Academy of Art University
Library Intranet

Archive for the 'Millennium' Category

“Missing” Status

Tuesday, February 12th, 2013

Heather here with a reminder/deeply heartfelt plea to leave an x-note in an item’s record when you’re marking it missing in Millennium! If you don’t leave an x-note that includes the date, it’s very difficult to exactly pinpoint when the item was marked missing, leading to all sorts of wild conjectures in the Technical Services office.

So, an item is missing from the shelf. You change the status to “m” (missing). Good, good. Now add an x-note, like so: “Item marked missing on 2/12/13 by HS.” Or something to that effect - the really important part is the date.

Thank you!

New phone # for Innovative

Friday, February 1st, 2013

Hi all,

As of 1/28/13, Innovative Interfaces has a new Customer Support line that you can call if you’re having trouble with Millennium. The new number is 510-450-6344. I have updated this information in our wiki too.

Heather

“Before” and “After”

Friday, February 10th, 2012

I don’t know if everyone is aware of this, but “before” and “after” are boolean operators in the catalog.  So if you search for “after effects” or “before you shoot” you get no records in the catalog.  This is because they are special keywords that allow you to search for specific phrases, with one term after or before the second term.

I have contacted Innovative to see if this is something we can turn off.  This causes problems with the above two searches, and I’m sure others.  So, if you search for a title that has “before” or “after” or “near” in the title and you get no search results, just try modifying your search without that term.  Such as searching for “adobe effects” or “you shoot”.  Also, this only happens for a keyword search, so if you do a title search for “before you shoot” it works.  This doesn’t help as much with after effects.

I will post more if I learn that we can in fact turn this off, but I wanted everyone to know about the work around.  Let me know if you have any questions.

–Holly

Clearing/Setting initals in Millennium

Wednesday, December 7th, 2011

Hello lovely circ workers –I’d like to ask you to make sure you are signed in under your initials when using Millennium.  This means that when you come back to the desk after being away, or when you are starting a shift or covering someone’s lunch you need to clear and reset your password.

To do this, simply go up to “Admin” at the top of the screen, and click on “Clear Initials”.  You will find “Set initials” in the same place.

This is important because Millennium keeps track of who is overriding, waiving, etc by initials.  Don’t be blamed for something you didn’t do! Make sure you clear and set your initials!

Feel free to ask questions if you have any!

Audrey

Reminder to check-in MFAs

Friday, October 7th, 2011

Hi everyone,

I have noticed that several MFA thesis have not been checked back into Millennium after being returned to the desk by the student. Please make sure and check these items back in when they are returned.

Any questions just ask.

Thanks,

Debra

Updates to Patron Records

Wednesday, October 5th, 2011

Hello all,

I have been working on updating our patron records. There are a couple of changes I need you to be aware of. The first is that we are no longer keeping patron records in the system that do not have a current expiration date, for this semester that is 12/17/11, unless they owe us money or materials. I have deleted a large batch of patron records and while I used care in updating as many records as possible before deletion you may find a current patron or two who no longer have a record. If that is the case please go ahead and create a record for them manually.

Secondly, there are about 900 current graduate and undergraduate students whose department used to read “Faculty - No Department” despite their P Type being Graduate or Undergraduate. This is due to our import of records from Peoplesoft and some changes that needs to be done with IT to ensure we are getting the right data. I am working with IT to try to clean up our records and the records we import from them, but in the meantime I have changed all of the undergraduate and graduate records from department “Faculty - No Department” to “Undeclared.” I have also added a pop up message to all of these records that states “Please update patron’s department information. DS 10/05/11″ If you are working with a patron record and this message pops up please ask the student their major or department and update the information in the patron record. You can do so by selecting edit in the menu tabs across the top of the patron record and then clicking on the department field to update. If you are unsure of how to do this please let me know. I am happy to show you.

Last but not least, I updated all of the Department Directors’ records so you should now know you are dealing with a Department Director when you are and I also updated the library staffs’ department to Library.
There will probably be some more updates on this as I go along.

