Library Services Student Assistant Guide

• Sign into Sierra
• Select CHECK OUT (Circulation desk) from the FUNCTION drop-down menu on the right side of the window
• Scan patron’s barcode number in the “Key or Scan Patron Barcode” box located on the left side of the window
  • Patron’s record will pull up
• While in the “Check Out” window, scan the barcode for all items
  • For DVD’s make sure to open the case to verify the correct DVD is there and that all DVD’s are accounted for
• Desensitize materials (Do not desensitize any materials that are not supposed to leave the Library. Ex: reserves, tests, models, reference books, as well as other items should not be desensitized.)
• Once all items have been checked out, ask the patron if they would like the date due slip emailed to them or if they would like a printed version, or both email receipt to patron.
  • NOTE - As of Fall 2020 we are no longer provding print receipts
• When done, click CLOSE button to close the patron record

CNY (Connect NY)

• These items must be checked out and desensitized like normal books.
• There is a sticker on the cover and a pull slip on the inside cover.

• After opening the patron's account in Sierra, type b and scan the barcode, which is located on the white pull slip. The pull slip will be inside the book, taped to the inside cover or title page.
• If the scanner givers you trouble, type b, followed by the ILL number which is below the pull slip barcode, followed by reshr (short for ReShare).
• For example: bNSYL-48reshr
• Write in the due date that appears in Sierra, on the due date line of the sticker on the front of the book. 

ILL (Interlibrary Loan)

• These items, with green book bands, do NOT get checked out in our system. (Remember: green means go!)

• Check patron’s ID to verify they are indeed the person who the item was ordered for

• Let patron know the due date (it will be listed on the paper attached to the cover of the item), desensitize and give item to patron

Reserve Items

• Reserve items can only be checked out to students/faculty or staff (aka. no special patrons)
• These items can be checked out to patrons for 2 or 3 hours, depending on the material
• Materials are for in-library use only and thus should NOT be desensitized
• When checking out to a patron, let them know when the item is due back and that they can use the item in the library only
  • This is important because the patron may not realize they can’t leave the library with it

• Pop up messages when patron account is pulled up
  • When patron's account is pulled up, a pop up message may sometimes appear
  • The most common pop up messages are listed below
    • Patron owes Fines & Fees. Send Patron to Bursar
      • This message means that the patron had a billed item on their account and the replacement costs for that item has been sent to the bursar’s office for collection
      • The replacement cost will no longer show on their library record and can only be paid though the bursar’s office
      • Patron is NOT blocked from checking out materials
    • 1 held item(s) held ready for pickup
      • This message means the patron had an item available for them to pick up on the hold shelf
        • This could either be a ConnectNY item or one of our books
        • Items on that shelf are filed by patron’s last name
      • Item can be checked out to patron following normal procedures
    • Patron owes fines & fees – Refer Patron to ConServ collection agency 1-585-421-1000
      • This note will only appear on special patron accounts
      • Patron’s fines have been sent to a collection agency
        • At this point we are no longer able to accept payment for fines, they will need to be paid directly though the collection agency
      • Patron will NOT be able to check out materials until their full balance has been paid though the collection agency
• Red highlighted tab in patron’s account
  • When a patron’s account is pulled up and any tabs are highlighted in red, an issue needs to be addressed
    • Checked-Out Items
      • This tab being highlighted means the patron currently has an overdue or billed item on their account
      • Let patron know which item is overdue and when the due date was
      • Offer to try and renew the item for patron
        • Items might not be able to be renewed if…
          • They’ve gone to billed status
            • Items can still be renewed, they’ll just need to be overridden by a supervisor or librarian
          • Patron has exceeded their renewal limit
            • Item cannot be renewed again and will need to be returned
    • Holds
      • Patron has an item on the hold shelf
      • Pull item off the hold shelf and checkout to patron
    • DCB
      • Patron has a Connect NY item on the hold shelf
      • Pull item off the hold shelf and checkout to patron
    • EXP Date
      • Patron account has expired
        • Special patron
          • See special patron application page for instructions on how to renew
        • Student
          • This would indicate that the student is not registered for classes for the current or coming semester
            • If student verifies they are not registered for classes…
              • Offer that they can sign up for a special patron card
            • If student says that they are registered for classes…
              • Refer patron to the registrar’s office
• Problems checking out items
  • Barcode not found
    • Note: If you get this note the first time you scan a barcode, try scanning it a second time since the barcode scanner could have misread
      • If item's barcode is still not found, call over a supervisor or librarian to create a temporary record (aka. item-on-fly)
      • See item-on-fly page for instructions for supervisor/librarian on how to create a temporary record
        • If no supervisor or librarian is available, then leave a note for supervisor with a description of the problem and the name of the patron who wanted to check it out
          • Leave item for supervisor and tell patron they will be contacted after material is cataloged
  • Library Use Only
    • Reference Materials & Periodicals
      • These items are for in-library use only; however, if patron would like, they can ask a librarian for special permission–this is not commonly granted
        • Librarian or supervisor will need to come to library services desk and override checkout

Sierra misreading a barcode number as a bunch of random symbols

• If Sierra misreads a barcode number and instead of displaying an actual barcode number (ex. 30431....) it displays a bunch of characters and symbols, (ex. ~#&^$@*%#%) hold down the shift key for approximately 10 seconds
• Try scanning the barcode again
• If that doesn't work, press the shift key on the left 3 times, and then the shift key on the right 3 times.
  • If Sierra is still not reading the barcode as a number, please see a supervisor

• Patrons need either a Le Moyne I.D card or special patron card to check out library materials
  • If they don’t have I.D card or special patron card, then the person must show another form of identification. The only exception to this rule would be if it’s over the phone
    • Acceptable forms of identification are listed below
      • Driver License or Non-Drivers License
      • Passport
      • Social Security Card
      • Other forms of official I.D
    • To search for a patron by name you can…
      • Enter a lowercase n in the “Key or Scan Patron Barcode Field” and then type in the patrons last then first name (ex: nSmith,Jane)
      • Or click on the search box without entering anything into the “Key or Scan Patron Barcode Field”. Then select “name” from the index drop down box and enter the patron's name (last, first) in the box and click search
    • Once the account is pulled up, a second piece of information needs to be verified like their phone number or address to confirm you have the correct account pulled up
      • This can be done by clicking the edit button on the top banner which will pull up the full patron record with address, phone numbers, etc.

Item’s due dates are determined based on the material and patron type. See the circulation policies page for more information.