Activites, Notices, and Reports Descriptions - By Type

Print Notices in CARL (Required - Daily)

Patron notices are available each morning to be printed from the notices webpage. You can log in with your library's van code and password. (Please call the OWLS office if you don't know the password.) The notices will remain on that page for one week before being automatically deleted.

Notices include:

  • Hold pickup notices (Generated every day. If you mail these, print Sat -Mon notices on Monday)
    • Notice comes from the pickup branch
  • Hold cancellation notices (Generated M-F each day open)
    • Notice comes from the patron's preferred branch
  • Overdue notices (Generated M-F each day open)
    • Notice comes from the patron's preferred branch
  • Bills (Generated as items enter billing cycle)
    • Notice comes from the owning library

​Many libraries choose not to mail some or all notices. Feel free to follow your local procedures. OWLS recommends that all libraries print and mail bills, once they've verified the price using the Search Shelves Before Billing Report.

Notices should be printed once a day.

Check Library Email Accounts (Required - Daily)

Patron emails from the online catalog, patron replies to automated notices, book club holds and emailed reports are all sent to the general library email accounts. Some libraries also use these accounts for a public contact point on the library’s website.

Because these emails often require a timely response, these accounts should be checked every day. (OWLSnet also offers personal accounts.)

Clear Holdshelf in CARL (Required - Daily)

This process is used to send items to other libraries and fill holds for other patrons. Please clear the holdshelf as part of your morning procedures, so items moving on will be ready for delivery by the time the van arrives. Clearing the holdshelf must be done Monday through Friday each day your library is open, but OWLS recommends that it be done on weekend days when you are open as well. Printable directions may be found here.

There are 3 steps:

  1. Run Expired Holds Report (optional if using pull dates on the hold slips)
  2. Pull expired Holds from Hold Shelf
  3. Scan pulled holds through Returns/Check In, 1 by 1, to Activate Next Hold

Run Expired Holds Report

  • Along the top menu, choose Reports > Circulation > 80 Hold Expired List
  • If your library is not highlighted under the Parameter Set, choose it from the dropdown menu
    • To check parameters, click “View/Edit Parameters to see if your location is the default
  • Click “Run”
  • When the report is finished running, you will see it appear in the “Transfer from Server” list
  • Highlight your report and click “Transfer.” This will move it to “Available Copies” on the right
  • Highlight the report in “Available Copies” and click “View”
  • To print this list, click the print icon in the report that opens 

Scan Pulled Holds Through Returns/Check In to Activate Next Hold

  • Go to Return in CARL•X
  • Scan the barcodes
  • Click “Activate Next Hold” when a big, red box appears that says “Item Should Be On Holdshelf” to send it into transit or place it on the hold shelf

Paging Lists in CARL (Required - Daily)

Paging lists are available in both CARLX as Router and CARL Connect as Fill List. Documentation for paging lists can be found here.

Title, issue, and item paging lists should be printed at least every day, but OWLS recommends that the title paging list be printed twice a day.

Unfilled Holds in CARL (Optional - Daily)

This report displays information on outstanding Title, Issue, and Item holds. These are holds yet to be filled for patrons. The report based on Transaction Date, where holds placed on or before that date will be displayed, and Branch, which corresponds to the pickup branch. A printable form of these directions can be found here.

  1. In the CARL-X Staff client, navigate to Reports > Circulation > 46 - Unfilled Holds.
  2. In the Parameter Set dropdown menu, choose your library.
  3. Click View/Edit Parameters.
  4. Choose the transaction date you wish to use. A transaction date of today will show holds that are unfilled before today's date.
  5. Make sure your branch is highlighted.
  6. Save.
  7. Run.
  8. Once the report is done running, highlight your report in the "Transfer from Server" side of the window and click Transfer.
  9. Highlight your report in the "Available Copies" side of the window and click View. You can also double-click.
    1. An Excel spreadsheet will open up. You may need to click "Enable Content" for your data to populate.
    2. Go to the "Expired List" sheet.

