<h2>Volunteer Help</h2> <h4>Volunteer Functions</h4> <ul type="square"> <li><a href="#signout">Signing Out a Resource</a></li> <li><a href="#signin">Marking a Resource as Returned</a></li> </ul> <h4>Librarian Functions</h4> <ul type="square"> <li><a href="#add">Adding a New Resource</a></li> <li><a href="#update">Updating an Existing Resource</a></li> <li><a href="#export">Exporting the Database</a></li> <li><a href="#delete">Deleting an Existing Resource</a></li> <li><a href="#password">Changing the Volunteer Password and Login</a></li> <li><a href="#fields">Various Field Definitions</a></li> </ul> <a name="signout"></a><h4>Signing Out a Resource</h4> <ol type="1"> <li>Search or Browse the database for the first resource to be signed out.</li> <li>Click on the <i>View</i> link to see the entire record.</li> <p><b>Not all resources can be signed-out.</b> If the <i>Status</i> of the book is “On Loan”, “On Reserve”, “Missing”, or “Restricted” you cannot sign the resource out. Each of these states is <a href="#fields">described below</a>.</p> <li>If the resource status is “On Shelf” then follow the link called <i>Check-out Resource</i>.</li> <li>Enter the Borrower's name and one piece of contact information, either telephone number or email address.</li> <li>Click on the <i>Check-out</i> button.</li> </ol> <p>A message will display if the check-out was successful. You can further verify this by following the link in the Admin box labeled <i>Returns by Name</i>. Also, remember to remind the borrower of the due date.</p> <p>To sign out multiple resources, repeat the above steps. You will have to enter the same contact information for each resource.</p> <a name="signin"></a><h4>Marking a Resource as Returned</h4> <ol type="1"> <li>Click the link called <i>Returns by Name</i> (or title, or date).</li> <li>Find the first resource to be recorded as returned and click on the <i>View</i> link to see the entire record.</li> <li>Click on the link labeled <i>Mark Resource as Returned</i>.</li> </ol> <p>A message will display if the check-in was successful. You can further verify this by following the link in the Admin box labeled <i>Returns by Name</i>. The resource should no longer appear in the list.</p> <p>To sign-in multiple resources, repeat the above steps.</p> <a name="#add"></a><h4>Adding a New Resource</h4> <ol type="1"> <li>Click the link called <i>Add New Resource</i>.</li> <li>Fill in all available information on the resource.</li> <li>Click on the <i>Add</i> button.</li> </ol> <p>See the <a href="#fields">notes below</a> on each of the fields used in the add resource page.</p> <a name="#update"></a><h4>Updating an Existing Resource</h4> <ol type="1"> <li>Search or Browse the database for the resource to be updated.</li> <li>Click on the <i>View</i> link to see the entire record.</li> <li>Click on the <i>Update Record</i> link.</li> <li>Update all available information on the resource.</li> <li>Click on the <i>Update</i> button.</li> </ol> <p>See the <a href="#fields">notes below</a> on each of the fields used in the update page.</p> <a name="#export"></a><h4>Exporting the Database</h4> <p>From time to time, it may be handy to view the database using a spreadsheet. The following steps will export the database in comma-separated values (CSV) format. <ol type="1"> <li>Click the link called <i>Export Resource Table</i> or <i>Export Loan Table</i>.</li> <li>The output will appear in a new window.</li> <li>Copy the contents of the new window and paste into a text editor and save with the extension CSV.</li> <li>Import the file in any popular spreadsheet.</li> </ol> <p>The database administrator can import the spreadsheet back into the Library database. This may be particularly useful when executing mass updates to the database records.</p> <a name="#delete"></a><h4>Deleting an Existing Resource</h4> <p>You cannot delete an existing resource from the database. This feature reduces the risk of accidental data loss. If a resource is entered in error, contact the database administrator to have the record removed.</p> <a name="#password"></a><h4>Changing the Volunteer Password and Login</h4> <p>You cannot change the volunteer password and login. Contact the database administrator to have this information updated.</p> <a name="#fields"></a><h4>Various Field Definitions</h4> <p>When entering data in the database, the following information explains the intended use for each field. <p><b>Resource Number</b></p> <p>A number assigned by the system so that each resource can be uniquely identified. This is the “Library Number” should the books be labeled on the inside cover or bar coded.</p> <p><b>Location</b></p> <p>A text field denoting the room where the resource is physically shelved. This feature allows the collection to be stored in various rooms.</p> <p>New locations can be set up by contacting the Database Administrator.</p> <p><b>Media Type</b></p> <table border> <tr> <td>Label</td> <td>Description</td> </tr> <tr> <td>Book</td> <td>Books, obviously.</td> </tr> <tr> <td>Periodical</td> <td>Magazines, Newspapers, and Newsletters.</td> </tr> <tr> <td>Video</td> <td>Motion pictures and informational videos stored as VHS or DVD.</td> </tr> <tr> <td>Music</td> <td>Audio recordings stored as cassette tapes or CDs.</td> </tr> <tr> <td>Hanging File</td> <td>Hanging files are stored filing cabinets and contain loose flyers, news clippings, informational pamphlets, and various records.</td> </tr> </table> <p>New media types can be set up by contacting the Database Administrator.</p> <p><b>Status</b></p> <table border> <tr> <td>Label</td> <td>Description</td> </tr> <tr> <td>On Shelf</td> <td>Located in the Library and available to be borrowed by the general public.</td> </tr> <tr> <td>On Loan</td> <td>Borrowed by a patron and due back within the next three weeks.</td> </tr> <tr> <td>On Reserve</td> <td>Available for use in the library by the general public, but <b>this resource is not to leave the library</b>.</td> </tr> <tr> <td>Missing</td> <td>This resource exists in the database but cannot be found in the library. This category designates books that were never returned or ones that otherwise have gone missing.</td> </tr> <tr> <td>Restricted</td> <td><b>Potentially sensitive information</b> which is <b>not available for public viewing</b>, but is catalogued for completeness.</td> </tr> </table> <p><b>Subject</b></p> <p>Subjects are assigned by the Librarian based on his or her best knowledge of the resource. Most subjects apply to only one media type. Consult a list of existing resources under that subject before assigning it to a new resource.</p> <p>New subjects can be set up by contacting the Database Administrator.</p> <p><b>Title</b></p> <p>A 100-character field used to store the resource title. Avoid abbreviations wherever possible.</p> <p><b>Author</b></p> <p>A 50-character field used to store the name(s) of the author(s) or editor(s).</p> <p><b>Year</b></p> <p>A 4-character field used to store the year of publishing/copyright.</p> <p><b>ISBN</b></p> <p>A 20-character field used to store the 10-digit ISBN number (for books), the 8-digit ISSN number (for periodicals), or the UPC for videos and other marketed goods.</p> <p><b>Comments</b></p> <p>A 50-character field used to store any pertinent information about the resource. <b>This field can be viewed by anyone visiting the site</b>.</p> <p><b>Date Acquired</b></p> <p>A 12-character field used to store the time period the resource was acquired, if known. This is a field viewable only by volunteers.</p> <p><b>Donated By</b></p> <p>A 20-character field used to store the name of the person who donated the resource, if known. This field is viewable only by volunteers.</p>