Using Alma to verify if a book is checked out to patron (when alarm sounds)

Below are some basic procedures for how to navigate the Alma Library Management System to verify if a book is checked out to a patron.

You should implement use of these procedures IMMEDIATELY when the gates go off and you identify a Library book in the persons possession setting off the alarms. 

Signing into Alma

To sign into Alma, you will need to use incognito mode or pull up a different internet browser (such as Chrome, FireFox, Microsoft Edge, etc.).

Enter the following:

CalNet ID: enter a plus sign (+) followed by your CalNet username.

Passphrase: enter your CalNet password.

For example:

You will then be prompted to choose an account from a drop down list. Select the account that matches the label stuck to the front of your computer monitor. If the computer you're stationed at does not have an account label on the computer monitor, then simply choose any account listed.

Verify checked-out items using one of the two following methods:

1) Look up item via barcode

Tutorial video available (captioned)! 

• Scan the item barcode into the persistent search bar at the top of the page. A keyword search for the barcode should bring up the item record, as shown in the example below (confirm the title matches item in hand):

• Hovering your mouse next to "Physical (1)" will allow you to open a menu expansion. In this case we see Item Availability "1 Not Available," meaning the item is checked out. 
  To verify the book is checked out to the patron at our desk, navigate to "Items" below this status bar:

• In this item view, we see the item Status is "Item not in Place." Under Process Type we see "Loan." This is a link we can follow to see all the circulation details.
  
  

• Best Case Scenario: Confirm that the name at the bottom of the screen corresponds to that of the person from whom you just grabbed the book to check.  Since the book is actually checked out to them, the person may either return to Circulation (if during open hours) to have the book desensitized and stop future alarms.  Or they may leave with book (it IS checked out to them…but advise them to have fixed during next trip.)

We don’t care if the book’s “status” is overdue, recalled, billed, etc. just that it is checked out to them...they will have to suffer the consequences of the other statuses, and it is not your immediate concern.

• Not so Great Case:  The item is checked out to another name associated with the record, have the individual return to Circulation for further verification/desensitization.  They may NOT leave with the book if checked out to someone else AND sensitized (setting off gates).

This is the point where nearly everyone says, "Hold on, what if they say the book is checked out to their friend?" Explain that we can't allow the book to exit when it is checked out to someone else and have the patron return to the Circulation desk to have the book transferred to their own account (and hopefully desensitized). Then they can leave the building with it.

• Just Plain BAD Case:  The item you scan/type in the item and the item is listed as “AVAILABLE” with no checkout to person attached; this book should under no circumstances be allowed out of the building!  You can offer that the user take it back to circulation (if the Circ desk is open) to check out or leave the book with you (if Circ is Closed).  If they argue or confront you, explain why you can’t allow them to leave with the book and call security or UCPD as warranted by circumstances.

The above method is the most accurate way of vetting a book because you are searching by the barcode. However, it can be time-consuming to scan each item, so let me tell you about another way.

2. Verify checkout using patron lookup

• Use "Manage Patron Services" (linked in persistent navigation bar at top of screen) and scan user ID to bring up their patron record.

• Use the drop down menu to select "All Loans"

• This will bring up a complete list of materials checked out to the patron's account. Verify the physical item in-hand is reflected in the list of checked out items.