Ilib Manual OPAC

University of the Philippines Integrated Library System (iLib)
University of the Philippines
Integrated Library System (iLib)
Online Public Access Catalog (OPAC)

Users Manual
Version 1.0 08 August 2008
iLib Technical Team Data Center, U.P. Diliman Main Library Gonzalez Hall, University of the Philippines Diliman, Quezon City, 1101 Philippines Tel. no.: (632) 981-8500 Local 2864 email: ilibsupport@gmail.com
Copyright 2008. The University Library, University of the Philippines Diliman
Inte egrated Libr rary Sy ystem m
Univers sity of the Philippines s
On nline P Public A Access Catalog (OP s PAC) Us sers Ma anual
Re evision Hi istory
Version Revision Da ate Au uthor Description
1 Draft 2
nd
st
05-26-2006 6 06-22-2007 7 08-08-2008 8
Iva Cedric B. G an Gamara Na athanael C. Ca ariaga Ch N. Angele hito es First officia release al
Draft
1.0
U.P. Integrated Library System (iLib): Users Manual
OPAC Module
Contents
Section 1. 1.1. 1.2. 1.3. 1.4. Section 2. 2.1. 2.2. 2.3. General Information ............................................................................1 Project Overview .................................................................................1 System Overview ................................................................................1 Purpose ...............................................................................................1 Intended Readership ...........................................................................1 System Summary ................................................................................2 System Configuration ..........................................................................2 Application Module Overview..............................................................2 System Requirements .........................................................................3
2.4. User Access Levels ............................................................................3 Section 3. Getting Started ....................................................................................4 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. Section 4. 4.1. 4.2. 4.3. User Information..................................................................................4 Accessing iLib .....................................................................................4 Logging On..........................................................................................5 System Menu ......................................................................................5 Changing Username and Password ...................................................6 Exit System .........................................................................................7 Graphical User Interfaces ...................................................................8 Online Catalog ....................................................................................8 My Library .........................................................................................22 Visitors Area ......................................................................................26
Section 5. Glossary ............................................................................................29 Section 6. Release Notes...................................................................................31 6.1. New Components / Features ............................................................31 6.2. System Enhancements .....................................................................31 6.3. Known Issues ....................................................................................31
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Section 1. General Information

1.1. Project Overview
The University of the Philippines (UP) Integrated Library System (iLib) Project started in Diliman in 2005 with the initiatives of faculty, librarians, and information professionals from the College of Engineering, Main Library, and the U.P. Computer Center. The project was originally under the Office of the Vice-Chancellor for Academic Affairs (OVCAA), with then Vice-Chancellor Dr. Amelia P. Guevara. When VC Guevara became Vice-President for Academic Affairs, the project expanded its scope to include the other six (6) Constituent Universities (CUs) in its implementation. The project primarily aims to develop an integrated library system catered to the specific needs and requirements of the UP libraries. It also aims to save on licensing cost for purchasing proprietary software solutions by developing UPs own library system using Free Open Source Software (FOSS) tools and methodology to automate the major services of the library.
1.2. System Overview

iLib is a fully integrated library system with modular components. It is a platform-independent system, being able to run on different operating systems (e.g., Windows, Linux, MacOS). The systems interface is purely web-based and requires only a java-enabled web browser (e.g., Internet Explorer, Firefox, Safari). The system can interface with other online services of the University (if available), such as, the Lightweight Directory Access Protocol (LDAP) for user authentication and the Computerized Registration System (CRS) for student information.
1.3. Purpose
This manual aims to inform iLib users on the different functionalities of the OPAC, how to navigate the different parts of the system, and how to maximize all available features.
1.4. Intended Readership

This manual is written for users of all types: students, faculty, or staff of the University. And since the search interface of the OPAC is also accessible to non-members of the University, general information found in this users manual may also apply to public users.
OPAC Module
Section 2. System Summary

2.1. System Configuration
Technically, iLib is implemented in a client-server architecture. In this configuration, all application programs run in the server (except for JavaScripts) and the user communicates with the server using a web browser, called the thin client in this architecture. No application is required to be installed in the users workstation other than the web browser to be able to use the system. All software updates, bug fixes, and enhancements are implemented in the server which can take effect immediately without requiring any updates or adjustments from the users end. Just like any common web-based systems, users can interact with the iLib system using a keyboard and mouse. Most interfaces in iLib require the user to key-in information in HTML forms using the keyboard and submit form data by clicking the submit buttons with a mouse. In most cases, hitting the Enter key (carriage return) from the keyboard can also trigger form submission.
2.2. Application Module Overview

The Online Public Access Catalog (OPAC) is the default interface of iLib. It provides a robust search engine and supports advanced search options, such as, Boolean searching, field searching, and options to limit search by physical format of materials (e.g., books, computer files, maps), by circulation type (e.g., circulation books, reserve books, reference books), by specific library unit, and by date. Other unique features of the OPAC include: Option to bookmark records, a function referred to as add to cart where records are temporarily added to a virtual cart for saving, sending to email, or printing at a later time; Option to place online reservations; Interfaced with circulation module providing real-time status of circulation materials (e.g., on-loan, on-shelf); Option to recommend titles for future acquisition; Option to view a list of the library's newly acquired materials, referred to as New Acquisitions; Option to view individual patron status and latest transactions (e.g., loaned and returned items, overdue items and corresponding fines), referred to as Electronic Library Card; and Option to post comments, suggestions, requests, etc. using a feedback form.
OPAC Module
2.3. System Requirements

