Scan In Items - how to

Alma role needed: Circulation Desk Operator or Circulation Desk Operator Limited

While there is the Return Items page for return materials currently on loan under a user’s account, it is not recommended for use. Using Return Items on any item that is not checked out will incorrectly register as an in-house use, so Return Items should only be used for checking in material from the book drops. Scan In Items should be used for all other circumstances to ensure we do not create additional “in house” statistics. There may not be pop-ups about next steps so extra attention would need to be given to the “Destination” column. Scan In Items also does not permit backdating to an earlier date. 

1. From the main menu, select Fulfillment > Scan In Items
2. Check Yes for “Automatically print slip”
3. Ensure “Register in-house use” is unchecked
4. Scan the item’s barcode in the “Scan item barcode” field
5. Click “Exit”
6. Sensitize the item

Scan In Items should be used for the following purposes (unless otherwise noted, “Register in-house use” should always remain unchecked):

• Scan in requests picked from shelf
• Receive resource sharing or AFN items from the Interlibrary Services unit
  • Note that for RLF items, the RLF barcode (not the original UC barcode) needs to be scanned and that for traditional ILL items the UCB barcode on the top of the bookband needs to be scanned.  
• Items returned in mail lugs
• Reprint of the hold or in transit slips
  • After scanning the barcode,  proceed to click the ellipsis and then select “print slip”
• Initiate or resolve a work order
• Update the status of a work order
  • Make a selection for “Work Order Type”
  • Make a selection for “Set Status To”
  • If the library unit has completed their work on an item, select “Yes” next to “Done”
• Register In-House Use: counting the materials known to only have been used in the library without being checked out
  • Select “register in-house use”
  • Scan the barcode
  • When done, uncheck the “register in-house use” box