Debra

Status Update: Status!

Wednesday, April 20th, 2011

In the interests of cleaning up our catalog and making records easier for you to interpret, we’ve revamped the Item Status situation a little bit. As you know, we’ve been using the status “In Processing” to indicate a lot of possible situations - anything from “This item is being cataloged” to “This item is being relabeled or re-cataloged” to “We’re thinking about withdrawing or replacing this item.” This has led to some confusion for staff members as to where an item is and what’s being done with it. No more!

When a book arrives at the Library, Rose checks it in. At this point, the item status will be “Received.” Rose brings the book to the Technical Services office to be processed and cataloged; during this time, the book’s status will be “In Cataloging.” Once we’ve finished with it, the item’s status will be, of course, “On Shelf.”

What if we have a damaged or outdated item that might need to be replaced? That item will have a status of “Evaluation.” This status will probably mean that Rose is evaluating an item for replacement, although it might also be evaluated by Debra or Hope; check on the item’s X-Note to see for sure who it’s with.

If an item needs to be relabeled or re-cataloged in the Technical Service office, its status will be “In Processing.” All items with this status should have an X-Note explaining why it’s in Technical Services.

Please keep in mind that our patrons are only going to see some of this in the catalog. Items with statuses of “Received” and “In Cataloging” will show up in the catalog very rarely since new items are usually suppressed until they reach the shelves. Patrons will be able to see items with statuses of “Evaluation” and “In Processing,” so keep in mind that if you get a question about items with these statuses, you can use Millennium to look at the item record, check the X-Note, and see what the story is.

Since this is a new initiative, we still have some record clean-up to do, including figuring out the whereabouts of some mysterious “In Processing” items, but these will be resolved in short order. This system will help us keep our catalog tidy, our workflow streamlined, and our patrons happy!

Please feel free to ask me or Ian if you have any questions!

Heather

Login to Your Library Account

Friday, April 1st, 2011

Hi Everyone,

There is now a link in the upper right of every page on the library website that says “Login  to Your Library Account.”  This link takes students to the same place as the “Renew Books” link on the homepage.  But I have implemented more of the features of My Millennium, and students can now access these features on the website.

New Features:

Create Saved Searches

Create “My Lists”

View their Outstanding Fines

Modify their Personal Information.

There is also information now that explains to students how to create Saved Searches and Lists of books.

I am aware of messages popping up when you log in using Internet Explorer, and I am working on fixing this, but it may take some time.  Fortunately students don’t use Internet Explorer to view our website nearly as much as they use Safari and Firefox.

If you have any questions about “My Millennium” or see any strange bugs, be sure to let me know.

–Holly

Book Repair News Flash - The Sequel

Monday, October 4th, 2010

Hi everyone,

I just wanted to check in again about book repair:

A couple of weeks ago, I suggested that we all put the status of items being sent to repair to “In Processing” instead of “Repair” so we could save the “Repair” status for items that physically are in the book repair room.  Well, after reassessing this method it seems the lesser of the evils is to go back to the good old days of changing the status to “Repair” right away, and Ian and I will work on getting all items evaluated as quickly as possible from the queue in the TS office.

Also:

If you happen to be helping out (thank you!) by checking books back in that are coming from repair, please be aware that the automated “Clear Status” message is a trick if the location is Reference! The status will be changed back to “On Shelf” (-) instead of Library Use Only (o), so with Reference or Oversize Ref items please change the status back manually.

If you have any questions or suggestions, please let me know.

Abby

Much Ado about Screenplays

Monday, May 17th, 2010

Hi everyone,

There is a new location in Millennium and the OPAC for our screenplays collection called - wait for it - Screenplays!  The loan rules are still the same as Circulating. 

In other screenplay-related news: Over the next few weeks, Gayle and I will be implementing a new call number system for this collection.  The one we inherited was just not made for the long-term, so we are taking the plunge and replacing it with what will hopefully prove to be a more user-friendly classification system.

If you have any questions please let me know, and a big thank you to Holly for getting the new location up and running so quickly!

Abby