The OPAC module, just like the other application modules of iLib, is purely web-based. It only requires an internet-connected computer with a java-enabled web browser. The OPACs interface has been extensively tested to work well in popular web browsers, such as Microsofts Internet Explorer version 6 or later and Mozilla Firefox version 1.5 or later. The system should also work well in other multi-platform web browsers, such as Flock, Opera, and Safari. JavaScripts have been extensively used in the different interfaces of the system and therefore should be enabled on your web browser for these programs to work as expected. Note: Popular browsers block JavaScript pop-up windows by default to prevent harmful programs from executing in your browser without your permission. Therefore, you must allow JavaScript pop-up windows on your browser or put the URL of the iLib server in the Exceptions list. For instructions on how to enable pop-up windows or add specific URLs in the Exceptions list, please refer to your browsers documentation or online help section. Some interfaces in the system, such as viewing reports, require that a Portable Document File (PDF) reader be installed in your workstation. PDF generated pages have been extensively tested to work well with Adobes PDF Reader version 5 and later. However, these interfaces should also work well with other free, multi-platform PDF readers, such as XPDF.
2.4. User Access Levels

Generally, users are not required to log-in to the system to use the OPAC. Students, faculty, and staff of the University are only required to login if they need to check their Electronic Library Card, place online reservations, recommend titles for future acquisition, or post comments.
U.P. Integrated Library Sy ystem (iLib): Us sers Manual
OPAC Module e
Sect tion 3. Getting Sta arted

3.1. User Inform mation
Profiles of students, f faculty, and staff of th Universit including Login acc he ty, g counts (e.g., usernames, passwords) and other p personal info ormation (e.g name, us group, co g., ser ollege, email address) are maintained in the local database of iLib. Patron information can be crea e d f ated locally in n the Admin M Module and/o if availabl these info or, le, ormation can be automat n tically fetche from other ed r online servic ces of the U University, s such as, the Lightweight Directory A e t Access Prot tocol (LDAP) ) server or the Computeriz Registration System (CRS) datab e zed base. Implementatio of iLib var from one U Constituen University to another. In Diliman, for instance, on ries UP nt n profiles of stu p udents, faculty and staff are automaticall obtained fro an LDAP server. As of this writing, y, e ly om though, other Constituent U r Universities have not yet im mplemented interfaces with L LDAP or the CRS.
3.2. Accessing iLib g

Since iLib is implement s ted in each of the seve (7) UP C en Constituent U Universities (CUs) as of f November 2 2007, each instance of the iLib syste is assign a unique URL. In ge em ned e eneral, URLs s assigned to iLib servers in the differ s rent CUs have common format, that is, the URL begin with t Ls h the word ilib followed by the dom main name o the CU. F instance, iLib in Diliman can be of For e accessed th hru the UR http://ilib.upd.edu.ph; for Manila, http://ilib.u RL upm.edu.ph; for Baguio, http://ilib.upb b.edu.ph; for Mindanao, http://ilib.upm r min.edu.ph; f Los Bao http://ilib. for os, .uplb.edu.ph; for Open Un niversity, http p://ilib.upou.e edu.ph; and s on. so Note: Other C that have not assigned fully qualified hostnames t their iLib se CUs e d to ervers use pub IP blic d addresses to m make their ser rvers accessib over the we For the sp ble eb. pecific IP addr assigned to iLib server ress r in a particula CU, please inquire from a library un ar any nder this CU. For purpose of docum es menting the s system, iLib system refe erred to in th users m his manual is the e Diliman iLib and all ot b, ther samples used, such as records, library unit and librar users, are s h ts, ry e from Diliman libraries. n To access iL open you web brows and type the servers URL in the address bar. Lib, ur ser s .
Figure 1: W Website URL
Version 1.0 August 8, 2 2008
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3.3. Logging O On
In general, r researchers are not requ uired to login to iLib to u the basic features of the OPAC. n use o However, students, facu ulty, and staff of the Univ ff versity can lo ogin to acces the specia features of ss al f the system. Note: Dilima users can lo an ogin using the UP WebM accounts. S eir Mail Students, facu and staff f ulty, from other UP Constitue Universitie please refe to your resp ent es, er pective college e/unit libraries on how to ob s btain your usernames an passwords. nd To login to iL enter your username and passw Lib, e word in the respective text tboxes on the upper right t section of the site (as sh hown in Figur 2), hit Ent re ter or click the Login button.
Figure 2: L Login Form
3.4. System Me enu

By default, all users ac ccessing iLib will see a common in b nterface and the same set of menu s u options (sho own in Figure 3). e
Figure 3 Common Int 3: terface and Ma Menu ain
OPAC Module e
The main m menu appears on the left side of the s s screen, with Online Catalog and V Visitors Area as the main menu group (highlighte in Figure 3 Option to log-in is als available on the upper ps ed 3). o so r right section of the site. d-in, you will see an ad dditional men group ca nu alled My Lib brary in the main menu u Once logged (highlighted in Figure 4). .
Figure 4: Main Menu for Logged-in Users e u n
A welcome m message wit your login name will also be displa th ayed on the u upper right s section of the e site. escription of each menu item is covered in Sectio 4 (Graphic User Inte f on cal erfaces). A detailed de
3.5. Changing Username and Passw word

Since iLib w was originally developed to interface with a Lig d ghtweight Directory Acce Protocol ess (LDAP) serv for login authentica ver n ation, it doe not provid an interf es de face for you to change u e password fr rom within th system. C he Changing pa asswords sh hould be don from ano ne other system m connected t an LDAP server (e.g WebMail). However, this only ap to g., pplies to tho ose currently y implementing iLib with LDAP. ministrators o iLib system without in of ms nterface with LDAP can still manage their users h e System Adm profiles from the Admin interface o system. T m n of Therefore, r request for updating user profile or r change of pa assword sho ould be cours to your iL System A sed Lib Administrator r.
OPAC Module
3.6. Exit System

