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7.7. Item Status
Last Updated 05/14/2024
Item Status Screen
The Item Status screen is very useful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc.
As is true with many actions in Evergreen, there are multiple ways to navigate to the Item Status screen. One way for staff to see the Item Status for a particular item is to click on the View link underneath the barcode in the Item Table in the bibliographic record.
Navigating from Search menu
- To check the status of an item, select Search → Search for copies by Barcode from the portal home page or use the keyboard shortcut (F5).
- Scan the barcode for your item or type it and click Submit. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.
- Choose File allows you to load multiple items saved in a csv file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contains no more than 100 items.
- Click the Detail View toggle button and the item summary and circulation history will be displayed.
- If the item’s status is Available, the displayed due date refers to the previous circulation’s due date.
- Click List View to toggle back to the list.
Viewing past circulations
Click on the Recent Circ History tab to see the two most recent circulations displayed.
You can also select the Circ History List tab to see more circulation history. The number of items that displays in the Circ History List can be set in the Local Administration interface, under Library Settings Editor.
To retrieve the patron(s) of the last circulations, click on the name of the patron. The patron record will be displayed.
Note: You can also navigate to the Item Status screen from the patron’s Items Out screen and from the Check In screen.
Marking Items Damaged or Missing and Other Functions
- To mark items Damaged or Missing, retrieve the item on the Item Status screen.
- Select the item. Click on Actions → Mark Item Damaged or Mark Item Missing. An item should only be marked Damaged if it is being permanently removed from the collection.
- Depending on your library’s policy, when marking an item Damaged, bills (cost and/or processing fee) may be inserted into the last borrower’s account.
Note: If items will remain in the collection, they should not be marked Damaged, but staff can apply a temporary status of Repair. (See Editing Call Number and Item Records section)
Following the above procedure, you can also check in and renew items by using the Check in Items, Renew Items, or Cancel Transit on the dropdown menu.
Item alerts
Item Alerts can be applied to items when a popup message may be beneficial to alert staff to information or actions they should take. Libraries may use these alerts to notify staff of the number of discs for an audiovisual item, for example. Temporary alerts can be added at checkout to let staff know to give the item to a cataloger or other staff person to repair damage (such as to tape a page or replace call number label) once the item is returned.
Staff can find the buttons to add or manage Item Alerts at the bottom of the far left column on the Item Status screen. Staff can also make these changes in the Holdings Editor screen (see the Editing or Weeding Items page).
Click on Add to apply new alerts or Manage to edit existing alerts.
Most alerts will be applied to Normal checkin and Normal checkout, but there are other options under Type. If an alert is intended to be temporary, check the Temporary box. Checking the Clear? box will remove the alert.
Alerts will display based on Type, for example at checkin, and Temporary alerts can be resolved by clicking on the Clear button.