Central Service Desk Assistant Guide

Go to Manage Patron Services to check out a library item. 

An alternate or special due date is a manually created due date that differs from a due date dictated by loan policy.

Alma is the software program we use to process checkouts and returns. You log in to Alma with your VUNet ID and password at the following link: https://vanderbilt.alma.exlibrisgroup.com/SAML

Firstly, please be sure you logged on to the appropriate desk you are working at in Alma- the desk select is in the upper right-hand corner. This is important as scanning items in at the wrong desk will create errors.

When checking out items, navigate to Fulfillment > Manage Patron Services in Alma.

Swipe the patron's ID. If they do not have a Vanderbilt ID, they need to produce a photo ID or log into YES and you can look them up by name. Type it in as last name, comma, first name and wait for options to appear, then click on the matching name from the list and click 'Go.'

Scan the items to check out. You should see them appear in the list below the 'Loans this session' list.

To check out circulating item(s), each comprised of one unit (e.g. most books), owned by your library, to a user in good standing (has no fines/bills), follow the steps below.

Whenever charging or discharging library materials, always watch the screen.  Listening for beeps produced by a barcode scanner can be very misleading for determining whether or not an item has been charged.  Only items which display under "Loans of this session" have been checked out. You may have to wait for the transaction to process before continuing.

1. Go to Fulfillment->Manage Patron Services
2. With the cursor in the Scan patron's ID field, tap the user's Commodore Card
3. With the cursor in the Scan item barcode field, Scan the barcode of an item the user wishes to checkout
4. Verify that the item has appeared in the Loans of this session.
5. Repeat steps 3-4 for multiple items
6. Let the user know when the charged materials are due.
7. If charging items that are security stripped to prevent theft (ask a supervisor): Desensitize (demagnetize) print items and non-magnetic media items.  Magnetic media items are VHS and cassette tapes, floppy drives and hard disks. Keep these and sensitive electronics away from desensitizers.
8. Click 'Done' in the upper-right hand corner at the end of the transaction to ensure patron confidentiality and avoid accidentally checking things out to the user. Do not leave user records open!

Due date extensions are available for materials from the general collection without preexisting holds.  Most library items (with some exceptions) can be renewed online via My Account up to 4 times.  Materials may also be renewed at the service desk, which may be the only option once users have exhausted their online renewals.  

To renew items with an item in hand: 

1. Check-in (Return) the item
2. Scan the item barcode
3. Check-out again (Manage Patron Services). 

To renew selections or all items on a user's account:

1. Manage Patron Services
2. Swipe the user’s ID or lookup the user using their name
3. Select 'All Loans' from the Loan Display:

4. Click on the the check box for each item you want to renew or click 'Renew All' to renew all items (only use this option if you are sure you want to renew all items on the account).
5. Click 'Renew Selected'

To charge reserve items to the instructor that requested reserve status for longer than the most-popularly-used two hours, or to charge reference books to faculty members with a supervisor's prior approval and override: 

1. Manage Patron Services
2. Swipe the user’s ID or lookup the user using their name
3. Check out items
4. Check the box next to items you wish to change the due dates for
5. Click 'Change Due Date'
6. Click on the calendar button: 
7. Choose the date from the calendar