How to: Set up Resources
Posted by Sean Lee on 08 May 2013 03:39 PM

 

 

To set up your resources, we first must define Resource Types.  To do this navigate to your Center Profile (TracNav > Search Glass > Center Profile > click on your Center Profile) and go to the Prefs Tab. At the very bottom of the first tab selected, Log In / Out, you will see a field entitled Resource Types. Here we will add the different classifications of resources available at your Centers. Make sure to separate each resource type with a return character.

 

After we’ve saved this preference, go to your TracNav Search Glass and click on the “Resources” menu option. Here, to create a new resource, click on List Options > New Resource.

 

In the Resource Entry window that opens up, we want to make sure to set the following fields:

 

                                Barcode: this could be an ISBN number or any type of identification code (iPad 00001, iPad 000002)

                                Center: Choose the Center that this resource is available in.

Type: Select from the dropdown menu one of the Resource Types that you have previously set.

                                Title: Title of the Resource

                                Description: Brief Description of the resource

                                Keywords: Here you can set Keywords to search these resources by

                                Max Days out: This sets the limit for length of time borrowed, also Max Time Out if less than 1 day

                                Max Renewals: This sets the limit for maximum number of renewals

                                Available: Check this checkbox to activate this resource

 

An important field to note is the Resource Type field. Resources can be classified by Resource Type, for example: Text Books, Headphones, Calculators, etc…

Resources can then be granted access to a group or restricted from a group based on the Type of the resource. 

 

After you have created your resources, you can now check resources in and out of your system. 

Resources are able to be checked in and checked out from several areas within your Trac System.

  • Resources Listing
  • Log Listing
  • Log Resource window

Resources Listing (TracNav > Search Glass > Resources)

The Resources Listing displays a list of ALL available resources entered into your Trac system (according to access levels), and also contains the corresponding record for each resource. We can quickly see barcode numbers, check out times, due in times, the associated center, as well as a description for each resource. 

To be able to check resources in and out to your students from the Resources Listing, you may need to add the appropriate access for each Group of users. 

In your Group Access Prefs:

  Admin/Modules tab

 Allow User to Manage Resources

To check a resource out to a student, click on the blue arrow on the far right side of the Resources Listing.

In the Student ID/Barcode: field, enter our student’s ID number or name to locate the student’s record. Click on the ID number next to the student to check this resource out to our student. Click Check Out to complete the process.

To check a resource in from a student, click on the red arrow on the far right side.

If a student wants to renew a checkout, click the Renew Check Out button to extend the date the resource is due.  

Click on the Check In button to check this resource back in.

 

Log Listing

Resources may also be checked in and out to students directly from the Log Listing. Students who are currently logged in to your centers are able to borrow and return resources directly at the Front Desk. 

To be able to check resources in and out to your students directly from the Log Listing, you may need to add the appropriate access for each Group of users. 

In your Group Access Prefs:

Log in/Out tab

 Allow User to Log Resources in and out

 Allow User to view logged out items on log listing

 

From the Log Listing, click on Check resource in/out to Jane Doe to begin the process of checking a resource out. 

Click on the barcode ID next to the Resource to populate the field with the appropriate resource. Click “Checkout” to then check the item out to the selected student.

The system then notifies the User that the resource is checked out to our student Jane Doe.

 

Log Resource

The Log Resource window, similar to the Log Student window, allows users to conveniently check resources in and out using a small window that appears at the top of every page. Access to the Log Resource window can be given through your Group Access preferences. 

In your Group Access Prefs:

  Log in/Out tab

 Allow User to Log Resources in and out

The Log Resource window can be displayed on the top of every screen, similar to the Log Student window (to log students in). To add the utility to your user account, you may need to access your MyPrefs, and activate the Log Resource window.

 

A user can then enter a Resource barcode, name or keyword in the Log Resource field to locate a Resource to check in/out. 

Once the barcode ID# hyperlink is clicked, the system will inquire as to which student is borrowing this resource. Enter a Student ID number or name to locate our student record. 

After performing the search and finding your student, click on the blue ID# hyperlink next to our student’s name. 

Now click the Check Out button to complete the process.

 

Alternatively, we may enter a student ID number in the Student ID field of the Log Resource window to locate a student first. Hit Enter or Return after the ID is entered to start the process.

 

 

 

 

 


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