When you are logged-in to iLib, you are advised to logout after using the system to prevent other users from using your account. To logout, simply click the Logout button available at the topright section of the site (see Figure 4). You may also choose to close your web browser to terminate the browsers active session with iLib. This is an alternative means of logging-out of the system.
OPAC Module e
Sect tion 4. Graph hical U User In nterfaces

This section describes in detail all the user interfaces and f n functionalities available in the Online e Public Acces Catalog m ss module. The default interface of iLib is the B Basic Search (discusse in Section 4.1.1). Belo the Basic ed n ow c Search form is the Wha New? se m ats ection (discussed in Sect tion 4.3.1) where all anno ouncements, notices, and important m messages are displayed. e
4.1. Online Cat talog

The Online Catalog is th first menu group available in the main menu. This menu group, being he u g the major co omponent of the OPAC M Module, provides users w two (2) different searc options, a with ch facility to ma anage bookm marked items and an inte s, erface for vie ewing new ac cquisitions lis st. 4.1.1. Bas Search sic
The Basic S Search provid a simple search form with one (1) search box and an opti to search des m x ion h in specific fie elds (shown in Figure 5). To begin a s search, simp type your search exp ply r pression in th search bo and click the Search he ox button or hit the Enter key (Carriage Return) on your keyboa k e n ard. Using the dr rop-down me enu, you can limit the se n earch in a pa articular field Search fields available d. e are: Author, Accession Number, Ca Number ISBN/ISSN, Publisher, T all Title, and An Field. The ny e ch e default searc field is the Title field.
Fi igure 5: Basic Search Interfac ce
OPAC Module
Some useful search how-tos: When searching for a specific title, enter the complete title: Studies in the sociology and economics in Japan or just keywords within the title: Studies sociology economics Japan For author search, enter the full name of the author in any order: Ambeth Ocampo or Ocampo, Ambeth When searching for accession number, enter the complete accession number: FI-13210 or 11073p For call number search, enter the complete call number: QA 76.15 D36 1983 or QA76.15D361983 (without spaces) or just the beginning of the call number if you wish to get titles of the same classification number: QA 76.5 or QA76.5 (without spaces) For ISBN and ISSN search, enter the 10-digit/13-digit ISBN or 8-digit ISSN: 981-247-062-X or 981247062X (without the hyphens) When searching for a publishers name, enter the complete name of the publisher: The Macmillan Company or just the major keyword/s in the publishers name: Macmillan For subject searches, enter the complete subject entry in a subject heading form: World War II, 1939-1945--United States or just keyword/s / phrase within the subject: World War II United States For a broad search in the database, use the Any Field option. The Any Field search will search all major fields in the database, such as, Author, Title, Publisher, Subject, General Notes, Content Notes, Series, and Abstract/Summary.
OPAC Module e
Search Tips: : 1) You can c change the se equence of the keywords in y your search a still get the same result. This applies and e for searc in the fields Title, Author Publisher, S ch s r, Subject, and Any Field. 2) Punctua ation marks an other specia symbols, w nd al when part of th search word such as: colon(:), he d, comma(,) semi-colon( period(.), q ), (;), question mark k(?), tilde(~), back tick(`), e exclamation point(!), at sign(@), number sign( dollar sign (#), n($), percent s sign(%), care et/hat sign(^), hyphen(-), plu sign(+), us d hesis(), squar brackets[], curly braces{} vertical bar backslash forward re {}, r(|), h(\), open and close parenth slash(/), g greater than a less than s and symbols<>, a double qu and uotations mark ks(), are ignored.
3) To do a r right-truncated search, app pend an asteris (*) immedia sk ately after the search word e d. Example: when you en SURFI* as your search word, you will get all reco nter a h ords with word beginning ds RFI, SURFING, SU URFICIAL, et (Note: this search techni tc. ique does not apply when a with SUR such as: S searching for accessio numbers). g on 4) Search in any of the fie is case-in n elds nsensitive (upp percase or low wercase).
4.1.2.
Adv vanced Sear rch
For more co omplex searc requireme ch ents and ver specific se ry earch inquirie an Advan es, nced Search h interface is p provided. Us sing this inter rface, you ca combine s an search expre essions and select from a s number of se earch limits.
Figu 6. Advance Search Inter ure ed rface
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The Advanc Search in ced nterface (Fig gure 6) includ three (3 search box des 3) xes, three (3 drop-down 3) n menus for s search fields, and two (2) drop-down menus for Boolean Operators that allow you to , n o combine sea arch express sions. Fill-in o (1) or all of the searc boxes and select spec one l ch d cific fields for r each search expression, then comb h bine the sear expressio using Boolean Opera rch on ators AND or r OR. e e ent ce, o To illustrate how to use the differe options available in this interfac we will use the two common typ of informa pes ation search, namely: Kn nown-Item Se earch and Su ubject Searc ch. A Known-Ite Search is when at lea certain in em s ast nformation about the rec cords being searched are s e known, e.g., title or aut thor. On the other hand a Subject Search is a type of se e d, t earch where e may n n being searched for. unknown items, which m satisfy an information need, are b ows n-Item Searc using the A ch Advanced Se earch interface. Figure 7 sho a Known
Figu 7. Known-It ure tem Search Sam mple
To search fo a known title and auth or t hor, enter the title in the first search box and select Title in n the first drop p-down menu (by default, Title is alre eady selecte in the first drop-down menu in the ed t e Search Field column). d Next, enter the name of the author in the secon search bo and selec Author in the second f nd ox ct n d drop-down m menu (by de efault, Autho is already selected in the second drop-down menu in the or e Search Field column). d Next, select AND in the Boolean op e perator drop-down menu (by default, Boolean AN is already u ND y -down menu in Operator column). selected in the first dropean erator to com mbine the tw search ex wo xpressions m means that the database e Using Boole AND ope will only retu records w title intr urn with roduction to sociology w written by the author Alla Johnson. e an Using Boole OR oper ean rator, on the other hand, will retrieve all records with title introduction to , e o sociology w written by Allan Johnson and/or records with the same title written by ot n e ther authors, and/or other works writte by Allan J r en Johnson. Generally, u using Boolea AND oper an rator to comb bine search expressions will yield low recall (few w w records retu urned) but with high pre w ecision (high relevant results). On the other hand, using hly n g Boolean OR operator will yield high recall (more records ret R e turned) but w low prec with cision (only a few relevant records from the total re t m ecords return by the se ned earch).
