WMS Library Management System
WMS our Library Management System. It stores all of the data on patrons and items in our catalogue. You will use WMS to:
- Issue, return, renew and return items on behalf of patrons
- Remove and add charges to patron accounts
- Run reservation reports
- Issue Interlibrary Loans
- Catalogue new or donated items
- Edit catalogue and accession records of items
This guide will take you through the core functions and capabilities of WMS.
WMS Terminology Guide
You may notice that WMS terminology differs slightly from what you're used to. Please refer to the below for guidance:
| WMS Term | Meaning |
| Check out | Issue/Loan |
| Check in | Return |
| Bills | Charges/Overdues/Fines |
| Hold | Reservation |
| Pull List | Reservation Report |
| Profile | Reader record |
| Call Number | Shelfmark/Classmark |
| Set Due Date/Renew w/Due Date | Man Auto |
| Calender Icon on Return screen | Fix Time |
Please let Anna know if you're unsure of the meaning of any other terms, or need further support.
Circulation
One of WMS' main functions is the circulation of stock.
Through Heritage we can:
- Issue
- Return
- Renew
- Reserve
- View loan history
Patrons can renew and reserve online by logging into their Library account.
Watch the below video for an overview of WMS' circulation functions.
Logging In
WMS is a cloud based system; it is accessible from any device via the following link: https://uos.share.worldcat.org/wms/cmnd.
Your account is already set up. When you login for the first time, you will need to check 'Remember my selection' and click the second button ('University of Suffolk External SAML2'), as below.
To login going forward, simply navigate to the above link and login via the UoS authentication box (screenshot below).
Issuing and Returning
The below video demonstrates how items can be issued and returned by staff using WMS. Patrons should be encouraged to use self-service where possible to alleviate pressure on the Helpdesk.
Please note that items can be renewed on the checkout screen by selecting the book(s) you would like to renew, and clicking 'Renew'. Patron's can do this themselves by logging into their library account.
Reader Records
Reader records contain the information of individual patrons. Essential patron information includes:
- Student or staff number and barcode
- Reader type (e.g. Undergraduate Student, Staff, Partner Student)
- Name and surname
- Address, postcode, contact number and institutional email address
As part of your role, you will be required to access and edit reader records. Library Service Assistants will also be required to create records for external members (SCONUL, Alumni, partners, members of the public).
Reader records for students and staff are automatically created via SITs.
The below screencasts demonstrates how you can edit and create patron records in WMS.
Please note, records should only be created for external members by LSA staff - please refer any students/staff without accounts to Anna.
Adding and Removing Charges
Patrons are charged fines for late return and lost items. In normal circumstances, they can pay fines via one of the below methods:
- Via the online shop
- At the self-service kiosks
- At the helpdesk
As we are currently unable to take cash payments and the self-services kiosks are not currently accessible to patrons, we will only receive fine payments into our inbox (managed through LibAnswers) via the Online Shop.
An example payment, received by the Online shop, is attached below.
Fines can be added, waived and marked as paid via WMS. Charge history can also be viewed via WMS, this information may be required if a patron is asking why they have received a fine.
Watch the below screencast for more information.
Catalogue and Accession Records
Each ISBN has its own OCLC catalogue record; each individual copy has its own accession record. While catalogue records may include multiple accessions, accession records will only ever refer to one book.
As part of your role, you will need to know how to view catalogue records, and view, amend, and create accession records.
The below video and written documentation demonstrates how you will do this in WMS.