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Voyager Quick Reference & Best Practices
A guide to common Voyager circulation procedures and best I-Share (formerly ILCSO) practices
Important Note: these procedures are strictly practical instructions for operating Voyager. Other library policies and procedures come into play with each of the procedures below. This sheet does not substitute for a thorough knowledge of Library policy and procedure, but rather is a quick refresher for staff and administrators who may be called on to perform the following functions in Voyager only occasionally.
- Voyager Common Procedures
- Adding a new Patron Record, by whom?, when?
- Retrieving an Existing Patron Record, by whom?, when?
- Deactivating/Deleting Patron Records or Barcodes, by whom?, when?
- Placing Hold/Recall Requests, by K. Kilian, 7/17/03
- Checking Out, by J. Sanders, 7/26/02
- Discharging ILCSO Books, by J. Sanders, 7/26/02
- Renewals via WebVoyage, by J. Sanders, 7/26/02
- Placing Requests in WebVoyage, by J. Sanders, 7/26/02
- Voyager Universal Borrowing Procedures
- Streamlined ILLINET UB Processing procedures, by K. Kilian, 2/19/03
- Basic Call Slip/UB Processing, by K Kilian, 8/13/02
- Borrowing Check-in Procedures, by K. Kilian, 7/8/02
- Best I-Share (formerly ILCSO) Practices
- Billing Practices, by B. Kruger with notes by Kathy Kilian (171k, pdf)
- Universal Borrowing Practices, by Kathy Kilian (40k, pdf)
- ILDS Delivery Best Practices, by ILCSO Delivery Study Group (16k, pdf)
| 1. Click "Patron" button |
| 2. Right Click anywhere in patron box |
| 3. Choose "Add Patron..." |
| 4. Fill out all required information |
| 5. Press "Save" |
| TIP: Only minimal information is initially required. For faster patron service, you may wish to enter only the minimally required infomation while the patron is waiting, and complete the registration at a later time. Required fields are name, barcode/patron category, and address. |
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| 1. Click "Patron" button |
| 2. Right Click anywhere in patron box |
| 3. Choose "Search for Patron..." |
| 4. Search by name, barcode or SSN |
| TIP: Don't put in too much information. Very often the middle name is in the "first name" box and your search will fail if you put it in the middle name box. |
| TIP: Search Terms can be truncated. Usually the first few letters of the last name and first few letters of the first name will narrow the search down sufficiently. |
| TIP: Numerical searches can also be truncated. For example, working from a marginally legible note where the only clear information is the first 5 digits of the SSN number, enter those digits in a SSN search and examine resulting list for possible matches. |
| TIP: Search the University directory by NetID if all you have is an e-mail address. |
| TIP: You can reorder list by Patron Name, SSN or Institution ID by clicking on the corresponding header along the top of the list of multiple hits. |
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| - To deactivate a single barcode in the patron's record: |
| 1. Retrieve Patron Record. |
| 2. Right Click anywhere in record. |
| 3. Choose "Edit Patron..." |
| 4. Click on the barcode category you wish to deactivate below the "Barcodes <new>" header at right. |
| 5. Change status to one of the 4 inactive categories (Expired, Lost, Stolen, Other) using drop down box |
| 6. Click "Save" button. |
| TIP: You can delete a barcode rather than deactivating it, (e.g., if it was entered by mistake). Simply press the "Delete" button while the incorrect barcode is selected. However, you must exercise appropriate judgment in determining that the barcode should be deleted rather than deactivated. Confer with other staff if unsure. |
| - To deactivate an entire record: |
| 1. Use above procedure to deactivate all barcodes that have an "Active" status. |
| 2. Click on "Name" tab in upper left of edit window. |
| 3. At bottom of window, change date in "Expires" box to yesterday. |
| TIP: You can edit the date like any other text field by highlighting the date in the "Expires" box and typing the date you want it to read. You don't have to find the date you want on the drop-down calendar. |
| 4. Press "Save" button. |
| 5. Press "OK" button. |
| - To delete an entire record: |
| USE WITH CAUTION. This would be used, for example, where you just entered a new record and then discovered that a record for that patron already exists. The system will not let you delete a record if there is any activity on it, such as charged items, fines, etc. |
| 1. While displaying erroneous record, right click anywhere in box. |
| 2. Select "Edit Patron..." |
| 3. Press "Delete." |
| 4. Select "Yes" in pop-up confirmation box. |
