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