Checkout, Checkin, and Renewals

See Grand Rapids Public Library Training Documents for a list of all Evergreen training topics.

Checkout

After logging in to the staff client, press F1 or click Circulation >Check Out Items

• Retrieve your Patron by scanning or typing their library card number into the green box and clicking Submit or hit Enter. Scanned library card numbers automatically include Enter.
• Evergreen defaults to Check Out, but if you are already in another action in the patron record, click Check Out.
• If a patron’s library card number is unavailable, see Patron Search. In general, we do not check out items to patrons without their library card.

You'll see a patron record

Scan or type an item barcode

• The default Due Date is Normal and is set when the item is cataloged. To use the default due date, click Submit or hit Enter. Scanned item barcodes automatically include Enter.
• For a custom due date, select an option from the drop down menu.
• Once you enter the item barcode, the item is immediately checked out to the patron and added to the patron record.
• If Evergreen can't find the item barcode, Evergreen displays a message that the barcode is not recognized. See Pre-cataloged Items Checkout and Checkin.
• If your patron has already checked out the maximum number of items, Evergreen alerts you and allows you to override the limit.

To print a receipt

• Print Receipt prints a receipt at any point in your transaction without closing your patron's record.
• Auto-Print automatically prints a receipt when you click Done. Done ends the checkout transaction and exits your patron's record.
• Exit ends the checkout transaction and closes your patron's record but does not print a receipt, even when Auto-Print is on.
• Strict Barcode insists all barcodes entered conform to our standard 14 digit barcode.
• To reprint the last receipt, click Circulation >Re-Print Last.

If a patron has holds ready for pickup

• Evergreen alerts you immediately after entering the patron's library card number in Check Out.
• Evergreen also summarizes the patron's hold requests on the left

• Click any tab in the patron record, such as Check Out, to proceed.

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Editing Due Dates

To edit item due dates, after logging in to the staff client, press F1 or click Circulation >Check Out Items

• Retrieve your Patron by scanning or typing their library card number into the green box and clicking Submit or hit Enter. Scanned library card numbers automatically include Enter.
• From within the patron record, click Items Out at the top of the record.
• If a patron’s library card number is unavailable, see Patron Search. In general, we do not check out items to patrons without their library card.

• Select item(s) for editing the due date from the list of items the patron has checked out.

• Click+Shift+Click will select multiple adjacent items.
• Shift+Arrow Key will also select multiple adjacent items.
• Ctrl+Click will select multiple non-adjacent items.

• Actions for Selected Items offers a list of actions including Edit Due Date.
• Evergreen prompts you to enter a date. Dates must take the form of YYYY-MM-DD.
• Click Refresh to see updated due dates.

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Checkin

After logging in to the staff client, press F2 or click Circulation >Check In Items

• The default is to checkin items with the current date. To backdate items, enter the appropriate date into the Effective Date box. Dates must take the form of YYYY-MM-DD.
• Scan or type an item barcode and click Submit or hit Enter. Scanned item barcodes automatically include Enter.
• The item’s status is immediately updated, and the item appears in the list of items being checked in.

You can print the list of checked in items

• The list includes status information for items and routing locations, for example: reshelving, on hold shelf, in transit, etc.
• An overdue item will display the fine in red.
• Auto-Print for Hold/Transit Slips automatically prints hold and transit slips at checkin.
• Print List prints the entire list whenever you request it.
• Strict Barcode insists all barcodes entered conform to our standard 14 digit barcode.
• To reprint the last hold or transit slip, click Circulation >Re-Print Last.

When Auto-Print for Hold/Transit Slips is not turned on, you'll see a pop-up message

• You have the choice to print the slip or not.

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Pre-cataloged Items Checkout and Checkin

Pre-cataloged items (or "fast adds") are items that have a barcode but are not fully cataloged. At checkout, you enter a title and author. At checkin, that information is cleared, and the item is routed to cataloging to be fully cataloged. After logging in to the staff client, press F1 or click Circulation >Check Out Items

• Retrieve your Patron by scanning or typing their library card number into the green box and clicking Submit or hit Enter. Scanned library card numbers automatically include Enter.
• Evergreen defaults to Check Out, but if you are already in another action in the patron record, click Check Out.
• If a patron’s library card number is unavailable, see Patron Search. In general, we do not check out items to patrons without their library card.

Scan or type an item barcode. Evergreen will alert you to a mis-scan or non-cataloged item.

• If it is truly a mis-scan, click Cancel.
• If it is a pre-cat, click Pre-Cat. Evergreen will ask you to enter the item's title and author.

• After entering a title and author, click Checkout. The item is immediately checked out to the patron and added to the patron record.

At checkin, Evergreen erases the pre-cataloged item's temporary title and author information, prompts you to route the item to cataloging, and sets the status as cataloging.

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Renewals

You can renew checked out items, up to their limit which, for most items, is twice. When appropriate, it is possible for staff to override the renewal limit. After logging in to the staff client, press F1 or click Circulation >Check Out Items

• Retrieve your Patron by scanning or typing their library card number into the green box and clicking Submit or hit Enter. Scanned library card numbers automatically include Enter.
• From within the patron record, click Items Out at the top of the record.
• If a patron’s library card number is unavailable, see Patron Search. In general, we do not check out items to patrons without their library card.

• Select item(s) to renew from the list of items the patron has checked out.

• Click+Shift+Click will select multiple adjacent items.
• Ctrl+Click will select multiple non-adjacent items.

• Actions for Selected Items offers a list of actions including Renew and Renew All.
• If there are remaining renewals for the items, their due date is updated automatically. If the patron has already renewed the item the maximum number of times, Evergreen alerts you and offers the option to override the limit.
• Overdue items can be renewed, and any fines are added to the patron's record.
• Click Print Receipt for a new receipt for the patron.
• Exit closes your patron's record but does not print a receipt.

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