If a scholar comes up and asks for an item that we are currently out of, we offer the waitlist. This is for our 4-hour and 2-hour loans, such as study rooms, laptop chargers, phone chargers, etc. These are short-term, daily loans and this waitlist cannot be used for items that are loaned for multiple days.
Using the Equipment module, we make a 2-hour booking for whatever item they want: Study Room Key, Phone Charger, Laptop Charger, or Other. For this booking, we pick the time closest to right now. The calendar is broken up in 5 minute increments for bookings.
To get to the waitlist, log in to LibCal, then choose “Equipment” from the ribbon at the top. This booking page is only accessible to people who are logged in to LibCal.
Choose the appropriate category for your building and click “Go.”
This will be a tab on the Firefox for Service Desk for the Scholar Support Desk.
Within the booking calendar, choose the item and the current time by clicking on one of the gold boxes, as seen below: 
A pop up comes up to make the booking. Fill out their first name, last name, and FSU email. Please note, the FSU email is how they get their notification so this must be accurate.
Choose “Add booking” and then they have been placed on the waitlist. Let them know they will get a confirmation email and an email when the item is ready and that they will have 15 minutes to pick up the item from when they receive the email.
When an item a scholar is waiting for is returned, you will “check out” the item to the first person waiting for it on the waitlist. Go to the “Check Out” tab in the Equipment module. Choose “Check this item in by choosing “Mark item for checkout.” Then click “Check out/pick up selected items.” 
Once you click on “Check Out/Pick Up Selected Items,” the checkmark will turn green and say “item checked out.”
This will automatically send an email to the scholar that they need to come pick up their item. They will have 15 minutes to pick up the item.
When the scholar comes to check out the item, before checking the item out in Alma, go to the “Check In” tab in the Equipment module. Choose “Check in/return selected items.” This will stop an “overdue” email from being sent to them and officially remove them off the waitlist. 
Once you click on “Check In/Return Selected Items,” the checkmark will turn green and say “item checked in.”
Then, check out the material to them in Alma.
That’s it!
These are the automatic emails scholars receive.
Subject: Your booking has been confirmed! (Can’t change it – it’s the same email for the rooms)
Hi (Name),
The following bookings have been submitted:
(name of item)
You have successfully been placed on the waitlist for the above item! Keep checking your email for when your item becomes available.
To cancel this booking visit: [link]
Subject: Your Item is Ready
Hi (Name),
Your waitlisted item (name of item) is now available for you at the Scholar Support Desk. Please bring your FSUID with you to come check out the item.
We will hold the item for you for the next 15 minutes, then we will move to the next person on the waitlist.
Thank you for your patience!
Time Expired (this is the “overdue” email that we can’t turn off; will send if it’s been 2 hours since they’ve been on the waitlist aka the item hasn’t been “checked in”)
Subject: Your Waitlist Time Has Expired
Hi (Name),
We no longer have (name of item) waiting for you. The 15 minute pick up window has passed. Please visit the Scholar Support Desk to be placed on the waitlist again or see what is currently available.
If you’ve already received your item, please disregard this email.
Thank you!
Desk staff will need to know how to:
Alma is our circulation system to check out all materials aside from ILLs. Alma will be accessible through the browser and you will be able to log in with your FSUID and password. Instead of using a separate program on the desktop, Alma will be pulled up in Firefox along with the other important tabs for working at the desk: the website, LibInsight, LibCal, ILL, the waitlist, and Desk Handbook. The welcome screen will say your name on the top.
It should always say in the top right corner the circulation desk you are at: FSU STROZIER LIBRARY – Strozier Main Circ Desk, like this:
The left-hand side of the screen will have a column to access various resources – the only one we will ever need is FULFILLMENT. The top search bar can be used to quickly find resources, users, courses, etc., but we will want to always scan FSUIDs, so you will not use this regularly.
When clicking on Fulfillment, a second column will open to make a selection. Under Checkout/Check-in, the options “Manage Patron Services” and “Return Items” will appear, as shown below. NOTE: You may or may not see these Resource Request options, depending on your permissions.
When you choose “Manage Patron Services,” this is where scholars will scan their FSUID for us to access their account to check out materials to them.
Once you do that and press “Go” or “Enter” The loans screen will appear.
It will open to the page where you scan materials; you can do as many as possible. Once you scan the barcode you can press enter or click “OK.” A due date and the item will appear on the bottom of the first column of information.
When you are done checking out the materials, you will click done on the left- hand corner right about the scholar’s name and it will return you to the main loan page.
When clicking on Fulfillment -> Manage Patron Services, there is a “Go to Return items” button in the right-hand corner. This allows you to return items without being in the scholar’s account (aka needing them to swipe their card for any reason).
You can also go to Fulfillment -> Return Items.
Again, please NOTE: You may or may not see these Resource Request options, depending on your permissions
You will scan the item and either click “OK” or press enter, and the item will be returned.
Pay attention to any pop-ups when returning items and get a supervisor if you have any questions.
You can scan as many items as needed to return.
You will then put the item in its proper place behind the desk and click “exit” in the right-hand corner to return to the main page or “Go to Patron services” to return to the check-out screen.
You can stay in the Return Items page if you expect to have multiple returns soon.
You may also return items from a scholar’s account by switching to the “Returns” tab under their account, but this will require them to have swiped their card to bring up their account. It is best practice to return items in the “Return Items” page. Similarly to loans, you can see all returns by switching to “All returns,” if a scholar has a question about materials they believed they returned, for example.
The left-hand side of the screen will include the scholar’s name, active balance, ID, and their User group in Alma. This is how you will be able to tell if a scholar is a graduate student or not, in terms of checking out study room keys, for example.
You can see their holds/pick-up requests, UBorrow, and/or ILL requests under the “Request” page.
When you click on the “Request” page link it will show if there is any information on the patron’s request.
Alma allows us to check out materials to any student, staff, or faculty member at another Florida University or College, like FAMU or TCC students. For the list of materials and loan periods for these reciprocal borrowers, please visit the Scholar Support Desk Handbook.
When a FAMU or TCC student is at the desk to check out books or a laptop, you will need to choose “Find User in Other Institution” under “Manage Patron Services,” as seen below:
The cardswipes will likely not recognize FAMU or TCC IDs. You will need to look up the scholar by their first and last name, using their student ID or Driver's license as a guide. If they do not have either a student ID or Driver’s license or other photo ID, they will not be able to check out materials.
If they have not checked out materials here before, a filled out registration form will appear. You’ll need to confirm the expiration date and user group and everything is filled out. The user groups should be either SUL Undergraduate, SUL Graduate, SUL Staff, or SUL Faculty. The expiration date and purge date should be the same and it should be at least a year in advance.
Once you choose “update user” you will be able to check out materials to this scholar and the regular loan screen will appear.
If they have checked out materials here before, the regular loan screen will appear and you can check out materials.
If a registration form appears with no information filled out, they aren’t active in the system and are likely unable to check out materials. Please get a supervisor.
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