 

Reports mailed or emailed to libraries

Work Search Shelves Before Billing report for CARL - emailed to libraries (Required - Daily)

This report is emailed every day from the OWLS office to the OWLSnet Libs email list. It includes items that will be billed soon. Time to bill varies, but is at least five working days from the date of the report.

Please check your shelves for these items and check them in if found. Also, please verify that the price listed in the item record is the correct price to be charged to the patron.

The email will contain an Excel spreadsheet. To narrow it down to your library’s items in Excel, click Data, then click Filter. Each of the column headings will now have a dropdown arrow. Click the down arrow next to “Library,” uncheck “Select All,” and select your library. I have pre-sorted the list by location and then by call number.

View Discarded Items/Statistics Report - emailed to library (Optional - Weekly/Bi-weekly)

Not yet available with CARL.

Work Too Long in Transit Report in CARL (Optional - Weekly/Bi-weekly)

CARL will set items that have been in transit for 14 days to a Lost status. If libraries would like to view items in transit before they go to Lost, they can use report 11001 - In Transit in CARL-X Staff. A printable version of these directions can be found here.

  1. Go to Reports > Circulation > 11001 - In Transit
  2. Select your library from the Parameter Set (do not select DEFAULT)
  3. Click the View/Edit Parameters button
    1. Edit or verify the number of days in "Reports In Transits Older than X Days" (we recommend 10 days)
    2. Set Controlling Branch to either "In Transit from Branch(es)" OR "In Transit to Branch(es)" but not "Both"
    3. Save
  4. Run
  5. When finished running, highlight your report under Transfer from Server and click Transfer
  6. Highlight the report under Available Copies and click "View" (or double-click the report)
  7. Repeat if you'd like to see the report for the opposite ("to" or "from") in step 3.

Work Search Shelves Claims Returned, Missing, Billed Report - emailed to library (Optional - Weekly/Bi-weekly)

We currently do not have an equvalent of this report set up in CARL.

Work Lost and Paid/Lost Report in CARL (Optional - Monthly)

This report lists items whose status became Lost within a specific date range. The display of Lost items can be further limited by the item’s branch and the type of lost transaction, i.e. A9/LOSTNPAID, A9/LOSTNMISS, and other, not LOSTNPAID or LOSTNMISS. The report provides a summary view of items grouped by branch, including information such as the location, prefix, item call number, author, title, and item ID. The report also includes a detailed view for each item, where additional information such as media, CARL BID, ISBN, publication date, price, circulation history, last circulation date, and the associated patron ID are shown. Libraries may use this for collection development, to determine whether or not to purchase a replacement item. 

  1. In the CARL-X Staff client, navigate to Reports > Circulation > 20 - Lost Items.
  2. In the Parameter Set dropdown menu, choose your library.
  3. Click View/Edit Parameters.
  4. Choose the Start and End dates.
  5. Choose the Transaction Type: Lost Paid (A9/LOSTNPAID), Lost Tracer (A9/LOSTNMISS), Other lost - not lost tracer or lost paid.
  6. Make sure your branch is highloghted.
  7. Save.
  8. Run.
  9. Once the report is done running, highlight your report in the "Transfer from Server" side of the window and click Transfer.
  10. You will need to open this report through the C drive: Program Files > CarlX > Live > DSS > Data > locate Rpt0020.
  11. The Patron Number listed should al

Work New Patrons Report in CARL (Optional - Monthly)

OWLS previously sent out a monthly report to libraries of their new patrons registered for that month. CARLX now has the ability for libraries to pull this on their own. The instructions below walk staff through how to collect this by using Report 1 – Patron List. Printable instructions can be found here.