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Figure 8 sho a Subjec Search usi the Adva ows ct ing anced Search Interface. h
Figure 8. Subjec Search Samp ct ple
To search fo a subject, enter a keyw or word or phrase in any of the three (3) search box ) xes. You may y combine sea arch express sions by fillin ng-in two (2) or all three (3) of the s ) e search boxes in the form s m and selecting the desired Boolean op d perator to us se. Figure 8 sho ows a comb bination of th hree (3) search phrases using Boole ean OR ope erator. In this s search strategy, the dat tabase may return record where an or all of th three sea ds ny he arch phrases s e ld. appear in the subject fiel For a more c complex sea arch requirem ment, other options are pr rovided to na arrow down y your search. The following figures sho other sea ow arch options a available in t Advanced Search. the The Location drop-down list (Figure 9) provides a option to narrow down the search to a specific n n an n c location or li ibrary unit. B default, A Location is selected w By Any which means the search will retrieve h e all records m matching the search expr ression found in any of th libraries av d he vailable in th list. he
Fig gure 9. Locatio Drop-down L on List
The Type dr rop-down list (Figure 10) provides an option to n t ) n narrow down the search to a specific n c Type of Circ culation mat terial. By default, the An Type option is select ny ted which w search all will materials ma atching the s search expression regard dless of the C Circulation ty ype. Circulation t types available in the d drop-down lis may vary from one C st Constituent University to U o another, dep pending on th preferenc of the libr he ces raries using t system. the
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Typical circu ulation types include: Re s egular Circula ation (two-w week book); R Reserve Boo (overnight ok t use only); Reference Book; and Roo om-Use Only.
Figure 10. Circulation Type Drop-do n own List
t igure 11) pr rovides an o option to lim your sea mit arch to spec cific types of f The Format section (Fi materials. C Clicking on an of the che ny eckboxes wi limit your search to that specific material type. ill m By default, no checkbox is selected which mea your sea x d ans arch will retr rieve all relev vant records s e pression rega ardless of the type of mat e terial. matching the search exp
Figure 11. Fo ormat Options
Figure 12, o the other h on hand, shows two more op ptions to nar rrow down yo search. The date text our T t boxes allow you to limit your search on specific y year/s of pub blication or c copyright. If you know the y e as , -in e xes exact year a material wa published, you can fill- one of the two text box for Date. If you wish t retrieve a records pu to all ublished with a given d hin date range, e 000 e.g., from 20 to 2008, you may en nter the beginning and ending dates (as shown in Figure 12 and select TO in the 2) t e drop-down list. Finally, if you are loo oking for ma aterials poss sibly publishe in one of two specific ed c ., 008, you shou select the OR option from the dr uld e rop-down list t. periods, e.g. 2000 or 20
Figure 12. Date and R Records/Page O Options
Lastly, you may choose to limit the number of records tha will be dis e e f at splayed at a time in the e results page by using the Records/P e Page drop-do own option. B default, fif By fteen (15) re ecords will be e displayed in the result se at a time. Y may inc et You crease the nu umber of rec cords to be displayed at a time to 25, 5 or 100 by changing th preferred v 50, y he value in the Records/Pag drop-down option. ge
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To begin se earching, clic the Searc button (s ck ch shown in Fig gure 13). Clicking the R Reset button n (also shown in Figure 13 on the oth hand, will clear the search boxes and reset a drop-down 3), her s all n eir alues. menus to the default va
Figu 13. Search and Reset But ure ttons
4.1.3.
Sea arch Result
The Search Result page shows you a brief dis splay of the records retu urned from your search. y Figure 14 sh hows a samp results pa with 517 records foun ple age nd.
Figure 14. Sear Result Pag F rch ge
By default fifteen record will be sho ds own at a time. A navigat tion link (pag ger) will be shown above s e the results s sub-section a at the bo and ottom section of the page when the s n e search result returned is ts s greater than fifteen (15) The record per page can be cha n ). ds anged from t the Basic an Advanced nd d Search form before exe ms ecuting the search.
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The first column in the r results table (Figure 14) shows a ch heckbox befo each rec ore cord in a row w which can be used to bo ookmark reco ords (Add to Cart) for pro ocessing at a later time, e e.g., printing, sending to e email (explain further in the View C sub-secti ned n Cart ion). The second column (in F Figure 14) sh hows an icon representing the type of material for each record n f r d in a row. Tip: To show what type of material an ic represents in the results page, roll th mouse over the icon. w con s s he r The table be elow shows a available icons current used by iL and the t all i tly Lib type of mater each one rial e represents. Icon Mate erial Type Articl le Book k Seria / Continuin Resource al ng Computer File / E Electronic Re esource Map Mixe Material ed Music Thes sis Visua Material al Analy ytics
Table 1. Type of Material es
The third column (in Figu 14) show the Call Number assig ure ws gned to each record in a r row. The fourth (last) column (in Figure 1 shows th brief biblio n 14) he ographic info ormation for each record d and usually contains the following fie e elds: title pro oper and sub-title (if available); personal author or r corporate na ame; publisher; and date of publicatio on. In the same column (Co e olumn 4), be elow the bibliographic info ormation, an option to bookmark the n e record, labeled Add to C Cart, is also available. C o Clicking the Add to Cart link will ad the record t dd d ned n ion). For item already added to your ms r to your Cart List (explain further in the View Cart sub-secti Cart, the lab will chan bel nge to Rem move from C Cart which y you can use to remove bookmarked d records from your Cart L m List.
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Finally, an o option to sort the result is available at the up ts pper right po ortion of the results subsection (high hlighted in Fi igure 15). Re ecords can b sorted by author, title, call number and year in be r, n ascending o descendin order by s or ng selecting the preferred e Sort field a and Sort ord der from the e drop-down li ists available e.
Figure 15. S Sort Options
To view the the details o each recor click on its title. of rd, s 4.1.4. Rec cord Details
The record details page provides th e hree (3) diffe erent types o views, na of amely: Brief Record; Full d cord display. Each view is represented by a tab. s d Record; and MARC Rec
Figure 16. Detai Brief Recor F ils: rd
