Residents assigned to a room may need to leave for holidays and breaks. Use the Check-Out option to track when residents are not on campus:
1. From the Patron menu, select Check-In/Out > Check-Out. The Check-Out page is displayed.
2. Select the appropriate term from the Term drop-down list. Terms are sorted by the start date of the term in descending order (most recent term first).
3. Select the Holiday check box.
4. Select an option for identifying the resident from the drop-down list (Find By Last, First, Middle, Find By ID, or Find By Alternate ID). Enter all or partial search information in the text field and click Lookup. If the results include multiple residents, select the appropriate resident name from the pop-up window.
Note: If a match is not found for an ID or name search, No items were found will be displayed in the pop-up window. Click Cancel to close the pop-up window.
Alternatively, swipe a patron’s card using a compatible card reader.
5. If the resident is in the database, the following information may be displayed:
•ID and name
•Photo, if available
•Checked in date, if the resident is checked in
•Checked out date, if the resident was checked out
•Location and occupancy dates, if they are assigned for the selected term
•Other attributes, if defined by the system administrator
Note: The following message will be displayed when a resident with a suspended account is selected for check-out: No processing is allowed on this account. The account is suspended.
If a resident has a note flagged as an alert, the alert will be displayed at the top of the page. If the alert is long, only the first line will be displayed followed by a Show More link that will expand the alert to its full length.
6. If the resident selected is a proxy for another resident, both resident names will be listed in a Select the resident checking out drop-down list (the field appears only if the resident selected is a proxy for another resident). The field defaults to the patron selected in the Lookup field. If the resident is checking out for a person for whom he/she has proxy, that person’s information will be displayed when the person is selected from the drop-down list. Select the resident you want to check out from the drop-down list.
7. If the resident has been checked in, the Continue button will be enabled. Click Continue. The check-out attributes will be displayed (for example, Documents Returned, Key Returned).
Note: Additional check boxes for tracking check-out processes will be displayed if your administrator has configured additional resident information to be tracked through attribute flags. If additional resident information has not been configured to be tracked, the Holiday Check-Out button will be displayed instead of the Continue button.
8. Select the check box next to the check-out items that have been completed.
9. Click Holiday Check-Out. The Holiday Check-Out processed successfully message is displayed. The built-in core patron attribute Checked In/Out will be set to Checked Out with the current date and time.
What Gets Updated
After checking out a resident, following areas are updated in ResCenter or Odyssey HMS:
•The Checked In/Out core attribute is set to Checked Out.
•In the List of Patron Contracts grid on the patron’s Contracts tab, if the Check In/Out updates Patron Contract System Parameter is set to Yes, the related contract’s Status will be set to Completed, and the Actual End date will be set to the date of check-out. The Check Out Date Time will be set to the date and time of check-out.
•If a proxy checked out for a resident, the following information is displayed on the Proxy tab in the Odyssey HMS Patron module:
o Date: Date/time when the check-out occurred.
o Action: Set to Check-out.
o Proxy Name: Name of the proxy.
o Proxy ID: ID number of the proxy.
o Proxy Alternate ID: Alternate ID of the proxy.
o Contract Name: Patron's contract that the proxy checked out.
If you check out a person who has already been checked out, no update is made to the Checked In/Out core attribute or the Contract Checked Out Date value. However, if check-out attributes are defined, these values can be updated.