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*Reusable Content: Managing Prospector Reports

Report Basics

  • All prospector reports are run once a month
  • Accessing reports:
    • In Millenium, click "INN Reach" from the left hand column
    • Click "reports" at the bottom of the left hand column
    • Set the appropriate parameters for each report, then click "Prepare" in the upper right corner
  • Saving Reports
    • Once the report has generated, select "Print" from the upper right corner
    • Select "Email Print" and click "OK"
    • Enter your email address and the title of the report, then click "OK"
    • When the report arives in your email, select all the text and copy it into a word document
    • All reports (exept the Institutional Overdues Report) contain information for all the Prospector Libraries so the irrelevant information must be removed by hand
      • In the word document, search for "Colorado Christian," and delete all entries that do not contain these words
    • Print one copy, then save the document in U: / LIBRARY data / Prospector / Reports / [name of relevant report]
  • Reading Reports
    • "Home Library" indicates the patron's home library (the borrowing library)
    • "Item Location" indicates the lending library (where the item is normally located)

Institutional Overdue Report

  • These are our items which were loaned out to Prospector borrowers and are now overdue
  • Parameters
    • set the "minimum days" to 30 and the "maximum" to 9999
    • sort by "Partron Home Library and Name"
  • Once you have generated the report, have a student search the stacks for all the items and check-in any that they find
  • Nothing further is done with this report until the anual reconciliation process begins

Paged Too Long Report

  • These are items that have outstanding Prospector requests (a paging slip was generated) but that have not been sent to the borrowing library
  • Parameters
    • set "minimum days" to 3
    • sort by call #
  • If CCU is the borrowing library (in the "Home Library" line)
    • Ignore these entries on the report
  • If CCU is the lending library (in the "Item Location" line)
    • Search the stacks for the item 
    • If found, send it to the borrowing library
    • If not found, search for the item in Millenium and make a note of the current status and the last check-out date
    • If the item can not be located after several searches, cancel the request and change the status of the item to "missing" in Millenium

Returned Too Long Report

  • These are items that the borrowing patron returned to the borrowing library, but which have yet been returned to the lending library
  • Parameters
    • set minimum days to 15
    • sort by patron home library
  • If CCU is the borrowing library (in the "Home Library" line)
    • Search for the item in the stacks - if found, return to to lending library
  • If CCU is the lending library (in the "Item Location" line)
    • Contact the borrowing library and ask that they search for and return the item

Requested Too Long Report

  • These are items that have been requested but may still be on our shelves
  • Parameters
    • set minimum days to 21
    • sort by date
  • If CCU is the borrowing library (in the "Home Library" line)
    • Ignore these entries on the report
  • If CCU is the lending library (in the "Item Location" line)
    • Search for the item in the online catalog and make a note of the status
    • If the item is available, search for it in the stacks and send it off to the borrower
    • If the item is checked out but there is another copy available, transfer the hold to the other item (see the "holds" page under the "circulation" tab in the Knowledge Base)
    • If there are no other available copies, leave the hold

In Transit Too Long Report

  • These are items that have been retunred to the lending library but still have an "in transit" status
  • Parameters
    • set minimun days to 21
    • sort by date
  • If CCU is the borrowing library (in the "Home Library" line)
    • Search for the item in the stacks - if found, return to the lending library
    • Contact the lending library and ask that they search for the item and check it in
  • If CCU is the lending library (in the "Item Location" line)
    • Search for the item in the stacks - if found, check it in
    • Contact the borrowing library and ask that they search for the item and send it back

Received Too Long Report

  • These are Prospector items that are on hold and still showing a "received" status.  These items should have either been checked out, or the hold should have expired
  • Parameters:
    • set minimum dys to 15
    • sort by date
  • If CCU is the borrowing library (in the "Home Library" line)
    • Search for the item on our holds shelf - if found, return to lending library
    • Search for item in the stacks - if found, return to lending library
    • Contact lending library and ask that they search for the item as it may have been returned without being properly checked in
  • If CCU is the lending library (in the "Item Location" line)
    • Contact the borrowing library and ask that they search for the item and return it

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