Very Basic Horizon Circulation Directions*  

General Information 

To log in - Double click on the Horizon icon.  Put in user name and password on the screen that comes up.  Click on options and set default to your school, etc.  Click on make default, then ok.  Click on ok when it goes back to first screen.  You should only have to set the options once.

Toggle Icons - On the main screen the two icons at the top that look like screen views are toggle navigation bar and toggle workbook.  Toggle navigation bar makes your work area fill the whole screen.  Toggle workbook puts tabs at the bottom of the page so you can switch back and forth easily between several screens. 

To Close Boxes - Hit escape once for each box you want to close.

Full Screen View - When you have several things open you can use F8 to toggle back and forth between different views.

Adding e-mail or overdue reporting  to your Horizon desktop - Launch Horizon. Go to tools and choose customize launcher.  When this comes up click on navigation bar near the top of the new box.  Click on New on the right hand side, then new process.  Click on the target browse box and find the program you want to add and select it.  Under label on your screen type in the correct name of the program where it says new.  Click on apply at the bottom and close.

 

Check-out and Check-in

Check-out - Click on the circulation icon on the left and then open cko window.  Either wand the patron’s name or press F4 to search for your patron.  Type in patron name, last name first and press ok.  Select patron then you can wand the item/s to be checked out.

To Check out a book to a recently transferred student who does not show up under your school yet - While your cko window is up go to the pull down menu across the top which says borrower and make sure that search this location only is not checked.

To limit patron searches to your location only - While in cko go to the pull down menu under borrower and click on search this location only.  This will remain until you change it. 

Restricting to your school when searching for items - Press F2, choose search method and type in what you are searching for.  Before you press ok or enter click on restrict then choose your school on the right and/or other restrictions on the left. Then click on OK, then Ok on the original screen. You will need to select this each day since the system doesn't remember this one.

Check-in - Click on the circulation icon on the left and then open cki window.  If you want to see who’s returning things go to the cki menu and choose show borrower.  Now wand items in as you normally would.  Cki and cko can be left up simultaneously.

Checked in items not showing up as checked in - If you hit ok on the cki screen the cursor goes away. Items checked in will beep but are not really being checked in.  Make sure the cursor is blinking in the cki window before wanding items to check in.

System says missing item found at cki - At check-in the system does not differentiate between books that have been lost and paid for and those that were missing at the last inventory.  Do F2 on the book.  Look at the detail status to see who had it last.  Check that person's name to see if the system credited the patron with returning a lost and paid for book.  Initiate a refund if it was a book that has been paid for. 

In House Use - Check in after you select in house use check in mode.  Return check in mode to standard after wanding all in house use books.

Damaged check in - Go to cki menu and choose damaged mode.  Damaged check in mode will display on check in box.  This changes the items status to damaged when it is checked in.  Go back to cki menu and uncheck damaged mode to revert to normal check in.  To place a damaged fine on that student go to cko bring the student up, go to blocks menu at the top of the screen and choose add a fee.  When the blocks type box comes up choose damaged.  Put in the amount and then under comments put in the title of the book and the barcode.

Renewing items -  At cki choose renewal from check in mode at the top then just wand in your barcode.  Change check in mode back to standard after renewing item.  At cko wand in patron (or look up person using F4.  Select correct patron and click on OK.)  Wand item barcode.  Double click on item when it shows up on screen.  Highlight due date and change to desired date.

Batch Renewals for teachers - At cko bring up your patron.  If a block screen comes up click on cko, then all items out.  Highlight all items you want to renew then go to cko at the top of your screen and select renew all.  If you want to do a batch date change you can now select multiple items, click on edit, tell it you want to do a batch change and it will let you put in a new date.  Save and close.

 

Overdues and Payments

To See what a Student's Overdue book costs - Get into CKO, do f4 and put in students name and press enter.  On the screen that comes up double click on students name, his block screen will come up.  Click on CKO at the bottom of that screen, override and then click on all items out.  The book price will now be displayed.