The Brief Re ecord tab (Figure 16) shows the mos common b st bibliographic information describing a material, such as: call n number; aut thor; title; pu ublication da (place, p ata publisher, da ate); physical description; and subjects s. Notice the li inks on nam of author and subje entries in this view (h mes rs ect highlighted in Figure 16). n Clicking on a authors n an name will trig gger a search for other wo h orks of that a author while clicking on a subject entry will retrieve records of t same subject. y e the
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The Full Record tab (sh hown in Figure 17), on th other han provides a complete bibliographic he nd, c information d describing a material. Lin on autho names and subject ent nks or d tries are also available in o n this view.
Figure 17. Deta F ails: Full Recor rd
MARC Reco tab provid an interfa specifica designed for cataloge It shows ord des ace ally d ers. s Finally, the M the record d details in MA Achine Read dable Cataloging (MARC format in a human-rea C) adable form. MARC is a s standard form used in library systems for excha mat ange of elec ctronic catalo oging records s across differ rent platforms.
Figure 18. Detail MARC Reco ls: ord
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Below the R Record Details page is the holdings in e nformation (shown in Figu 19). This table shows ure s the available copies of a specific title which may be available in one or mo college/u libraries. e e ore unit
Figure 19. Det tails: Holdings
The table dis splays the fo ollowing infor rmation in de etail: Acce ession Numb (column 1) the uniq identifier of each cop of the mate ber que r py erial; Call Number (co olumn 2) se erves as loca of physic material o shelf; ator cal on Circ culation Type (column 3) common v e values are: R Regular Circu ulation, Reserve Book, Roo om-Use only Referenc etc.; y, ce, Volu ume/Year (co olumn 4) used for Multi-volume mat terials (optional); Stat (column 5 possible values are: ON-SHELF ON LOAN (including th due date), tus 5) e : F, he IN P PROCESS, L LOST, and LO ONG OVERDUE; Loca ation (colum 6) the n mn name of college/unit libr rary where t the physical copy of the e mate erial can be found; and Res servation option (column 7) used to place online reservation on specific copy of the o c e mate erial.
To place an online reservation, click the Reserv link (high k ve hlighted in Fi igure 19). Th feature is his s n e ection. discussed in detail in the next sub-se Below the h holdings tabl are two b le buttons, nam mely Downlo oad MARC and Add to Cart. The o e Download M MARC button is designe specificall for catalog n ed ly gers wanting to save a copy of the g e record in MA ARC format. This functio will allow a cataloger to export / save the rec . on r cord in a file e which can be imported in another c e nto cataloging sy ystem that is also MARC compliant. The Add to Cart button as discuss in the pr n, sed revious sub-s section, is us to bookm sed mark records s ng rinting, sending to email (explained fu urther in Sec ction 4.1.6). for processin at a later time, e.g., pr
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4.1.5.
Online Reserva ation
This feature is used to place reser e rvations for an item you wish to bo u orrow in the future. The e e Reserve lin (highlighted in Figure 19) is only available for Reserve B nk e r Books and c currently OnLoan circula ation material ls. Upon clickin the Rese ng erve link, the interface R e Reservation List will be shown (Figu 20). This ure s interface pro ovides inform mation on the reservation details for a copy of a material, s r such as: title, author, acce ession numb ber, name o borrower who placed reservation, the date and time the of a e reservation was submitt ted, and ex xpiration date of reserva e ation. Reserv vation for an item is by n y priority, that is, whoever places the fi reservatio is the first priority and appears as number one irst on d e (1) in the Re eservation Lis the secon is number two (2), and so on. st, nd r d
Figure 20. Re eservation List
Notes: Reservation ef effectivity for Reserve books is within the same day and reservation effectivity for Circulation R s d r books is three (3) days beg e ginning from th due date of the borrowed item or three (3) days from the current he f d m date if item is already over s rdue. For reserved items returne after the due date, the Exp ed xpiration Date will be autom e matically adju usted based on n tem rned. the date the it was retur Once a copy o a material h been rese of has erved, it canno be borrowed by another u unless the reservation ot d user e has expired o cancelled by the user who placed the reservation or by the circula or y o ation staff. The borrower who placed t reservatio will be notif thru emai once the item has been re r the on fied il m eturned and checked-in by the circulatio staff. y on Reservations p placed online can be viewe and cancell in the Rese e ed led ervations tab under the E-L Library Card section.
19
OPAC Module e
4.1.6.
View Cart w
The View C Cart option brings you to the Item C o Cart List interface (shown in Figure 21) where all n 2 items you ha bookma ave arked from th Search Re he esults page or from the Record Deta page are ails e listed. ce ow results page where a brie display of bibliographic ef c This interfac is someho similar to the search r information for each rec cord added t the cart is shown. The link on the title, when clicked, will to s e n cord details for that item. f show the rec
Figure 21. It tem Cart List
Available op ptions in thi interface are: Back to Search Results, R is Remove from Cart, and m d Preview. H Hitting the B Back to Searc Results button will b ch bring you bac to the Search Results ck s page. ox ach ) ed e m The checkbo before ea record (highlighted in Figure 21) can be use to remove items from the Cart List To remove an item, simply click o the check t. e on kbox and hit the Remov from Cart ve button. The Preview button can be used to generate a reference lis in bibliogra w n o st aphy form. Notes: When you boo okmark (add to cart) rec d cords, these a only stored temporarily together with your other are d session data a will be rem and moved or dest troyed when y log-out of the system or when you clo all you f r ose instances of y your Web brow wser. To save a cop of your Car Items, you can print or se the list to y py rt c end your email.
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OPAC Module e
Upon hitting the Preview button, a pop-up wind w dow will open and displa the records in the Cart ay t mat i ). List in a bibliography form (shown in Figure 22) As part of the bibliography-formatted list, be elow each record, is a call numb ber and the e correspondin location o name of c ng or college/unit library that o owns a copy of the item. If an item is s sociated call numbers. available in multiple loca ations, all locations are re eflected oppo osite their ass l
Figure 22. Car List Preview rt
op-up window you can g w, generate a p print-out of th page by c he clicking on th Print This he s From this po Page button or send the list to your email by hitting the Send as Email b n e button. Upon clickin on the Se as Email button, an ng end nother pop-u window w appear as up will sking you for r an email add dress (shown in Figure 23). n
