School Libraries and Information Literacy FAQs

OASIS

Contents
Who do I contact for OASIS support?
I am new to my school. How can I check if the OASIS updates have already been run?
When editing my records and adding local details, should I alter the SCIS Dewey numbers to match my existing collection?
What process do I follow to download records into OASIS?Some of my records are downloading to OASIS without a Dewey number. Why is this happening?
What are authority files?
How does the OASIS usage data help in overall library planning?
Why should website records be added to OASIS?
Why do I have classification and date fields rather than classification and Dewey Suffix fields displaying in B1 D1 General Resources?
Why are periodicals showing as copies rather than issues in B1 D1 General Resources?
Why do I have a periodical somehow linked to a book title?
How do I enter equipment on OASIS?
Is there an Equipment Report I can print out?
How do I print resource spine labels?
The message “Unauthorised Loan” appears on the screen. What does this mean?
How do I globally change locations?
How do I change FICTION as the borrowing limit category description to another resource loan category?

Who do I contact for OASIS support?

NSW government schools should contact the IT Help Services by phoning 1800 338 483.

I am new to my school. How can I check if the OASIS updates have already been run?

It is important to go into H1 C1 System Parameters and check the field labelled Drive/Directory containing SCIS files. It should read OASIS\SCS\ only.

Press < Enter > once this is correct and < Esc > back to the Rapid Retrospective menu. Run a H1 C2 Rebuild. Quit out of this module (this is important!) to archive these changes before you commence work with SCISWeb.

When editing my records and adding local details, should I alter the SCIS Dewey numbers to match my existing collection?

For new or previously uncatalogued resources, the most efficient way to deal with changes in the Dewey classification numbers is to accept the new numbers and have resources in two places, with signs on the shelves at each number to direct students to the other number. In the process of adding new resources, and culling your existing collection over time, all resources will be eventually be on the shelf at the new number.

There is an exception to this model regarding resources for Aboriginal Education. The "ABO" book number prefix, which is offensive and inappropriate, has been changed to "ABL". While replacing spine labels on existing resources is not the usual practice, in situations such as this it is the preferred method.

What process do I follow to download records into OASIS?

Instructions on how to download SCIS records into OASIS Thin Client are in the Detailed suppport document Loading USMarc records on the Schools sytem site.

Some of my records are downloading to OASIS without a Dewey number. Why is this happening?

The Dewey number will not download into an Abbreviated Entry record if there is a name in the names file, causing OASIS to add, automatically, a three letter suffix into the call number field. The suffix needs to be edited out before downloading from SCIS.

Also "when you enter an item in your Wish list, only put the details you think the supplier will need. This might only be a title (or perhaps title, author and ISBN). Keep all this to a minimum because SCIS will fill in all the blanks for you later. Brief details reduce your chances of duplicate records when you download and overwrite your Wish list records.

"If you do add an author you will need to edit the brief record. Unfortunately, whenever you enter an author, OASIS automatically allocates a suffix for your call number. While this is a terrific feature if you are entering books from scratch in General Resources, for the download to work you must delete this suffix. OASIS does not overwrite anything in the call number or suffix field. This first happened to me with a book about Diana, the Princess of Wales. In Wish list, I had entered the author and, thus, a suffix appeared. When I downloaded the records obtained via SCISWeb, I had a blank space instead of a Dewey number over the suffix." Margot Lindgren, Avalon Public School (Enrolment: 877 students).

What are authority files?

Authority files are an alphabetical listing of names or terms which have been loaded onto the library system. They can be accessed in <B1> Library Management module:

<A1> Publisher - lists publishers

<A2> Author/name - lists authors and names

<A3> Subject Headings - lists subject headings; you are able to view the resources attached to any particular subject heading by selecting
<R> resources, and you can also edit any incorrect spelling mistakes here.

<A4> Series - lists series titles

<A5> Supplier - the supplier’s name is added in General Resources or Acquisitions, the name, contact and code are assigned. The authority file is used to complete other details such as address, telephone number, and fax number
<B1> G.M.D.- this file is an alphabetical listing of all general material designation codes and is used to identify a resource when it is entered in General Resources. The file is standard AACR 13 and should not be modified in any way
<B2> Keyword - lists numbers and words selected from the title or review notes from records entered onto the system. Keywords cannot be added in this option, it is for reviewing keynotes only The <Stop> option is used to transfer words to the Stopped Word option
<B3> Stopped Word - this file contains words which have been transferred from the Keyword file because of their limited use. Words can be added to or deleted from this file.
<B4> Location - this file is an alphabetical listing of all locations used in the data entry module.

How does the OASIS usage data help in overall library planning?

