Textbook Management and the Insignia Library System

Introduction: What You Need ¡ In order to work with textbooks in the Insignia Library System, it is necessary to use the “Assets” module (see below) ¡ Setup Options l l ¡ Use a dedicated computer and a barcode scanner Login to Insignia Labels Options l l Purchase (Avery 5160 blank label stock) Print (See slide entitled printing your own barcodes”)

Procedure Overview ¡ ¡ ¡ ¡ Enter textbook information. Enter course information. Print or purchase barcodes. Physically attach barcodes. Link barcodes to textbooks (not necessary if you print your own). Set up ‘Circulation Type’ for textbooks with appropriate loan periods for students and staff. Check textbooks out.

Entering Textbook Information

Make Sure It’s Not Already There! ¡ ¡ You may already have a record for a specific textbook for your school In order to search your collection: l l l Click on ‘Assets’ Click on ‘Textbooks’ Click on ‘Find/Add Textbooks’

Make Sure It’s Not Already There! ¡ Select your search criteria and click ‘Find’ l ¡ Make sure ‘Union’ box is not checked Click ‘OK’ on the ‘No Record Found’ box

If It’s Not Already There… ¡ Then you will clone a record from the union catalogue…

Searching for a Record to Clone ¡ ¡ ¡ Review all records using ‘Previous’ and ‘Next’ If all information matches, click ‘Clone’ Modify ‘Call No’ if needed and click ‘Save’

Cloning or Creating ¡ ¡ ¡ Textbook information can be added using one of two methods l Cloning an existing textbook record l Creating a new textbook record The textbooks for your school must be related to a record you have either cloned or created specifically for your school This means that while multiple records for a specific textbook could exist in the union catalogue, only one record will contain all the copies related to your school

Cloning a Record ¡ ¡ Select your search criteria and click ‘Find’ l Make sure ‘Union’ box is checked Click on ‘Detail’ and review information

What To Do If A Record Exists… ¡ ¡ Click on ‘Detail’ and review information If all information matches, click ‘Add Copy’ or ‘New’ depending on tab selected

What To Do If A Record Exists… ¡ ¡ Enter the number of copies and click ‘OK’ Enter the barcode and click ‘Save’

Adding a Copy to a Textbook ¡ ¡ Click ‘Add Copy’ Enter the number of copies and click ‘OK’

Adding a New Textbook ¡ ¡ After the ‘No Records Found’ pop-up when searching the union catalogue, click ‘OK’ Click on ‘New’

Entering Textbook Data Enter textbook information for the following useful fields

Useful Data to Enter ¡ ¡ ¡ Title Author (last name, first name) Call Number (optional field) l l ¡ ISBN (unique number for each book) l l ¡ Call Numbers can be shelf locations in the book room Call Numbers can also be related to a specific course (e. g. Grade 12 Biology as BIO 12) Barcode scanners can usually read these on back Do not include hyphens in inputting by hand Category (optional field) l Relates to the main subject such as ‘Math’ or ‘Science’

Entering Course Information

Entering Course Information ¡ Select the ‘Title/Courses’ tab

Entering Course Information ¡ Enter ‘Course’ and ‘Code’ then click ‘Add’

Entering Course Information ¡ ¡ ¡ Select the course Scroll through and select the textbook(s) Click ‘Link’

Entering Course Information ¡ ¡ Textbook title(s) will now appear in top right Use this same method to remove a title from course information by clicking ‘Unlink’

Print or Purchase Barcodes

Adding a Barcode to a Textbook ¡ Enter ‘Barcode’ l You have the option to scan purchased barcodes or have the Insignia program automatically generate barcode numbers. If you choose option two the physical barcodes for the textbooks can be printed at a later time.

Adding Multiple Barcodes or Copies Enter the number of copies and click ‘OK’ ¡ Select ‘Set Barcode Individually’ ¡ Scan or type each barcode and click ‘OK’ ¡

Adding a Barcode to a Textbook ¡ Click on ‘Save’ l Note that Insignia automatically adds school-specific code to beginning of barcode number (e. g. T 261)

Printing Your Own Barcodes ¡ ¡ Click on ‘Assets’ Click on ‘Textbook Barcode’

Printing Your Own Barcodes ¡ ¡ ¡ Select the box for ‘Date Created’ and define Select the box for ‘Title’ Click the ‘…’ button to browse titles

Printing Your Own Barcodes ¡ ¡ Select your search criteria and click ‘Find’ l Make sure ‘Union’ box is not checked Select applicable title and click ‘OK’

Printing Your Own Barcodes ¡ Review layout and click ‘Preview’ ¡ Click ‘Yes’ for print preview screen

Printing Your Own Barcodes ¡ Print through printer icon or ‘File’ menu

Physically Attach Barcodes Place barcodes on the textbooks according to your school’s policy

Link Barcodes to Textbooks (not necessary if you print your own)

Set up “Circulation Type” ¡ Loan periods for students and staff

Circulating Textbooks ¡ ¡ ¡ Click on ‘Circulation’ Click on ‘Check Out’

Circulating Textbooks ¡ ¡ Select ‘Textbook Check Out’ Follow normal check out procedures

Circulating Textbooks ¡ You can also use ‘Homeroom Check Out’

Circulating Textbooks ¡ ¡ Select ‘Textbook’ Follow normal check out procedures

Other Useful Information Textbook Reports ¡ Advantages of Using Insignia for Textbook Management ¡ Questions ¡

Textbook Reports ¡ ¡ Click on ‘Report’ Click on ‘Textbook’

Textbook Reports There a variety of different reports available which allow you to evaluate your school’s textbook holdings.

Advantages of Using Insignia for Textbook Management ¡ ¡ ¡ Textbooks and courses are associated together in a database. Number and status of textbooks is readily available. Many ways to search for textbooks, including status, title, course, etc. Purchasing information can be contained in the same database. Overdue library books and textbooks are in one database.

Any Questions? ¡ If you have any questions about the textbook section of the assets module, please contact Central Library Services