Figure 23. Send to Email
Enter a valid email addr d ress and clic the OK b ck button. The b bibliography will be sent to the email address sho ortly. Hitting t Cancel button will close the pop-up window w the without emailing the list.
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OPAC Module e
4.1.7.
New Acquisitio w ons
The New A Acquisitions interface (sh hown in Fig gure 24) allo ows users to view the most recent o t materials ac cquired or ca ataloged by the library. Basic informa ation, such as accession number, call s number, title author, and location, ar displayed in this interfa e, d re ace. By default, t page will display new acquisitions from all Co the w ollege/Unit lib braries. To view the new v w acquisitions list of a specific library unit, click on the drop-dow menu for locations (h u wn r highlighted in n and e College/Unit library. Figure 24) a select the preferred C
Figure 24. New Acquisitions w s
The list can also be sorted by any of the availabl fields by c f le clicking on the curved ar rrows before e and after ea field nam A click on the curved arrow pointing upwards will sort the associated ach me. d s e d field in asc cending orde while a c er click on the curved arro pointing downwards will sort the ow e associated f field in descending order r.
4.2. My Library y
The My Libra sub-sect ary tion provides additional o s options for leg gitimate mem mbers of the University of f the Philippin nes, e.g., stud dents, faculty staff, or ot y, ther users giv library privileges. ven Note: Interfaces in t My Librar sub-section requires vali login and pa the ry n id assword. This interface is not visible to s n non-members of the Univer s rsity or public users in gene c eral
22
OPAC Module e
4.2.1.
E-Li ibrary Card
The Electron Library C nic Card (shown i Figure 25) is the electr in ) ronic version of your Borrowers Card n d traditionally used in the library when recording cir rculation tran nsactions (e.g., loans, ret turns). The E-Card shows your personal inf formation, su as, your Borrower ID Name, and College. In uch D, d n addition, it also keeps a record of all your transaction with the library/libra s r ns aries. These e transactions are grouped into four tabs as shown in Figure 25 s d n 5.
Fig gure 25. Electro onic Library Ca ard
The default tab is the Items On Lo oan tab whe all your currently loa ere aned materia are listed als d (shown in F Figure 26). It shows br rief information for each of your b h borrowed item such as, m, accession number, title, author, call number, borrowed date, due date, f , fine (for over rdue items, if f cation. any), and loc
Fig gure 26. E-Card Items On Lo d: oan
The Reserv vations tab ( (shown in Fig gure 27), on the other ha and, summar rizes all rese ervations you u have placed online, inc d cluding brief information about each item you h h have reserve such as, ed, accession number, title, author, requ uested date, e expiry date, and location.
Fi igure 27. E-Car Reservation rd: ns
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OPAC Module e
From this in nterface, you can cancel the reserva u ations you ha placed o ave online by clicking on the e Cancel link (highlighted in Figure 27 associated with each i k d 7) d item you hav reserved. ve You may als view the status of your individual reservations by clicking on the De so l g etails option. Clicking the Details link will display the Reserv k y vation List (previously dis scussed in S Section 4.1.5) ) can status of your reservation including yo position in the priority list (if there n our y e where you c see the s are others w have placed reservat who tion on the sa ame item). The third tab is labeled Titles Recommended ( b (shown in Fig gure 28). This tab lists down all titles s you have su ubmitted to th library/libr he raries for futu acquisitio ure ons. Informat tion you will see from this s s interface inc clude, the title author, requested date status of y e, e, your request, and an option to cancel your request t.
Figure 28. E-Card: T e Titles Recommended
The status of your requ uest may va dependin on the ac ary ng ctions that h have been t taken by the e rge ere rwarded. Pos ssible values s acquisitions staff in char of the library unit whe your request was for e us nclude: appro roved; disapp proved; forwa arded; or pen nding. you can see in the Statu column in Information o how to re on ecommend a title for poss sible acquisit tion is discus ssed in Sectio 4.2.2. on The last tab in the Electr ronic Library Card interfa is the History tab (shown in Figu 29). Here ace ure e you can see all records of your pas transaction This is useful if you need to che what you e st ns. eck u have borrow wed, returned or renewe in any of the libraries in your Con d, ed s nstituent University. This s can also ser as an uno rve official receip of all your library transa pt actions, e.g., paid fines.
Figure 29. E-Card: History
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OPAC Module e
4.2.2.
Rec commend a Title
This interfac allows you to submit r ce u request for m materials for possible pur rchase of a li ibrary unit. A form (shown in Figure 3 is provide for you to fill-in inform n 30) ed o mation about the material you wish to l o recommend. nal on, n ollege are alr ready shown in the form. n Your person informatio such as name, email address, co On the other hand, yo are requ ou uired to fill-in informatio about the material you wish to on y o recommend, specifically the materia type (avail y al lable as a drop-down menu) and the title. Other e r fields are no required but will be h ot helpful to the acquisition staff if yo can provi e ns ou ide as much h bibliographic information as you know c n w.
Figure 30. Reco F ommend a Titl le
Finally, you may submit your request to the spec t cific library wh here you thin the material should be nk e able by select ting a library unit in the d y drop-down lis (highlighted in Figure 3 st d 30). made availa Note: There i no guarante that your re is ee equest will be granted. All t titles recomme ended will be reviewed and d evaluated by the library-faculty committ Your requ may also be forwarded to another lib tee. uest b brary unit if the recommen nded title is m more appropria / relevant to another lib ate brary.
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OPAC Module e
4.2.3.
Feedback
The system provides an interface (shown in Figu 31) for y to send y n ure you your feedbac This way, ck. you can rep port problem you have encountere with the system, submit your c ms e ed comments or r suggestions on how to fu urther improv the system or ask qu ve m, uestions rega arding some features you u are not very familiar with h. omment, sim mply fill-in the Subject an Comment fields as s e nd ts shown in Figure 31. Your r To post a co Name and E Email Addres should alr ss ready be dis splayed by default. Once you have accomplished e a d the form field click the Submit Fee ds, edback butto on.
Figure 31. Fe eedback Form
Information you submit using this form will be sent to the iLib Sy t ystem Administrator for r appropriate action.
4.3. Visitors Ar rea

