenges and / or benefits do you think you may see from operating under each?

    Please share your answers / thoughts / feedback on the "Duplication on Demand: What works best for you?" klausers.com discussion forum thread.

  • Order up!

    Order up!

    I have another 7.7 preview for you today!

    As part of our continuing efforts to support the high-volume duplication service model, we have been working on another new tab for the Patron Module: the Orders tab.

    Right now, both the cartridge itself and each of the titles loaded on it are listed individually on the Items tab, and it can be difficult to tell which titles were on which cartridge, or to tell which were pre-existing cartridges vs which were duplicated for the patron. Well, in KLAS version 7.7 and onwards, they will continue to be listed there, allowing you to continue using the tab you are already familiar with to quickly check whether a patron has had a certain title, what was the last thing sent, and so on.

    However, when you need more detailed information or to see which titles were on which cartridge... now, you'll have the Orders tab.

    For right now, this is a Read-Only tab, meaning that nothing can be changed or modified from this screen. However, you will be able to browse each duplication order sent to that patron in the top browse, and view all of the Titles from a specific order (and only the Titles from that order) in the bottom browse.

    Using this tab, you'll be able to easily answer patron questions like "I accidentally sent the wrong one back! What was on the last cartridge you sent me?" or "Oh, what was that book I read right after the new Nora Roberts? It was the last one on the cartridge and I forgot to write the name down..." and even "Why did you send me that awful book?"

    Here's a preview of what it looks like right now:


    And there's more! While we think this will be a useful starting point, we have more development planned for the Orders tab, including:

    More filtering options - such as Circ Status (Assigned, Out, Returned), date sent, and date returned

    Functions - such as resend order (great for those "I didn't mean to send that one back!" patrons)

    So what do you think? Is there something you'd like to find on this tab that isn't there yet? Any functions you want us to build in? Let us know!

  • Patron Holds

    Welcome to the Key Notes blog, where we will be bringing you weekly posts on conference planning, happenings at Keystone, or how better to put KLAS to work for you!

    We’re kicking things off with a discussion on putting patrons “On Hold.” KLAS offers a number of different ways to halt or pause service to a patron, including:

    • Main Status types
    • Media Status types
    • Blocks

    Each of these options works a little differently, offers different benefits, and may work better for some situations than for others. Bear in mind—NONE of these will affect a patron’s BARD account, as there is currently no direct communication between KLAS and the NLS BARD servers.

    Are there situations where you like to use one method over another?
    How do you like to document the reasons or end dates for patron holds?
    Do you have questions or need some help navigating the best workflow for a particular situation?

    Review your options below, then visit the Patron Holds forum thread and join the discussion!

    Options for putting patrons "On Hold"

    Each library or system will develop their own standard procedures. This information is only intended to help you understand your options and to suggest possibilities.

    1. Patron Main Status:

    Change this status to ensure that nothing goes out to a patron until / unless the status is changed back to ACTIVE, and to facilitate the process of removing inactive records after a reasonable period.

    • The lifecycle of a patron record should generally be:
    • INACTIVE should not be used for the Patron Main Status.
    • Once a patron is marked WITHDRAWN, all materials checked out to the patron are marked Lost (including equipment).

    2. Patron Profile and Media Status:

    Change one or more Patron Media Status to stop materials in that medium from going out to the patron, and / or update the Cir Status and Dir Status to stop magazines in that medium.

    • Set the desired media to INACTIVE to block materials from being sent. The status can be set back to ACTIVE at any time to resume service.
    • Dir Status is the status for Direct Magazines—magazines circulated by NLS directly to patrons. Update the subscriptions for these magazines from the Subscriptions tab so information can be sent through PIMMS.
    • Cir Status is the status for Circulating Magazines. Update the status here to block magazines circulated by your library.
    • Other profile adjustments can be made to the NSCutoff, Next Serve Date, or ServeCode, depending on the exact results you want.

    3. Blocks:

    Create a block to stop both books and circulating magazines from being sent from your library. Set an expiration date to make the block temporary without needing to go back and manually reverse changes to a patron’s account.

    • Is not communicated to NLS and does not affect Direct Magazines.
    • Some libraries allow new types of blocks to be created directly in the tab, or you can create a standard “Hold” block type to be used as-needed.

    Read this “QuickTip” Tutorial for more information and instructions for each option:

    Please be sure to login to download content. Thanks

Join the discussion in the Patron Holds forum thread!

  • Why Enter Has-Hads?

    For KLAS-to-KLAS patron transfers, a patron’s reading history (HasHads or HHs) automatically transfer with the rest of the record. Thanks to PIMMS, more and more libraries will be able to automatically transfer records, even if one of the libraries uses WebReads or another system. Eventually, even BARD HHs will be automatically imported into the system right away.

    In the meantime, however, at least some out-of-system patron transfers will come with a paper or .pdf list of HHs to enter manually, and BARD HHs are only created when the BARD Circulation Stats are manually uploaded. So: should you spend valuable staff time adding these HHs?

    Here’s some information to help you make that choice:

    How to do it

    For transfer patrons: In the Patron Module, open the patron record in question, then press Alt + H on your keyboard or use the menu to select Functions > Items > Add Has Had.

    In the Add Has Had window, you will be able to enter KLAS IDs exactly as you do in Quick Requests.

    For BARD downloads: Use the Administration page in BARD to download the statistics for your branch for each month. You will need to save the .cscv files; do not open them, as this will re-format the information and keep it from loading properly.

    In the Patron Module, use the menu to select Tools > Load BARD Circs. Browse to find the saved stats file, and either Load Now or select Load via Batch Manager. Depending on the size of the file, it may take a while to load.

    For help addressing BARD load errors, once the batch has loaded, use Export – Load Errors and save the file. Send it to Ks7 and we will help you identify patron errors and load missing catalog records.

    What does it affect?

    Nightly Autoselect: For most libraries, the Nightly processes are set up not to re-send HasHads based on author or subject. Generally, your patrons should only receive books they have had before if they specifically request them.

    Series: If a patron requests a series, KLAS will prompt you to ask whether HHs in that series should be sent again or if they patron wants to pick up right where they’ve left off previously. If the HHs are on file, it puts this choice right in the patron’s hands (or in the hands of the contact person or RA helping them). If they were never added, the patron will receive “repeat” books whether they wanted them or not.

    Book Search: When RAs use Book Search, the results page lists any exclusions the patron has against that title, including HHs. Again, having this information on-screen empowers your RAs and your Patrons.

    Request List: If a patron downloads a title from BARD after it was added to their request list, KLAS will automatically remove the request or reserve. This is great for patrons who request a book, then change their minds and download it instead, or for patron who have a series preference, but download the latest book before your library gets a hardcopy.

    The Bottom Line

    HasHads are an important part of the Patron record and having an accurate history for a patron improves service.

    It does take time to enter this information, especially if you are far behind on your BARD stats or if a patron comes in with an extensive reading history. That said, having full and accurate HasHad records improves automatic picks, provides valuable information to your RAs, and helps answer patron questions (What was that book I read three years ago? I think the love interest was a doctor. . . )

    So, chime in: Do you enter all of your HasHads? What about just recent HasHads, that are otherwise more likely to be assigned by Nightly?
    Has leaving them off ever caused trouble for you?

    Head over to the Entering HasHads forum thread and let us know!

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    Keystone Systems, Inc.
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    Raleigh, NC 27612