OASIS data is a valuable tool for both administration of the library and enhancing the teaching/learning outcomes of students.

In particular the historical statistics (found in B4 Reports Utilities) can be used to determine the popularity of resources and the borrowing habits of individuals and year levels.
The application of this data can be used for a variety of purposes from comparing borrowing habits of different stages to determining if the teacher-librarian will purchase more copies of a particular series of books.
This data can be used with other reports available in OASIS.
Operators must purge data at a set time each year to allow yearly comparisons to be made.

Why should website records be added to OASIS?

Web sites are cost-effective, current and easily updated resources that are frequently used by students from all stages.

By adding an appropriate website cataloguing record to OASIS, teacher-librarians can offer users additional subject material using the OASIS enquiry terminal. (NB Access to the actual website must be via an appropriate Internet linked computer.)
By choosing websites from SCIS, teacher-librarians can be confident that these websites should be suitable for their intended audience.
It may be worthwhile for teacher-librarians to store the website address on the school/library network under ‘favorites’ or on the school’s intranet so students don’t have to type out long URLs.

Why do I have classification and date fields rather than classification and Dewey Suffix fields displaying in B1 D1 General Resources?

Select <B1>Library Management and <C1>System Parameters

From the Option Bar select <L>ibrary

At the field titled L.C. Classification (Y/N) make sure the field is set to NO

Press <Enter> and then <ESC> twice back to the Library Management menu

Select D1 General Resources. The field name should now read Dewey Suffix rather than Date.

Why are periodicals showing as copies rather than issues in B1 D1 General Resources?

If the ISBN number is incorrect or invalid, the resource will have a copies statement attached instead of an issues statement.

In this case, type in Periodical instead of the ISBN or ISSN

The copies statement will revert to an issues statement.

Why do I have a periodical somehow linked to a book title?

This often happens when a periodical title is the same or similar to a book title e.g. Time

This can be corrected in B5 A1 Periodicals.

Once the periodical title has been located select <G>en Res from the option bar.

Delete the title offered and press <Enter>

From the <Title> window select the correct title by moving the arrow adjacent to the title and press Enter

ESC back to the main menu

Check in Enquiry to make sure that the periodical is now correct.

How do I enter equipment on OASIS?

Equipment can be entered onto OASIS Library and managed in a similar manner to any other resource.

Audit requirements:

Administration in each school is required to enter all equipment items over a certain value into their Assets Register. They are required to process a Stocktake annually.
The Equipment Loans Register is a book that is usually kept in the front office for when people book equipment to take it off-site, such as home for the weekend, on an excursion etc.
Equipment can be entered in OASIS Library. However, for audit purposes it must be in the Assets Register. Re-entering the equipment information in OASIS Library can assist in the annual Stocktake of equipment and loans/returns of equipment.
Equipment items are entered in OASIS in B1-D1 General Resources. It is recommended that the title clearly identify the item e.g. Sony 65cm television or TEAC 2-in-1 televideo. This allows more effective searching via keyword. It’s a good idea to set up a Resource Loan Category for Equipment in B2-D1 which reflects the usual amount of time equipment is borrowed - in most cases; this may be a full year. Equipment items which usually have a shorter loan period, such as digital cameras, may have a different loan category (e.g. one day only). The Loan Category you set up in B2-D1 will need to be added to the Borrower Loan Category in B2-D2 <L>oans for staff. For a year long loan, type 0 (zero) in the period and then you will be able to enter a due date.

Very few details are required in the bibliographic record, but:

It is recommended that you set up a suitable location (e.g. EQ Equipment) for such items and that this location be entered in the Location field.
At the GMD field, type EQ which gives access to a third screen where details can be recorded.
If you are entering any leased items, it is usual to set up a suitable keyword and enter this tagged word in the Review Notes field (e.g. ^LEASE-APRIL2003), so that the lease date can also be easily searched in enquiry.
Enter through the copy details and attach the barcode in a clear, easily accessible place on the equipment.
If you have entered EQ in the GMD field, you will now see an equipment screen where you are able to enter Make, Model, and Serial number etc.

Managing equipment loans

Make sure that the Borrower Loan Category B2-D2 <L>oans for staff has the equipment category added and appropriate due date allocated.

Equipment items are treated in a similar way to any other loan.

The equipment items will appear on loan and overdue reports.

At the end of the year, or start of the next year, the best way to manage the circulation of large items of equipment is to do so using Remote Circulation. This way, you take the portable barcode reader to the items rather than bringing the items to the library. The data stored in the portable barcode reader will then be able to be downloaded in B2-J1 Remote Circulation.

Is there an Equipment Report I can print out?