  1. In CARLX, navigate to Reports > Circulation > 1 – Patron List 
  2. Choose your branch from the Parameter Set drop-down (if your branch isn’t listed, please email OWLSnetHelp)
  3. Click on “View/Edit Parameters”
    1. Branch Type: Registration Branch
    2. Date Type: Registration
    3. Begin Date: First of the month
    4. End Date: End of the month
    5. Branch Code: Your branch
    6. Borrower Blocks: Select All
    7. Borrower Type Code: Select All
  4. Save.
  5. Run.
  6. Transfer.
  7. Highlight your report from the right-hand side window “Available Copies” and click View.
  8. ​​This report most likely won’t open by clicking View, so you will need to navigate to it through the C drive. C > Program Files > CarlX > Live > DSS > Data > Rpt0001.
  9. Once open, you can sort/filter as you’d like for the information most pertinent to you. 

 

Work Items in Processing with Holds in CARL - emailed to library (Optional - Monthly)

This optional report is emailed every month from the OWLS office. Each library who requests it can receive a list of their items with a processing status, and holds either on the item or bib record. This report is intended to allow the library to expedite the processing of new items with holds, and is most useful for libraries using the Acquisitions module. Please call the OWLS office if you would like to start or stop receiving this report.

Work Problem Discards - emailed to library (Optional - Monthly)

This report is emailed every month from the OWLS office. It lists items that have been marked as discard, but for various reasons don't meet the discard criteria. Please look at each item on the list, and following the included instructions, edit the item record to discard the item or fix the item without discarding.

View Checkouts and Renewals by Municipality - emailed & posted (Optional - Monthly)

This report is emailed every month from the OWLS office. It lists checkouts and renewals broken down by municipality. These numbers will match the numbers on the Checkouts and Renewals statistical report posted on OWLSweb. These numbers will match the end of the year numbers that should be reported to the state on the annual report. This report is also posted on the OWLSnet Statistics page.

Work Linked Patrons Between 16 and 20 Report - NA (Optional - Quarterly)

Linking is not currently available in CARL.

Reports posted online

Work Should be Short Loan Report in CARL (Required - Weekly/Bi-weekly)

Once a week OWLS will send out the Should Be Short Loan list to the OWLSnetLibs listserv. If you are not on this and feel you should be, please email OWLSnetHelp. For printed instructions, click here.


This report is still a work in progress and will be updated as needed. Please review your library’s items on the list and check the total number of items and holds. If the item meets the requirements for being short loan, please change the MEDIA CODE to the appropriate Short Loan code and add a sticker to the item.


If the item is checked out, changing the code will not affect the current patron with that item. The only thing that would affect it is if the patron tried to renew for the first, second or third time, the system will not allow it since Short Loan media code do not allow for renewals. To notify staff of this item needing to be Short Loan upon return, you can add a note to the item. Here is how you add notes to items:

  1. Type in the item barcode in CARLX
  2. Double click on the item barcode in the results
  3. In the Item Detail window, click on the Notes button at the bottom (image below)
  4. In the Note Editor window, select “001 – Charge/Discharge Note” from the Note Type dropdown (image below)
  5. In the Free Text type in, “Please add Short Loan sticker to item.” (image below)
  6. Save. Close.

Please remember that once you do add a Short Loan sticker to an item, this note can be deleted from the item. To do this, follow the above steps to the Note Editor window. Highlight the Short Loan note and click on Delete. Save. Close.

Work Stale Holds Report in CARL (Required - Weekly/Bi-weekly)

OWLS is running a weekly report that lists items available to fill bib holds over 2 weeks old, and item holds over 1 week hold. Due to CARL's dynamic routing, there are not many results. OWLS is contacting only those libraries whose items appear on the report. Please look for these items on your shelves and check them in. 

Statistics from Web Management Reports

Daily Circulation Activity Statistics in CARL (Optional - Daily)

This report displays counts of various transaction activities, such as charges, renewals, holds filled, fine payments, and patron registration. The report output can be limited by the type of transaction, the library where the transaction occurred, and a date range in which the transaction occurred.

These numbers will not match those circulation statistics intended for the state annual report. These statistics are only intended for measuring activity at the library. Printable instructions can be found here.

