Tip of the Week

Tip for: 02.10.03

Override Date Command

One of the circulation commands that can be really helpful as you check items in and out to patrons is the Override Date command.  This command can be used in Check In/ Out, Bookdrop, Renewal, Statistics and Inventory modes.  When used in Check In/ Out mode, it becomes the due date.  In Bookdrop mode, it is the date the item is returned.  It is the new renewal date in Renewal mode.

For Statistics mode, it is the date the copies were used. It becomes the new inventory date in Inventory mode.

Let's say that you have a class that comes to your library every Monday, but this week their due date falls on a day when the library will be closed. Normally, Alexandria will just set the due date for the next open day on the library calendar.  However, if they won't be coming back to the library until after that date, their items will all be overdue.  That is when using an override date can be helpful. Using this command you can set the due date for the next time the students will be coming to the library and then their items won't be overdue.

The override date is also very helpful in Bookdrop mode.  If you are out of the library for a day or even more, you will probably have a pile of items needing to be checked in when you return.  Using the override date you can actually check items in as if you had been there on that date.  This is particularly helpful if you charge overdue fines.

In Renewal mode, the override date becomes the new date that the item is renewed to. For example, if you have a patron with an item checked out that has become due and they wish to renew it, you can set an override date to shorten or even lengthen the renewal period.

When classes or patrons come to the library to do research, they may use many books in the library without actually checking them out. Statistics mode gives the librarian the ability to indicate that "in-house" usage as though the copies had actually circulated. This can be especially helpful in tracking which Reference books get used most in the library and which just sit there. If time permits these copies can be scanned in directly after their usage while the circulation screen is set to Statistics mode (Y). However, if the schedule is too crowded to do the scanning immediately, Statistics mode with an override date can allow the librarian to accurately track the true usage date at a later time. (Note: "In-house" usage is not available as a separate statistic; that usage shows just like a normal check out to a System patron.)

The last mode you can use an override date in is Inventory.  In this mode, the override date becomes the new inventory date.  If you want all of your items to show that they were inventoried on a particular date, you can use an override date to do that.

When using an override date always remember that the date must be entered in prior to scanning the item it will effect.  It is also important to remember to clear the date once you are done with it. For example, if I set an override date to let a teacher check out some items for an extended period of time, it is important to clear the date once I am finished checking them out or the same date will be used for patrons that come after them.

Also note that changing modes will clear the override date since that date has different meanings in each mode.

To set an override date:

Type . then the date and <enter. (i.e. ./12/30/2003)

If you already made the patron current, then scan their items.  If not, scan the patron's barcode and then items just as you normally would.

When you set the Override Date, you will notice a red date that appears at the bottom of the Circulation window.  This lets you know that an override date has been set.  It will also be noted in the Transaction Log.  For those of you using version 5.4.4, this red date appears toward the top, so it is more visible as a reminder to clear it when you are finished with it. (Also in version 5.4.4, the color of the override date can be changed by right-clicking or ctrl-clicking on the date.)

To clear an override date:

Type . then hit <enter.>

This will take you back to Check In/ Out without an override date.

We hope you will find this helpful as you circulate items to your patrons.

Thank You,
The Alexandria Staff Librarians