To Set a Book to Lost - Bring up the student.  When his block screen comes up click on cko and override.  When the checkout screen comes up click on all items out then go to cko at the top of the screen and select lost. This will set it to lost.

Accepting Book Payments - Set the book to lost first if it has not been set to lost.  Highlight the item you want to take payments for.  You can now click on payments at the bottom of the blocks screen.  If a screen comes up asking for user, drawr # etc, just put something in each box, x will do to get past that.  When the next screen comes up you can put in the amount paid, etc.

Printing receipts - You will  need to set up your machine to allow receipt printing. To do so, open a checkout box then pull down tools at the top of the screen and choose "change receipt options".  When the new workstation receipt options box comes up click to put a check by, "allow printing of slips and receipts", "patron payment receipt", and windows printing. Now click on setup. You will choose your printer and font. I recommend Andale 12 pt. Now you just click on OK.  The next time you take a payment you can now click on the option to print a receipt and it should print one. (Please don't call and ask if I can set up the receipt differently, it's not possible.)

To Make a Refund -  After the book is checked in look up the person who paid for the book in cko. When the blocks screen comes up go to the blocks menu at the top of the desktop and select refund. A box will come up with the total amount there by default. Just click on ok.

To delete blocks - While on the blocks screen is up click on detail and a screen will come up that will allow you to delete blocks.

To Add a Note to a Patron's record - Call up the patron in CKO then go up top to blocks.  Choose "add note".  When the note box comes up choose either "comment" or "message to borrower".  When the next box comes up write in your comment and click "none" below it. Clicking none means that this will not be on his overdue printout. It will only come up when he/she tries to check out a book.

 

Holds

Hold Requests - At cko, with the patrons name up, do F2 and find the book wanted.  Click on show copies and highlight the copy wanted.  Choose request from the drop down menu.  Do not place hold requests on books at another school.

To See a Patron’s Hold Requests - Go to cko, bring up patron, go to borrower menu and choose requests. 

 

Attaching and deleting holdings

Attaching Books and AV - Press F2, search for something, choose show detail, choose show copies, click on “send to” icon, (it looks like an arrow pointing at a sheet of paper,) then choose copy/item list.  Choose new, add in all new info.  Click on the codes box to get legitimate codes.  To have it bring over info from a previous book click on copy record under file and it brings up a new record with the details from the previous record.  Edit this information to conform to the book you have, save and close.

Adding AR quiz designation  - Do a barcode search of the book you want to add quiz availability to.  When the bib detail comes up click on the "send to" icon and choose copy/item list.  When the copy/item list comes up search for your item, (verify barcode and school designation).  Double click on the correct item.  When the edit screen comes up put a y in the quiz available box, put ar in the copy statement box then save and close.

To attach equipment - Do f2 then search by equipment title browse. Find the record. Select the correct one. Click on show detail then show copies. Click on the send to icon at the top, then click on copy/item list and ok. There are two ways to do it. 1. Choose new and fill in all info as below. or 2. To copy an existing record already belonging to you. Select a holdings from your school. Go to file at the top and select copy record. When the record comes up change the record to fit your piece of equipment as described below.

item type - this should default to the correct itype if you did copy record
item barcode - wand the correct barcode and verify the number
location - location must be your three digit school abbreviation
collection - this should be eq
call number - put in in this order 1. BPI#, 2. itype code, 3. the make, 4 the model
copy statement and serial volume can be left blank
source - you can put source of funds here if you want to
price - put the price here
item note - serial number here, can put bulb specifications, where the item is housed, etc.
item status - should be ai which means checked in
check-in note - if you want personnel to check for all part, cords, cables, etc. at check-in you can put that here
fast add box - leave blank
Internal note - put whatever other information you want to here or leave it blank
When you are finished click on save, then close.