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| 1. When placing a Hold (or Recall) request for a specific volume in Voyager you must make sure to change the default setting of title (1) to copy (A) in the Requesting box. If you don’t, all copies and volumes will have recalls or holds placed against them. See diagram below: |
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| Follow these steps to charge out a book being picked up. NOTE: if an ILCSO patron is doing on site borrowing, follow same steps to pull up the patron record. |
| 1. Circulation staff will log in at a circulation terminal (userid / password). |
| 2. Happening location is chosen and the circulation module is opened. |
| 3. Click on Charge icon. |
| 4. Ask for patron’s id (library card for checking out). |
| 5. Scan the id’s barcode or Select patron’s home library and then scan barcode. - If the patron is affiliated with UIC, scan the barcode in the Barcode box to pull up the patron’s record. - If the patron is an ILCSO/Illinet patron, circulation staff must first select the patron’s library from the drop down box provided, and then scan the barcode. - If more than one Patron Group is active, staff will choose the correct patron group. (DO NOT DELETE ANY RECORDS!) - If a Block screen appears, please read and identify block before clearing. |
| 6. Charge the item. - If the item is from UIC, just scan the barcode to charge it. - If the item is from an ILCSO library, select the library from the drop down box in the Library box. - If an item block appears, please identify the block before clearing. |
| 7. If you get an error message such as item not found, it is likely that the wrong library was picked and you should check the book to determine the owning library and retry. |
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| NOTE: All ILCSO items being returned to UIC must be discharged (except "Lost items"). They may only be discharged after selecting the item’s home library. |
| 1. Click on the Discharge icon. |
| 2. Select the item’s home library from the Library drop down box. |
| 3. Scan the item’s barcode in the Item Barcode box. - If the item block "Lost" pops up, DO NOT DISCHARGE! Cancel the discharge and refer to the Lost Book Procedures. |
| 4. A routing slip is generated. - If the item is to be placed on "Hold" put the slip inside the item and send it for delivery to its home library. (@Circ – give to DRU) |
| NOTE 1: If you get an error message such as "item not found," it is likely that the wrong library was picked and you should check the book to determine the owning library and retry. |
| NOTE 2: Books that you are unable to discharge and route will be fowarded to DRU - place note inside item such as "unable to discharge; date/initials" |
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| NOTE: Renewals will be done via WebVoyage. A shortcut icon should be created for processing renewal requests. |
| 1. Click on WebVoyage icon. |
| 2. Press "Start" |
| 3. Press the "My Account" button at the top of the screen. |
| 4. You will be asked to login. - Enter the "home ILCSO library"; this should point to patron’s home library. - Enter the patron’s library ID (9 or 14 digits); the dropdown menu allows you to enter the institutional ID. - Enter the patron’s last name. - Press LOGIN button. |
| 5. View patron’s account information; Charged Items. |
| 6. Select the item(s) requested for renewal by clicking on RENEW? column. |
| 7. Click Renew Items button. |
| 8. Once processed, Renewal Status and Due Date will be updated. |
| 9. Click EXIT to logout. |
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| 1. Search for the item in ILLINET Online. |
| 2. Bring the title details to the screen. |
| 3. After searching and finding the correct item, click REQUEST button. |
| 4. You will be asked to login using the patron’s information: - Enter the library ID number (9 or 14 digits); the drop down menu allows you to enter the Institutional ID. - Enter patron’s/user’s last name. |
| 5. Choose the Type of Request – “Request first available item”; click OK. |
| 6. Complete the request form: - Reentering the patron’s/user’s ID, - Entering multi-volume sets or serials if necessary, - Change the pickup library and location if necessary, - Submit the request. |
| 7. The screen will display a message indicating that the request was successfully placed. |
| 8. You may also verify the Request information: - Press the “My Account” button at the top of the screen, - View the patron’s account information under “Request Pending.” |
| 9. Quit when done. |
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| 1. Print off call slips and pull as usual. |
| 2. Fill (“Process”) the requests as usual. A routing slip should print stating to send the item to ILLINET Libraries. Put aside from normal call slip/UB processing, keep these routing slips with the books. |
