Start of The Year Checklist

 Some of these items may have been completed at the end of the previous year. Check all if you are new to the school or unsure if they were completed.

  1. Generate the Calendar B2/F1 (Maintain Calendar); <G>enerate the calendar for the current year. You can generate more than one year ahead.
    • Also in B2/F1, put in the holiday dates using <H>olidays from the option bar. Don't forget to also include Staff Development Days, Carnivals, Long weekends as holidays as there is generally no borrowing/returns on those days.
  2. Check the Resource Loan Categories (B2/D1). Do they still meet your needs? Make changes if required.
  3. Check the Borrower Loan Categories (B2/D2). Change the master due date for each category of borrower. Select (curser opposite) each borrower category then choose <L>oans from the option bar. Does the length of borrowing time still apply? If not change it. You may also type 00 (zero) in the number of days & this will allow you to type a specific date in the date field.
  4. Check the stocktake initialisations (B2/H1). Any locations not been finalised should be completed ASAP; and before any new resources are added.

Towards the end of the first week:-

  1. Refresh students/staff (B4/R3 & R4) when the office has completed the entry of new & amended details. Check that the system parameter (B1/C1/<C>irculation - Student/Staff Module available? is set to Yes).
    • You may have to do the refresh of students 3-4 times in Term 1 as things settle out, classes get re-shuffled etc..
  2. Make new borrower cards (B4/C1)
  3. Set the borrower limits for students/staff (B2/I2). The maximum number you may enter is 999.
  4. Reset the borrower usage (B4/I4). You may wish to also reset the resource usage (B4/I2). Be aware that this action will zero the number of times an item has been borrowed. You may not wish to do this if you want to use this report as a guide for culling items which are never/rarely borrowed.
  5. Purge the loan history (B2/R1). You are required to enter a date. Determine the reason why you wish to record Loan History:-
    • For keeping a history of who has borrowed (eg. where a book may have been defaced) I recommend you retain last term's loan history. I suggest you purge to 01/10/(previous year)
    • For keeping a history of what each student has borrowed; purge to the start of the calendar year (01/01/current year)
  6. Check all the System Parameters (B1/C1).
  7. Check operators (L3/D1) & remove those no longer required. Leave the system operators in. Check security levels & revise if needed.
  8. Deal with the Outstanding loans from previous year:
    • Print the Loans by return date report (B2/M4). Choose the date 31/12/current year or 28/01/next year. This gives you a complete list of all outstanding items.
    • If you think that there are items on this list that will never come back (eg. class loan items/readers etc attached to teachers) then you will need to manually return them in B2/E2. Don't throw the print-out away.
    • Do a B4/N4 Weekly Housekeeping to lock in the status of these items.
    • Each of the items returned in B2/E2 from the Loans by Return Date report - needs to have <M>issing placed into the status field of the bibliographic record. Go to B1/D1 General Resources; <F>ind by <B>arcode or <T>itle; <C>opies; then <E>dit the status field, changing the <C> to <M>issing & insert the date that it was due back as the missing date; Put an appropriate comment in the Comment field. Progressively work through the report until complete.
    • Do a B4/N4 Weekly Housekeeping