To attach periodicals -

Press F2 to search for the periodical you want to attach to. From the title list that comes up select your periodical and click on show details. If the bib record matches your periodical click on the send-to icon at the top of the screen. (It looks like a sheet of paper with an arrow.) Now click on copy/item list and OK. If you already have other periodicals attached for your school select one of them and go to file a the top of the screen and choose copy record or just click on new if this is the first time you have attached to that record. By item type it should say per, by barcode wand in your new barcode, by location put in your school's three letter designation, by collection put in per.  Call # should read as follows:  Periodical title followed by a comma followed immediately by abbreviated month followed by comma no space and date

Example: Zoobooks,Aug.,1994
Example: Ranger Rick,Aug.,1994
Example: Reading Teacher,Aug/Sept.,1994

Copy statement,  volume number, source and item note can be filled in or left blank.  By price put in the price on the outside of the periodical.

Item status should be ai.  Fast add should be left blank.  By checkin note you can note if maps, posters, etc. are included so that you can check for that at checkin, or you can make a note of previous damage.  There is also a place for an internal note if you wish.

Click on save and close.

To delete an item - Go to the cataloging folder on the left of the horizon screen, open the item record folder and choose item barcode lookup.  When you input your barcode a list of all the items attached to that bib will come up. Select the correct one, go to file and choose delete record. (Make sure you delete the correct one!)

 

Item Group Editor

Item Group Editor - (This replaces CIV.)  Go to Admin in the left column, then group editor menu, then item group editor and open it.  About half way down on the list click on append list or one barcode will replace another.  Choose barcode and wand books one at a time and press enter after each.  When you finish close compound search box then highlight the books listed that you want to place in a group.  Select create group from group menu.  Name your group your three letter school designation plus the list name you choose, then click on OK.  You can also search by collection or itype, etc. to make a list to save.  To view groups go to group menu and choose "retrieve group".

To add to an existing list in item group editor - Bring up your list then go to file and choose compound search. When that box comes up click on append list. Anything you wand now will be added to your list. When you finish do "select all" then go to create group under group at the top and name it the same thing it was named before.  That brings the new items into the list.

Delete a Group - Bring up the group then go under groups at the top and choose delete group. If it won't delete it because it references archived data you have to "select all" then go under group and choose "clear archive".  After you clear the archive for that group you can then delete it as described.

Archiving - You would archive your group only if you plan to make changes that you want to be able to easily reverse. Before deleting any group you would need to clear the archive for that group if one has been made.  To archive a group click on archive while the list is displayed.

To batch edit items - When your list is displayed go to "group" at the top of the page and select "retrieve group". Put in your three digit school designation then click on groups on the right.  Select the appropriate group and click on OK.  This brings your list up. Click on archive so you can revert back to this list when you get ready to.  Select the items you want to edit then click on edit.  When it asks if you want to do a batch edit click on OK.  Anything you change now will be changed on all of them.  Later on when you want to bring back the original information you can click on restore when the list is displayed and it will change everything back.

 

Barcodes

Changing Barcodes - 1.  At cko, wand patron barcode (or look up person using F4, select correct person and click on OK.)  Wand item barcode.  Double click on item displayed on screen.  This will take you to the holdings record.  Highlight barcode, wand in new barcode and save then close.  2.  At cki wand old barcode, double click on item when it is displayed on screen.  Highlight barcode in item record.  Wand new barcode, save, then close. 3.  Or in cataloging select item record then item barcode lookup. Enter the old barcode, select the correct record by double clicking on item.  Highlight barcode in item record.  Wand new barcode, save, then close.  

Typing in Barcodes - Unless your school has no short barcodes you must type in the whole 14 digit barcode.  You will not be able to type in only the significant digits as you have been used to do.

 

Patrons

Adding a parent/volunteer - Open cki or cko.  Choose borrower then new borrower.  Put in requested information.  Click on codes boxes to see what is valid to put in on certain boxes.  Page down to complete all fields.  Click on save then close.   Expiration date and  pac access type can be left blank.  On barcode you will need to wand a barcode number from a sheet of blank barcodes that you can get from me.  (Let me know if you need these.)  The ID and barcode should both contain the barcode number. 

Deleting a patron - Look up a specific borrower in cko.  Go to borrower at the top of the screen and choose edit borrower. When the edit borrower window comes up go to borrower again and choose delete borrower. 

