Module 13 - Media Items in AccuCampus
Module 13: Media Items in AccuCampus
Topic: Media Items
- Advanced Options > Media Settings
- Creating Media Types
- Creating Media Items
- Check-out Media
- Check-in Media
- Delete Media Check-out Logs
- Reports Available
Media Items
Within AccuCampus, you are able to track media items for your location. Media items are completely customizable and can be used for any item that you regularly lend out to students, faculty or staff of your institution. The ability to create media items and check in/out the items is based on your permissions.
Advanced Options > Media Settings
Within this page, you are able to adjust the settings for media items. As with appointments and events, you can adjust the settings at either the global level (default) or at the specific location level.
From the Main Sidebar, hover over Advanced Options.
Click Settings.
Click Media.
Choose the Scope to edit settings for. The default is Account, which controls the global settings for all locations. To change the scope, click Change and select the Location you want to edit settings for. Make sure to click Set Scope once the location is selected.
The following settings can be edited for Media Check Out.
Default Checkout Period: set the default time period for an item to be checked out. You can choose from hours, days or weeks.
Allow editing Check-out Date: decide if the check-out date will be able to be edited when an item is assigned.
Allow Overwriting Due Back Time: decide if the due back date will be able to be edited when an item is assigned.
Allow Entering Staff Member: decide if the staff member who checked out the item will be recorded.
Allow Entering Event: decide if an event associated with the item should be recorded.
Allow Entering Notes: decide if notes can be added to the item check-out.
The following settings can be edited for Media Check In.
Allow Check-in On Saturday: decide if items can be checked in on Saturdays.
Allow Check-in On Sunday: decide if items can be checked in on Sundays.
All Media Must be Checked-In By (time): decide if media must be checked in by a specific time each day in order to be counted as returned on time.
All Media Must be Checked-In By (date): decide if all media items must be checked in by a specific date, such as the end of the semester.
Allow editing Check-In Date: decide if the check-in date will be able to be edited when an item is checked back in.
Allow Entering Notes: decide if notes can be added to the item check-in.
Click Save.
Creating Media Types
All media items have a type assigned to them. This allows you to categorize and organize your items within the system across locations. Before creating media items, you’ll need to create media types.
From the Main Sidebar, hover over Media.
Click Media Items.
Click Media Types.
Click Create Media Type.
Enter the Name of the media type. Examples would be textbook, laptop, calculator, etc.
Enter a Checkout Period for that media type. This is a general time limit and can be modified within individual media items as they are created. You can choose from hours, days or weeks.
Click Save.
Creating Media Items
Before you create a media item, you will first need to create media types. If you have a large amount of media items, we recommend importing this information rather than building it manually.
From the Main Sidebar, hover over Media.
Click Media Items.
Click Create Media.
Enter a unique Code for the item. This can be any combination of alphanumeric characters of any length.
Enter the Title for the item. We recommend making this unique so that multiples of the same media item can be identified during check in/out. One way to do so is by entering a barcode number or ID number for the item.
Select a Media Type.
Select a Location where the media item will be available. This field is optional – if an item will be offered by multiple locations, leave it blank.
If desired, enter Notes about the item. This could include specific instructions about the item, or reminders to staff about the process for checking the item in/out.
Click Active to allow the item to be checked out.
Select a Checkout Period for the item. This could be in hours, days or weeks.
If desired, list a specific staff member who will check out the item.
If desired, put in a Shelf location for the media item. This is the specific location where the media item can be found at your location.
Click Save.
Checking Items Out
There are two places that you are able to check media items out – either on the Media Items page or on the Media Check In/Out page. The method you use will depend on your permissions and your preference.
Media Items Page
From the Main Sidebar, hover over Media.
Click Media Items.
Locate the item you want to check-in. Click Check-Out next to the item.
At the bottom of the screen, enter the attendee’s name who will be checking out the item.
Information about that user will populate.
Depending on the settings for the media item location, you will be able to enter details about the check-out.
Click Check-out.
When the item is successfully checked out, you will receive the following message.
Media Check In/Out Page
From the Main Sidebar, hover over Media.
Click Check-In/Out.
If filtering by Location, search for and enter a specific location.
If not filtering by Location, search for and select the Media Item you need from the drop down box.
At the bottom of the screen, enter the attendee’s name who will be checking out the item.
Information about that user will populate.
Depending on the settings for the media item location, you will be able to enter details about the check-out.
Click Check-out.
When the item is successfully checked out, you will receive the following message.
Checking Items In
There are two places that you are able to check media items in – either on the Media Items page or on the Media Check In/Out page. The method you use will depend on your permissions and your preference.
Media Items Page
From the Main Sidebar, hover over Media.
Click Media Items.
Locate the item you want to check-in. Click Check-In next to the item.
Depending on the settings for media items in your location, you may be taken to another page to fill in details for the check-in process. Scroll to the bottom of the page to fill in any details for the check in.
Click Check-in.
When the item is successfully checked back in, you will receive the following message.
Media Check In/Out Page
From the Main Sidebar, hover over Media.
Click Check-In/Out.
If filtering by Location, search for and enter a specific location.
If not filtering by Location, search for and select the Media Item you need from the drop down box.
Depending on the settings for media items in your location, you may be taken to another page to fill in details for the check-in process. Scroll to the bottom of the page to fill in any details for the check in.
Click Check-in.
When the item is successfully checked back in, you will receive the following message.
Delete Media Checkout Logs
If you mistakenly check out the right media item to the wrong student, or check out the wrong media item to the right student, you are able to delete that media log. To do so, navigate to Media > History.From the Main Sidebar, hover over Media.
Click History.
Locate the check-out log that you wish to delete.
Click Delete.
A pop-up box will appear asking you to confirm that this log should be deleted. Click OK.
Reports Available
To get to the reports related to media items, from the Main Sidebar navigate to Media > Reports. All reports can be filtered and most can be memorized, scheduled, and downloaded as CSV, Excel or PDF. From the individual report, you may also be able to create a User Group or assign/unassign tags to users.
Media List
This report shows all media items available in the system. It can be filtered by media item, media type, location and/or staff member.
Late Media
This report shows all currently checked-out media items. It can be filtered by date range, group, role, specific user, media item and/or location.
Media Checkouts
This report shows the check-out information for all media items currently checked out. It can be filtered by date range, group, role, specific user, media item, media type and/or location.
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