Simple Checkouts & Proxy* Checkouts in Alma

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

Calling up borrowing patron account and simple checkout process

• In the main menu on the far left side of the session window, click on Fulfillment.
• Under the Checkout/Checkin header in the Fulfillment menu that appears, click on “Manage Patron Services”
• This will bring you to the “Patron Identification” screen, where you will click inside the “Scan patron's ID” field 
• Scan barcode from patron’s ID or library card
  • It is possible to search for patrons by name, but library policy states that we will only check out items to people with their IDs or Library Cards present, so you should not do so without direct instructions from your supervisor.
  • On rare occasions, to search for a patron by name, start typing their name into the field. You can search using either the first or last name first. Please pause for a moment to allow Alma to retrieve the user’s name.  
    • This search will list any name that contains the series of characters you’ve typed, including anything that is part of a longer name (Bert will pull up Berthold, Cuthbert, etc.) or in the hidden middle name field, alphabetically by last name. Be extremely cautious when searching by name, and make sure the account you are looking at is the correct account. You can verify the account by asking the patron for the email address they have on their account.
    • If you are unsure of which account is the correct one, or there are too many records to show in the simple search drop down field, you can hit the “select from list” button just to the right of the search field to open a list of all records that match your search.
    • Next to each name is an icon that allows you to look up more information about the patron, including address and email. 
    • Because this is all done online, this process is relatively slow.  Scanning the patron’s ID/Library card is much faster and more secure, so to reiterate, only check out items to people with their IDs or library cards.
• You will be taken to the Loans tab, and see Loans of current session, by default
• Scan the item’s barcode in the Scan item barcode field. You should see the item’s information appear under the Loans (of current session) tab
  • If the item is an AFN (Automated Fulfillment Network) item, the check-out will display under the user’s Network Activity tab instead. 
  • Click “DONE”
     

Proxy checkout scenario

• Click on Fulfillment > Manage Patron Services to call up Checkout/Checkin window with heading, “Patron Identification”
• Make sure that the proxy borrower presents a current proxy borrowing card. 
  • If the proxy borrowing card is expired (printed on card or in system), no checkouts, refer the user to Privileges Desk.
• Check the Use Proxy box
• Click inside the ID field, then scan proxy borrowing card barcode
• Click on the primary/sponsor account name (whom proxy is representing)
• Click Go. You will be taken to the Loans tab for the sponsor account holder
• As above, scan item barcode in the Scan item barcode field.
• Click “DONE”

*Proxy borrower cards are managed by the Privileges Desk and are linked to a faculty member's library account. The designated proxy borrower uses the card to check out material to the faculty member's account on their behalf.