Sending a student to gone -  Open cko.  Wand patron or do F4 to find patron.  Go under borrower from the menu then choose edit borrower.  When the patron screen comes up change codes for Btype and stat class to gone.  If you don't want them to show up on your printouts also change the location code to acs.  Save and close.

 

Reports

Ad Hoc reports - Go to administration on the left then adhoc stat reports.  This is for circ stats, and collection information etc. not overdues.  Click on the type of report on the left and the correct school on the right.  Make sure you don't have two schools selected. You always have to deselect to remove a school.  Choosing another school just makes the report run for both.  Always click on "save to file" not print.  Open the saved file with Microsoft word and then print it.

 

Getting More Info

To See who has a book - Do F2 to look up the book, click on show detail then click on show copies.  Select the copy you're interested in then choose detail status at the bottom.  An item detail status screen will come up and the patron's name is on that, (on the second page.)

To find the last patron - Look up the book by doing f2.   Click on show detail and then show copies. When you are at the show copies screen select the book and then click on detail status.  On the third page or near the bottom you will see prior circ information with the last patron's name.

To find out how many times an item has been used or last cko date - Do f2, find a book, click on  sent to icon to send to copy/item list. Click on display.  Select last cko or No. ckos then click on ok.  The screen will now show the last cko date and/or the number of total checkouts.

 

Lists

To generate a title list with call numbers you can do the following;
1.  In search restrict to your location
2.  Search
3.  Choose select all from the edit menu to select the items
4.  Choose add a bookmark from the bookmark menu
5.  When prompted to choose title or item please choose item
6.  Click ok to save the bookmark
7.  Then choose view marked items from the bookmark menu to see a list

8.  To show call #'s click on display and highlight "call #".  If you want the call number to be first make sure it is identified as being in position 1 on the left.

9. To print go to file and choose print.

To retrieve your saved title list later - When any search list is up go to the bookmark menu and choose view marked items.

To delete the saved list - When the list is up do "select all" and go to the bookmark menu.  Choose "remove bookmark entry".

 

Web Mail - Go to the school board site, click on technology in the left column, click on SBAC web mail menu on the bottom left of the screen that comes up.  On the next screen click on SBAC web mail at the top.  Set this at a bookmark or favorite.  Now put the letters that come before @ in your SBAC mail address in the name area and put in your password.  Web mail must be checked every day at least once.

Shortcuts - Press Alt A to see all items out, F2 for item search, F4 for patron search.

Troubleshooting

Can't fit everything on the screen? To fix this, log on by putting in your school letters and number, do not press ok. Instead, click on options.  On the screen that comes up set your font size to 11 pt. or less then click on "make default", then click on OK.  When it goes back to your regular log-on screen click on OK.

Lost your toolbar - If you have lost your toolbar across the top, go under tools to "customize launcher".  When the next screen comes up, under toolbars you'll see "main".  Click to put a check by main and your toolbars will appear at the top of your page.  Click on apply and OK to exit this menu.

Checked in items not showing up as checked in - If you hit ok on the cki screen the cursor goes away. Items checked in will beep but are not really being checked in.  Make sure the cursor is blinking in the cki window before wanding items to check in.

 

How to get a list of your most used items - Go to the Inventory folder.  Open Report Missing Items. Highlight Loc. and put your three letter school designation in the box. Click on and. Highlight collection and put in nf, f, b, or whatever you want to look at in the box. Click on search. (If a box comes up saying you are using a lot of memory.... click on no.)  When the list comes up click on display and highlight only title, call no. and  No. of CKO's (Useage). Make sure title shows no more than 35 characters or it will take two lines. Click on OK.  Sort your list by clicking on sort then choose # CKO's, decending sort and OK. This will put your books in the list from most used to least used. To print the top 25 highlight the first 25 then go up to file and print.  You can not copy and paste this list to something else unfortunately. (If you wanted least used just don't click decending sort and they will be listed starting from 0 uses.)

 

*Anytime in Horizon that you see the question “Load all the views in this large view?”  say no or it will hang up your machine.

 

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