The AIS Desk Staff LibGuide: Alma help

Proxies for Faculty & Staff

Faculty and staff may apply for a proxy status that allows teaching and research assistants to check out materials on their behalf, including interlibrary loan materials. Proxy status must be reapplied for each semester. 

The application for proxy status can be found on the library website here: Apply for proxy status.

Checking Out to a Proxy Account

To check out to a proxy account, the patron acting as the proxy needs to visit the Ask Us desk. They should already have the subsequent account added to their record in Alma.

You can check items out to a proxy account by following these steps: 

• Click on the Fulfillment tab and choose "Manage Patron Services"
• Before looking up the account, check the box next to "Use Proxy"
• After checking this box, scan the patron's CatCard or look them up by name.
• The proxy attached to their account should now appear below the first search box.

Creating an Item Record

Sometimes items in the library do not have a record in Alma. In these cases, Creating an Item Record provides Alma with enough information to allow it to circulate.

How do I know I need to create an item record?  

Alma displays an error message when you try to check out the item to the patron. The error will look like this:

Follow these steps to Create an Item Record:

1. Click on Create an Item 

• Next to the barcode field in Alma, you will see a link to "Create an Item"
• Click on that link. 

2. Choose Holdings Type

At the Choose Holdings Type pop-up window:

• select New
• select Book from the drop-down menu
• Click Choose

3. Fill in Quick Cataloging Form

The Quick Cataloging form will open. The five (5) fields you need to complete are:

1. Title
2. Author
3. Call Number
   • ​​​​​​​Does not include volume (v. or vol.). Volume goes in the Volume field directly below the Call Number
4. Location Noted on the spine label, most common are:
   • Main Library: Main Library Stacks (mn)
   • ​​​​​​​​​​​​​​Weaver Library: Weaver Library (Stacks) (sl)
   • Weaver Library: Weaver Library (Music Collection) (fa)  - Music Collection only (Call number starting with M and Sheet music)
5. Barcode
   • ​​​​​​​Always include the barcode
   • Do not include the a & b at the beginning of the barcode

Once you complete these five fields, the form should generate a record that checks the item out to the patron's account in Alma.

4. Verify that the item is checked out to the patron’s account

• Click on the Loans tab of the patron's record. (If the item is not listed there, check the item out to the patron)
• Click Done

The item record has now been created and the item is checked out to the patron.

Freezing Accounts due to Lost CatCards

When patrons lose or misplace their CatCards, we can place a block/freeze on their account to prevent it from being used. To do this, first bring up the patron's Alma account.

1) On the right side of the screen, click on their User ID number.

2) Once you have opened up their User Details, click on the Blocks tab. From there, click the button with a plus sign to Add Block.

3) A small pop-up will open allowing you to add a block. Under Block Description, click the dropdown menu and select Lost card. 

4) From there, you can click Add and Close.

5) Finally, be sure to click the Save button in the top right corner.  

We can place this block over the phone, but patrons will need to come into the library in person and present their CatCard to have the block removed.

Library Account Fees

Find details for Alma replacement charges, processing and billing fees below:

For books, journals, and media:

• Lost item replacement fee: $75
• Billing fee: $25

Charges Transferred to the Bursar

• Once charges have been transferred they cannot be waived by desk staff.
• Direct the patron to the Contact us about your late/replacement fees form.
• Billing staff will follow up with them directly.

Address for Returning Books by Mail:

The library mailing address can be found at this link:  Mailing address for books