📚 ALE Librarian: Setting Up and Using the Library (Connect)

The ALE Library is accessed via a separate Librarian Role that must be added to users who need to access the system. 

Create and Manage Media Types, Subjects, and Locations

1. Start under Manage in the left navigation menu and choose one of the following required fields when creating Library Titles. 
   • Media Types: This lets you create and manage media types for titles in your library. 
   • Subjects: This lets you create and manage subjects for the titles in your library. 
   • Locations: This lets you create and manage locations for copies of the titles in your library. 

2. Click the Add (Media Type, Subject, Location) button in the top right of the table.

   Fill in the (Media Type, Subject, Location) field. There is an optional Sub Domain field in Location. To access the subdomain, click the magnifying glass in the Sub Domain field and click the checkbox next to it. Click Save.

3. Click the Row Actions Gear at the far right to choose Edit or Delete. 

Create and Manage Titles and Title Copies

1. Start by selecting Manage in the left navigation menu, then choose Titles.

2. You will see a search menu. To return to the search menu at any time, select the Edit button at the top of the page next to Titles.

3. Click a checkbox in the Choose Search menu (Simple Search, Advanced Search, or All), fill in any additional fields, and click Save. This will help you to identify if it already exists.

4. Click the Add Title button in the top right.

   Fill in the Title and Identifier (e.g., ISBN) fields. Optionally, but recommended, fill in the Description, Author, Publisher, Publisher Date, Keywords, and Components fields. This will allow for better filtering with more information about the resource when searching. Click the magnifying glass in the Media Type field and click the checkbox to the left. Select the Subject field similarly. Click Save.

5. Click the Row Action Gear to the far right to Clone or Delete. 
   • A confirmation window will appear. Click Yes to Continue or No to abort.

6. Click the magnifying glass icon in the Title column. You will see various subpages (tabs) across the top of the page, with the Details tab selected by default.

   Details tab: Edit areas as needed. Title Copies tab: This is where separate copies of the same title would be recorded and distinguished. Use the Row Actions gear to the far right to Edit, Clone, or Delete. Click the Add Title Copy button in the top right. Fill in the Title, Location, and the Barcode fields. The barcode is optional but will be entered or scanned at checkout. Optionally,  but recommended, fill in the Order Number, Cost, Condition, Notes, and Source fields. Click the magnifying glass in the Status field and select the checkbox to the left (Available, Lost, Depleted). Select the Date Lost or Depleted if needed. Click Save. History tab: Here, you will see a data table showing the title, check-out/check-in dates, the borrower, and the barcode.

Review and Renew Checked-Out Copies

1. Start under Manage in the left navigation menu and choose Checkout Out Copies.

2. Use the filters at the top of each column to search and filter items.

3. Click the Row Actions Gear at the far right and choose one of the following:

   Check-In Renew Select the Due Date. Click Save.

4. Click the checkbox of one or more items to the far left to renew multiple items at once.

5. Click the Selected Gear at the top of the table and choose Renew.

   Select the Due Date. Click Save.

6. Click the Download Data Table icon in the top-right to generate an Excel copy of checked-out items.

Configure Library Settings

1. Start by selecting Manage in the left navigation menu, then choose Library Settings.

2. Fill in the Maximum Number of Checked Out Items per Person field numerically. This will limit the number of items users can check out at once.
3. Select the Due Date. This will set a default due date for all checked-out resources. You can adjust this per checkout as needed. Leave blank if you prefer not to have a default due date.

Manage Title Requests

1. Start by selecting Manage in the left navigation menu, then choose Title Requests.
2. You will see a data table containing the requested title, requesting person, date requested, and whether the request was fulfilled.
3. Searches can be conducted by using the filtering and sorting tools at the top of each column.

How to Check In and Out Library Items

Helpful Resource: https://support.schooldata.net/hc/en-us/articles/49238338112147

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