The Visitors Area provides two (2) su ub-sections: the Whats New and the Library Inf formation. 4.3.1. Wh hats New?
This sub-sec ction display messages intended to be communicated to th library us ys s o he sers like you. Messages p posted usually contain important anno ouncements, system aler instructio and other rts, ons r general infor rmation abou the system ut m. You are adv vised to visit this sub-sec ction often to read import o tant message that may be helpful to es o you. When you visit the Whats New sub-section, y s you will find a list of messages, d f ents, system alerts, etc. s m sorted by da beginning from the lat ate g test post. announceme
26
OPAC Module e
Figure 32 s shows a scre eenshot of m messages, a announceme ents, alerts, etc. posted in this subsection. A s search form is also provided for you to be able to find spec u cific informat tion from the e available list t.
Figure 32. Whats New Sectio F on
To view the details of ea post, click on its title A pop-up window (sho ach e. own in Figur 33) will be re e etails of the m message, ale or annou ert, uncement. displayed to show the de
Figure 33. Whats New: Detail F ls
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OPAC Module e
4.3.2.
Libr rary Informa ation
This sub-sec ction provide a list of al college/unit libraries un es ll nder the UP Constituent University of f the iLib syste you are c em currently acc cessing. Figure 34 sh hows a scree enshot of this sub-section showing a l of college s n list e/unit librarie in Diliman. es . Clicking on the name of the colle ege/unit libra will bring up a wind ary g dow showing you more e about the library unit. information a
Figure 34. Library Information F n
Lastly, for lib braries with t their own websites, a link is made ava k ailable beside the library units name, or from the pop-up win ndow showin the detail of the libr ng ls rary unit, a URL is mad available. de any ghted in Figu 34) will op the librarys website. ure pen . Clicking on a of these links (highlig
28
OPAC Module
Section 5. Glossary
This section provides a list of terminologies and acronyms used or mentioned in this manual and are further defined or explained here to aid the users in understanding their meanings. Borrowers ID refers to the student number (for graduate or undergraduate students) or employee number (for faculty, admin, REPS, and other bonafide members of the University) used as a unique identifier of individual library patron. All transactions, e.g., loans, returns, of the patron in the library are recorded with his/her Borrowers ID (iLib operational definition). Cart or Book Cart, is a bookmarking facility, used to temporarily store selected library records returned from a search in a Virtual Book Cart for processing at a later time, e.g., printing, sending to email in bibliography format. The Cart function in iLib should not be confused with the concept of an online shopping cart used in online stores when placing orders or buying products online (iLib operational definition). Electronic Library Card or E-Library Card, is the electronic version of the Borrowers Card traditionally used by libraries when recording circulation transactions of library users. It displays basic information about the library user, such as, the Borrower ID, Name, and College. In addition, it also keeps a record of all the borrowers transactions with the library/libraries, such as borrowed items, returned items, renewed items, paid fines, recommended titles, and reservations placed online (iLib operational definition). HTML or HyperText Markup Language, is the publishing language of the World Wide Web. HTML gives authors the means to: publish online documents with headings, text, tables, lists, photos, etc.; retrieve online information via hypertext links; design forms for conducting transactions with remote services; include spread-sheets, video clips, sound clips, and other applications directly in their documents (Source: http://www.w3.org/TR/REChtml40/intro/intro.html). MARC or Machine-Readable Cataloging, is a format standard for the storage and exchange of bibliographic records and related information in machine-readable form. All MARC Standards conform to the ISO 2709 (1996) (Source: The British Library, http://www.bl.uk/bibliographic/exchange.html). Precision number of relevant hits in hitlist / number of hits in hitlist; Precision is a measure of how well the engine performs in not returning non-relevant documents. Precision is 100% when every document returned to the user is relevant to the query (Source: Text Retrieval Quality: A Primer by Kavi Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm). Recall number of relevant hits in hitlist / number of relevant documents in the collection; Recall is a measure of how well the engine performs in finding relevant documents. Recall is 100% when every relevant document is retrieved (Source: Text Retrieval Quality: A Primer by Kavi Mahesh, http://www.oracle.com/technology/products/text/htdocs/imt_quality.htm).
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OPAC Module
Search Expression consists of keywords or phrases used to represent a search topic or subject of inquiry (iLib operational definition). Sort Ascending to arrange or order values alphabetically from A to Z (for words/text), numerically from smallest to largest value (for numbers), or chronologically from the earliest to the latest (for dates) (iLib operational definition). Sort Descending to arrange or order values alphabetically from Z to A (for words/text), numerically from largest to smallest value (for numbers), or chronologically from the latest to the earliest (for dates) (iLib operational definition). URL - Internet address that locate a specific resource on the World Wide Web or elsewhere on the Internet. It consists of the Internet protocol name; a host name; and optional elements such as a port, directory, and file name. (Source: http://www.academicresourcecenter.net/curriculum/glossary.aspx).
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OPAC Module
Section 6. Release Notes