| 3. East campus branch libraries, send the books with the routing slips to DRU for additional processing. DO NOT process further. |
| 4. DRU and LHS sites: before processing in Voyager circulation, click on “Options” and choose “Session Preferences”. Under “Printing” make sure the box for “Print Due Date Slips” is checked. |
| 5. Now proceed with a standard UB charge on the item. The “patron” barcode number has printed on the routing slip. Enter that number and charge the item to that “patron”. Discard the routing slip after the item is charged. |
| 6. Place the “Item Charged” slip with the item and prepare the item for ILDS delivery. If necessary, look for routing information on the “patron’s” “Address/Phone” tab within the stub record. |
| 7. DRU: Write each item on the ILLINET Lending Log as directed. |
| 8. DRU and LHS sites: When finished either uncheck the “Print Due Date Slips” box previously checked –OR- log off the session. |
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| 1. Once per day in the morning, print off call slips by logging on to call slip daemon program, use your Voyager sign-on and password, choose print-new requests. |
| 2. Requests are in call number order, you will need to separate out locations within your site. |
| 3. If any slips do not have a barcode or call number listed, these items are most likely in process, put aside for unfilled processing. |
| 4. Retrieve requests. |
| 5. When all items have been retrieved, double-check to make sure that the barcode in the book matches the barcode on the sheet. |
| 6. If the barcode does not match, check to make sure all the other information is correct (call number, title, copy number); if it is correct, if it is you will need to correct the barcode. If only the copy is different, in the call slip daemon go to the edit menu and choose Link Item to Request, then fill in the box with the barcode on the copy pulled. This brings up a box with |
| 7. For items not found in the stacks, in the circulation module update the item status to missing. |
| 8. For items not found or those that cannot be filled due to another reason, process in call slip module (daemon) as unfilled using the correct reason. Patron's request list will be updated automatically to show that the request was not filled by UIC. Requests will promote to another available ILCSO library, if available. If a request by a UIC patron is not filled within 15 days a report will be generated and DRU will either notify the patron or resubmit the request on Voyager. The other ILCSO schools will be responsible for notifying their patrons. Patrons can also look in "My Account" to view the status of requests. |
| 9. For items found (correct and/or corrected) fill the request using process in call slip module (daemon), make sure fill request is highlighted. Requests for other ILCSO locations will show a dialog box to alert you that it is a UB request and print a route slip to be sent with the item. There is no need to discharge these items. |
| 10. For items to be held at your location and other UIC locations, go to the circulation module and discharge the items, this will produce either a Hold slip (for items to be put on hold in your library) or a Route Item for Hold slip (for items to be sent to another UIC location). |
| 11. For all requests indicate the disposition and date on the call slip request form as follows: A. Hold requests - put on hold. B. Route Item for Hold or UB requests - sent to (lib. loc. - ie LHS-C). C. Unfilled requests - (none needed). |
| 12. File call slip/UB requests for reference (do not send with the item; only send the routing slip). |
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| 1. Check all incoming items for route slips, send any items that have a route slip for another location to that location. Set aside items that have route slips for your location or that do not have route slips. Sort them by owning library. |
| NOTE: All ILCSO items (other than ILL's) should have route slips with the item. |
| 2. In Voyager circulation, click on Discharge. |
| 3. Select the item's owning library form the Library drop down box. |
| 4. Scan in the barcode of the item in the Item Barcode box. |
| 5. A hold slip should print. Put in book and place on hold shelf using current procedures for your library location. |
| 6. For any items that do not belong to your library location, a route slip will print. Place in the book and route to the correct library location. |
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Last updated:Monday, 07-Apr-2008 16:11:15 CDT
University Library, University of Illinois at Chicago 801 S. Morgan, M/C 234  Chicago, Illinois 60607 USA
Administration: 312-996-2716
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