To run this report:

  1. In the CARL-X client, go to Reports > Circulation > 42 - Daily Statistics.
  2. From the Parameter Set, choose your library.
  3. Click View/Edit Parameters.
  4. Select a begin and end date for the report.
  5. Choose the Transaction Type. To select more than one option, use Ctrl + Click.
  6. Make sure your Branch Code is correct.
  7. Save.
  8. Run.
  9. When the report has finished running, highlight the report on the Transfer from Server side of the window and click Transfer.
  10. Highlight the report in the Available Copies column and click View. You can also double-click.
  11. An Excel document will open.

View Checkouts by Itype by Ptype Collection Development Statistics - Web Mgmt (Optional - Monthly)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report. The report can be used to determine the percentage of checkouts of adult and children's materials. (OWLS recommends adding the YA checkouts to the adult numbers rather than the children's numbers to maintain consistency with previous years.) This percentage can be applied to total checkout figures to determine an estimated total checkout by adult and children's materials.

View Checkouts by Call No. by Ptype Collection Development Statistics - Web Mgmt (Optional - Monthly)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report.

View Hourly/Daily Checkout Statistics - Web Mgmt (Optional - Monthly)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. This report lists (by terminal/group number) checkouts by day, day of the week and by hour. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report.

Statistics posted on OWLSnet

View Checkouts and Renewals by Municipality - emailed & posted (Optional - Monthly)

This report is emailed every month from the OWLS office. It lists checkouts and renewals broken down by municipality. These numbers will match the numbers on the Checkouts and Renewals statistical report posted on OWLSweb. These numbers will match the end of the year numbers that should be reported to the state on the annual report. This report is also posted on the OWLSnet Statistics page.

View ILL Lender/Borrower Statistics - posted on OWLSnet (Optional - Monthly)

These monthly reports are posted on the OWLSnet Statistics page. There are two reports - one listing each site separately, and one combining legal library entities. The numbers on the combined report will match the end of the year numbers that should be reported to the state on the annual report. These numbers include both checkouts and renewals.

View Titles & Items Held by Library - Statistics posted on OWLSnet (Optional - Monthly)

This monthly report is posted on the OWLSnet Statistics page. It lists the total numbers of titles and items by each library. These numbers will not match the counts intended for the state annual report. Those numbers will be reported to you at the end of the year.

View Public Internet Computer Usage (SAM) - posted on OWLSnet (Optional - Monthly)

View Wireless - posted on OWLSnet (Optional - Monthly)

View Ecommerce | YTD Disbursement - posted on OWLSnet (Optional - Monthly)

View Bills Paid via Ecommerce - posted on OWLSnet (Optional - Monthly)

View Bills Paid (by transacting library) - posted on OWLSnet (Optional - Monthly)

View Bills Paid (by owning library) - posted on OWLSnet (Optional - Monthly)

View Cards Held by Residents of OWLSnet Municipalities for CARL - posted on OWLSnet (Optional - Quarterly)

This quarterly report is posted on the OWLSnet Statistics page. It lists the total number of patrons in each OWLSnet municipality. By adding up the total number of patrons in your library's municipalities, this report can be used to determine the number of resident registered borrowers on the state annual report.

View Cards Held (by Home Agency) for CARL- posted on OWLSnet (Optional - Quarterly)

This quarterly report is posted on the OWLSnet Statistics page. It lists the total number of patrons by home agency. This report (along with Cards Held by Residents of OWLSnet Municipalities) can be used to determine the number of registered borrowers on the state annual report. The total number of cards held by your home agency equals the total number of registered borrowers. Subtract the number of resident registered borrowers (obtained from the Cards Held by Residents of OWLSnet Municipalities Report) from the total number of cards held by your home agency. The result is the number of non-resident registered borrowers on the state annual report.

Checkouts and Renewals (revised) - posted on OWLSnet (Optional - Monthly)

This monthly report is posted on the OWLSnet Statistics page. It lists checkouts by library and renewals by home agency. These numbers will match the end of the year numbers that should be reported to the state on the annual report.