(This function is very similar to the LibCode software so a copy of those instructions has been placed here until specific instructions can be produced)

To change borrowers manually (This is a good opportunity to sort out the Student number field for the students so you can inload from your office system next year!)

(The example below is for High schools, obviously a Primary school would use Year 8 as the fictitious destination class and where 12 is mentioned,  7 should be used... make sense?)

1. Have an up to date class list or enrolment list handy

2. Print an Unreturned Loans list for all Year 12 students

(Circulation / Reports / Unreturned / Click Filter drop down and select Level / Type 12 into character box then click Filter button... print this list so you know which Year 12 past students have outstanding loans from last year)

3. Move all Year Levels up one Year...

(ie. Move the 12’s to 13, then 11’s to 12, then 10’s to 11, 9’s to 10 then 8’s to 9... )

(Utilities / Update / Circulation / Borrowers... / Yes to proceed if a backup has been done / Set Selection Field to Level... and type 12  (low value) and 12 (high value) then click the APPLY button / Check the number of students and the details listed and if the students you do want to change are listed / Click on Drop Down for Replacement Field and select Level... then type 13 as replacement value and click Replace Button... Level 12’s are now Level 13’s)

Repeat for every Level...

4. Make new Group called LEFT03… ( or what ever the previous year was)

(Circulation / Groups / Add… check you don’t already have a Group LEFT03 / Press F2 to add a Group)

5. Move all Level 13’s with outstanding loans into Group LEFT03…

(Circulation / Borrowers / Drop down Filter list and select Level 13.... / Now using the list of Unreturned Loans printed in step 2, go into Borrower Detail screen for each Level 13 student with outstanding loans and change their Group to LEFT03...)

6. Delete all remaining Level 13’s…

(Utilities / Update / Circulation / Borrowers... / Yes to proceed if you are happy to make more changes to your data before making a fresh backup / Set Selection Field to Level... and type 13  (low value) and 13 (high value) then click the APPLY button / Check the number of students and the details listed and if the students you do want to delete are listed / Click on Purge Button...  to delete all the students listed... (Remember records are only actually deleted when you do a Backup (or Pack))

7. Make sure all new Groups are available for selection for new students… (add new ones)

(Circulation / Groups / Check list for existing Groups and press <F2> or click “+” button to add.  Use a class list report from the office as your check point)

8. Move the student Groups around in bulk (if the Group of students mostly stays together)...

(Again, this MUST be done from the top down…)

(Utilities / Update / Circulation / Borrowers... / Yes to proceed if a backup has been done / Set Selection Field to Group... and for example type 11B  (low value) and 11B (high value) then click the APPLY button / Check the number of students and the details listed and if the students you do want to change are listed / Click on Drop Down for Replacement Field and select Group... then type 12C as replacement value and click Replace Button... Students have been moved from the 11B Group to 12C Group)

Repeat for every Group that can be changed in bulk...

9. Manually adjust existing student data as necessary...

(Circulation / Borrowers... and don’t forget the columns with a * can be clicked to change the order of the student listing... this can save heaps of time. All students and Staff who have left the school in year 2003 should have their Group changed to LEFT03! (So you can keep a track of them for the next 12 months)

10. Add your new students and staff at any stage (don’t forget to type in Student Enrollment number)

(Circulation / Borrowers... press <F2> or Click the “+” button to add a new borrower)

11. Clean out all Unused Groups…

(Utilities / Update / Circulation / Unused Groups... this will delete all old Group names that are no-longer in use!)

12. Purge old Loan History...

(Utilities / Update / Circulation / Prune Returned Loans... / Set your cut-off date for loan history records... you might like to leave this until LibCode Suite allows you to Purge selected history records... which is coming soon!)

And you’re ready to go for the year!