Renewals

If an item is checked out using GLADIS AutoCirc, it can be renewed at any time by circulation staff at any campus library, even if it is not an item owned by that library. Books can be renewed before (unless they have a semester loan) and after the due date, and GLADIS will calculate the new date based on the circ code of the book and the loan privilege of the patron.

There are, of course, exceptions to this rule:

• Books that have been recalled are not renewable under any circumstances.
• Two hour loans can be renewed only at the desk from which they were borrowed.
• Same day loans may not be renewed.
• Books that have been overdue long enough and have gotten to the Auto Block stage may not be renewed. Instead, the patron brings the books back to the circulation desk from which they were borrowed. U.C. Berkeley Library Renewal Policy. At that point staff can discharge the books and charge them out to the patron again, providing that the patron's record has no other outstanding blocks and has not expired. Circulation supervisors have the option of overriding an Auto Block by logging on with their supervisor logon and renewing books in certain circumstances.
• GLADIS automatically overrides an Auto Block for faculty members, allowing them to renew their books past the blocking stage.
• Billed items may never be renewed by anyone. The items must be first returned and discharged at the owning unit. Then the items may be charged again.

IMPORTANT NOTE: If a book is a semester loan or a 1-day book that is not due yet, the screens will say "successfully renewed" and the due date will not have changed. Always read the due date before you tell the patron you have renewed the item.

AutoCirc allows three methods of renewing books:

• on the patron inventory screen, and
• on the renewal screen
• on the book record screen

All of these functions are available to circulation staff. Additionally, patrons may renew their own books on GLADIS via their inventory lists. All four methods are detailed below:

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Circulation staff can look up any patron's inventory list while logged on to GLADIS. To access the inventory screen:

• type INV [space] patron ID number, then press return. If the patron has nothing charged out, GLADIS will respond with "patron has nothing charged out." Otherwise, the inventory screen will appear with items listed in order of due date.
• The patron's name and the number of books he or she has charged out are shown at the top of the screen, followed by the list of books. Items are listed in order of date due, with items due soonest appearing first. Staff can view subsequent screens in the list by pressing return. Likewise, previous screens can be accessed by typing "ps" followed by return.
• To renew items, type REN [space] item line number followed by return. The new due date of the item will appear next to the book, as will a confirmation message at the bottom of the screen indicating that the renewal was successful along with the item due date. Again, before telling the patron that the item is renewed, check the new due date. Stamp the new date on the due slip.

You can get more information regarding the inventory screen by selecting this link: Circulation Services User's Manual-Inventory Screen

Once logged on to GLADIS, circulation staff can access the renewal screen by:

• typing REN or RENEW and pressing the return key.
• To renew books, type or wand the book barcode number located on the inside back cover of the book, and press return. GLADIS then displays a screen that provides patron information (name, loan privilege, ID number, address, etc.) and information about the book (holding library, call number, barcode number). The new due date of the book is also listed.
  
• When renewing books over the phone, circulation staff should ask the patron his or her name or other identifying information to insure that the correct barcode number has been typed, and then tell the patron the new due date.
  
• In person, circulation staff can stamp the book with the new due date. If for some reason the barcode that was entered was not the one meant to be renewed, the renewal can be cancelled by typing:
  • RENEWCAN [space] barcode number followed by return. If that was the last item entered, you can type * instead of the actual number.
• Before telling the patron that the item is renewed, check the new due date.

Circulation staff tends to use this method of renewal less frequently than the others, but the option is available nonetheless. This method is very useful when a patron phones the library to renew books. Only the owning library may use this method, though.

• Look up the book record by typing the barcode or call number (or any other method). From the book record screen, staff can renew the items by:
  • typing REN [space] line item number and press return.
  • The new due date will appear next to the item, and a confirmation message appears at the bottom of the screen indicating that the renewal was successful along with the item due date.

Patrons can renew their own books on GLADIS, either remotely through a telnet connection or at GLADIS terminals at any compus library. Once connected to GLADIS, patrons can access their inventories in the same manner as circulation staff. Go to inventory section above. The only difference is that after entering his or her library card number, the patron is prompted to enter their birth month and day in MMDD format, or the four digit PIN that was supplied when they obtained their library card. If a patron's birth month and day is not in his or her patron record, access to the inventory will be denied. Direct any patron whose birth month and day is not in the system to go to the Privileges Desk at Doe to have it added to his or her record, or to choose a four digit PIN in its place.

If a patron renews a book very late at night when the program for overdues, etc. is being run, it will show the item as having been renewed on the screen when it has not been renewed within GLADIS.

The preferred method of renewing, besides the Patron Self-Renewal, is by the Inventory Screen since a staff member can relay to a patron information such as a book being overdue, recalled, on hold or having a due date that would mean a book would become overdue shortly.

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Last updated 04/03/07 Contact