Library Services Student Assistant Guide

Below are step by step instructions on how to create “item-on-fly”.

**Note – this can only be done by a supervisor or librarian, students don’t have the necessary authorization.

1. Try scanning the barcode once more. Sometimes the barcode scanner just simply misread the barcode
   1. If the same box pops up again, continue with the below steps
2. Close “item-on-fly” box
3. Go to Search/Holds
   1. In the index field select “call number” and search by the item's call number
      1. If a record pulls up, check the item’s record to see if there’s a barcode number listed
         1. If there is a barcode number listed
            1. Close out of record and proceed with step 4
         2. If there is no barcode number listed
            1. This means that the book does have a record but the barcode was never attached
            2. Click “insert,” select barcode and enter the item's barcode number
            3. Check out item like normal to patron
      2. If no record pulls up, proceed with step 4
4. Go back to Check Out (Circulation Desk)
   1. Bring up patron’s account
   2. Scan items barcode number in the "key or scan item or patron barcode" field
      1. ​This will bring up the "item-on-the fly" box again
   3. Click “new”
      1. Click on "bibliographic default" and hit "select"
         1. ISBN/ISSN
            1. Don't enter anything and click "next"
         2. Author
            1. Enter author's name and click next
         3. Title
            1. Enter title of item and click next
         4. Publisher
            1. Don't enter anything and click "next"
         5. Edition
            1. Don't enter anything and click "next"
         6. Series
            1. Don't enter anything and click "next"
         7. Subject
            1. Don't enter anything and click "next"
         8. Click on "_i:item default" and hit "select"
            1. Icode1
               1. enter 0 and click next
            2. Copy #
               1. Enter copy number and click next
            3. I type
               1. Enter item type and click next
               2. if you are not sure of item type, double click in the white box which will pull up a full listing to choose from
            4. Location
               1. Enter item's location and click next
               2. If you are unsure of the item type, double click in the white box which will pull up a full listing to choose from
            5. Call number
               1. Enter item's call number and click next
            6. Volume number
               1. If item has a volume number enter the volume number and click next
               2. If the item does NOT have a volume number leave it blank and click next
   4. Click “insert”
      1. Select “message” (not a “note”!) and enter a message stating “Record created on the fly. Give to cataloging once returned to properly catalog. MM/DD/YY initials” and click OK
   5. Click "save"
5. Item should now check out to patron with an appropriate due date

When checking out an item, if after scanning its barcode, a box pops up labeled “item-on-fly”, this generally means that the item does not have a record in the system. One will need to be created in order for it to be checked out.

An “item-on-fly” can only be created by a supervisor or librarian. If one is available, please call them out to help and direct them to the below instructions. If neither a supervisor nor librarian is available, let the patron know that they can’t check out the item until a record is created. They will be informed once this is done and at that time they can check out the item Take down the patron’s name and leave it with a note for a supervisor/librarian explaining the problem and set on the desk in the supervisor office.

For Connect NY items please see the Special Check-Out Rules box located on the Check-Out page.