Select <F2> Sample Reports

The Library Equipment Report is found in the Sample Reports in F2 LIBRARY 112

It clearly shows the name of the item (Title), the serial number, the barcode, and any loan details, including the person to whom it is currently loaned.

This report is invaluable for the administration staff who are required to process an annual stocktake on all equipment from the Assets Register.

How do I print resource spine labels?

Here are instructions for two options:
Printing Resource Spine Labels using OASIS Report Generator
Printing Resource Spine Labels using B4 C4 Spine Label data and a template

How do I find out more about OASIS Library?

The School sytem site has information on OASIS, Thin Client and Web Enquiry. Self-paced training programs on OASIS Library have been developed. They are available at: http://www.schools.nsw.edu.au/schoollibraries/resources/publications.htm

The message “Unauthorised Loan” appears on the screen. What does this mean?

The “Unauthorised Loan” message can mean several things. Essentially it means that the person who wishes to borrow that particular item is currently being blocked for some reason.

It could be that there is a problem with the loan period allocated to that person; or a problem with the borrowing rights of that person.
The “Unauthorised Loan” message also includes a two letter code. The first code refers to the Borrower Loan Category and the second code refers to the Resource Loan Category. The codes that are displayed are set up in the Loan Categories for Resources <B2/D1> and Borrowers <B2/D2> and differ from school to school.

The most usual reasons for this:

Possible Problem ?	How to fix ?
The calendar has not been generated & appropriate due dates cannot be calculated.	Investigate <B2<STRONG>-F1> (Circulation/Maintain Calendar)
The master due date needs editing	Investigate <B2-D2> (Circulation/Borrower Loan Category) Edit the Master due date
Due Dates are calculating incorrectly	Investigate <B2-D2> (Circulation/Borrower Loan Category) Select the Loan Category required; choose <L< strong>>oans from the option bar; edit
The resource is a Part Day Loan	Investigate <B2-D1> (Circulation/Resource Loan Category
The resource does not have a Loan Category	Investigate <B1-D1> (Management/General Resources) <F> ind the title; select <C>opies ; edit the copy details to add the loan category
The borrower has the incorrect loan category	Investigate <B2-A1> (Circulation/Borrower Details) <F> ind the borrower; <E>dit the details & add the correct borrower category

In some circumstances, the loan transaction can continue by using the OVERRIDE command. The system problem will still need rectification, as soon as possible.

How do I globally change locations?

Changes in the location field can be achieved globally by running the <B4> Library Reports/Utilities <P2> Change Location.

EXAMPLE ONE

Old Location	From Classifiaction	Suffix	To Classification	Suffix	New Location
JUN	F	A	F	Z	J

In this example an operator has inadvertently given a second location code to the Junior Fiction collection. In other words some resources from the junior collection have a J code and others have a JUN code.
Running a process like Stocktake would be unnecessarily complex with the data in this state.
Running the Change location process gets the Junior collection back into one sequence. i.e. the J sequence.
The JUN location in the <B1 -B4> Authority File can be deleted once this process is complete.

EXAMPLE TWO

Old Location	From Location	Suffix	To Classification	Suffix	New Location
NF	001		999

The effect of running the process in this example would be to make the Location field revert from NF to blank.
Location codes that do not match the spine label on resources can be very confusing for users.
This process will delete the NF if it is an unwanted location.
Always remember to delete the unwanted location from the <B1-B4> Authority File when this process is complete.

How do I change FICTION as the borrowing limit category description to another resource loan category?

Select <B1-C1>

In <B1-C1> in the <C>irculation parameter, change the field Borrowing Limit Category Description from Fiction to the new value e.g. Reference. NB: The new value must be a resource loan category that has been created in the library system in <B2-D2> Resource Loan Categories.
In <B2-D1> the column should now have the new Resource Loan Category as its heading e.g. Reference. Make appropriate changes to the Yes andNo values.
Check <B2-A1> Borrower Details. The field Number of items allowed should now read as the new value. (i.e. Reference per this example to replace Fiction) The figures however for each borrower may well be incorrect as a consequence of this change.
To change these figures select <B2-I2> Set Borrowing Limits. Select Stu<D> entand nominate the first scholastic year to be changed. Enter the new numbers for each of the values. Repeat this process for each scholastic year.
In <B2-A1> now the screen will resemble the following:

Number of items allowed

Reference: 0

Other: 4

The effect of this change with these numbers would enable a borrower in a particular scholastic year to have no rights to borrow materials that have a Reference Loan Category. However, the borrower would be able to borrow a total of 4 items that have any loan category apart from Reference. The four items in this example may be both fiction and/or non-fiction.

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