This section summarizes the new components and features, major system enhancements, and known issues associated with this release version.
6.1. New Components / Features

The following features / functions were added in this release: 07-12-2008 Added sort options in results page. 07-12-2008 Added call number column in results page. 06-28-2008 Scheduled jobs implemented to: send email alerts to users with delinquencies (e.g., overdue books, unpaid fines) and reservations that are already available for pick-up; check/re-check reservation expiration; and re-compute / reset reservation validity. 04-12-2008 Added record navigation (Previous / Next) in Record Details page.
6.2. System Enhancements

The following features / functions were revised / enhanced in this release: 07-12-2008 Added call number and location in emailed bibliography from Cart List. 07-05-2008 - New interface for New Acquisitions List. 04-12-2008 Actual search result was limited to a maximum of 1,000 records but shows the exact number of records returned by the search. This is implemented for performance reasons (improved response time). 04-12-2008 Improved user interface that is compatible with monitors with minimum resolution of 800x600 pixels. 04-08-2008 Session expiration reset to one (1) hour from thirty (30) minutes. 07-28-2007 Added Remove from Cart option in Record Details page. 06-15-2007 Mouse-over on icons in search results page shows the name or description of the material.
6.3. Known Issues

No known issues documented in this release version as yet.
31

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University of the Philippines Integrated Library System (iLib)

University of the Philippines

Integrated Library System (iLib)

Online Public Access Catalog (OPAC)

Version 1.0 08 August 2008

Copyright 2008. The University Library, University of the Philippines Diliman

Inte egrated Libr rary Sy ystem m

Univers sity of the Philippines s

On nline P Public A Access Catalog (OP s PAC) Us sers Ma anual

05-26-2006 6 06-22-2007 7 08-08-2008 8

U.P. Integrated Library System (iLib): Users Manual

Version 1.0 August 8, 2008

U.P. Integrated Library System (iLib): Users Manual

Section 1. General Information

1.2. System Overview

1.4. Intended Readership

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U.P. Integrated Library System (iLib): Users Manual

Section 2. System Summary

2.2. Application Module Overview

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2.3. System Requirements

2.4. User Access Levels

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Sect tion 3. Getting Sta arted

3.2. Accessing iLib g

Figure 1: W Website URL

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U.P. Integrated Library Sy ystem (iLib): Us sers Manual

Figure 2: L Login Form

3.4. System Me enu

Figure 3 Common Int 3: terface and Ma Menu ain

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Figure 4: Main Menu for Logged-in Users e u n

3.5. Changing Username and Passw word

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3.6. Exit System

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Sect tion 4. Graph hical U User In nterfaces

4.1. Online Cat talog

Fi igure 5: Basic Search Interfac ce

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U.P. Integrated Library System (iLib): Users Manual

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Adv vanced Sear rch

Figu 6. Advance Search Inter ure ed rface

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Figu 7. Known-It ure tem Search Sam mple

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Figure 8. Subjec Search Samp ct ple

Fig gure 9. Locatio Drop-down L on List

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Figure 10. Circulation Type Drop-do n own List