Understanding Statistics:

Monthly Circ Dept Report

The monthly circ department report, found in Web Reports, provides a comprehensive overview of your library's statistics for the previous month. This report has been updated from Symphony to reflect new Polaris terminology and transaction fields. Read on for a breakdown and explanation of each subsection of the report. 

Check Ins
 

There are many ways to check in an item in Polaris--approximately 26! Most of the time, only a handful of the most common check in types will appear on your monthly report.

Polaris counts a check in as a transaction statistic if an item's circulation status changes from Checked Out to Available. Items with a circulation status of Available, In Transit, In Process, Missing, Repair, etc. are not counted as a stat when checked in.

Many libraries have noticed discrepancies between their Symphony check in statistics and their Polaris check in statistics. Symphony check in statistics included items checked in from in-house cards, such as repair or missing. In Polaris, staff use circulation statuses rather than in-house cards to identify these items; checking in an item marked as “repair” does not count as a check in transaction. As a result, check in statistics for your library may have decreased in Polaris.

  • Checkin Leap Bulk: Items checked in using "Bulk" mode in Leap.

  • Leap Check In: Items checked in using "Normal" mode in Leap.

  • Checkin Leap In House: Items checked in using "In House" mode in Leap.

  • Checkin Leap Inventory: Items checked in using "Inventory" mode in Leap.

  • Normal: Staff client check in using Normal Mode.

  • Bulk: Staff client check in using Bulk Mode.

  • Power PAC Checkin and Third Party Checkins:  eContent item checked in from PowerPAC and vendor interfaces. CCS is waiting for clarification on these check in types from Innovative support; we recommend using eContent statistics provided by the vendor.

  • Quick check in: Occurs when a patron attempts to check out an item that is already checked out to a different user. When the staff member proceeds with the transaction, the system quickly checks the item in and then out to the new patron.

  • Checkin Leap Quick-circ: Check in of a quick-circ (or on-the-fly) record.

  • Self Check in: AMH (sorter) check ins.

 
Check Outs

Checkout statistics include items that are checked out at your branch, regardless of who owns the items being checked out. These numbers exclude check outs by patrons with the patron code of In-House Use or patron statistical class of Test User.

  • Circ Checkout: Items checked out in the staff client.

  • Leap Checkouts: Items checked out by staff in Leap.

  • PowerPAC and third-party checkouts: eContent checkouts. CCS is waiting for clarification on these check out types from Innovative support; we recommend using eContent statistics provided by the vendor.

  • Self check checkouts: Items checked out at your branch's self check units .

 
Renewals

Renewal statistics include items renewed at your branch, via the inbound renewal line or in your branch's PowerPAC interface. This also includes items renewed via self checks at your branch. Again, these numbers exclude renewals by patrons with the patron code of In-House Use or patron statistical class of Test User.

  • Auto-renewal: Items autorenewed by the system.

  • Inbound Telephony Checkout: Items renewed by your patrons through the inbound renewal line.

  • Leap checkout and renewal: Items renewed by staff in Leap.

  • PowerPAC renewal: Items self renewed by patrons in PowerPAC.

  • Self checkout: Items renewed on your library's self checks.

  • Third party renewals: A renewal done from the eContent vendor’s application. (EContent titles cannot be renewed from PAC or either staff client)

 
Holds
  • Holds Placed at your workstations: Holds placed by staff logged in to your branch in Leap profile or staff client, and patrons in your branch's PowerPAC interface. Includes any patrons, regardless of registered branch.

  • Holds placed by your patrons: Holds placed by your patrons, at any CCS branch.

  • Holds Held: Holds that moved to a status of "Held" (are awaiting pickup) at your location.

  • Holds Located: Holds that were moved to a status of Located as staff at your location worked on the pick list. Not all libraries use this status when working on the pick list.

  • Holds Checkedout: Holds that were satisfied/filled when an item was checked out at your branch.

  • Holds Expired: Holds with a pickup location of your branch that have expired.

  • Holds Cancelled: Holds cancelled in one of your branch's interfaces (Leap, staff client, PowerPAC). This number includes both active/suspended/pending holds that were cancelled as well as held holds that were cancelled.

  • Holds Unclaimed: Holds with a pickup location of your branch that have moved from "Held" to unclaimed (expired on the holds shelf). 

  • Holds Shipped: Holds that became "shipped" when an item was checked in at your branch and sent in transit for pickup at another CCS location. This number will be included in July Monthly Circ Dept Report.

 
Item Circulation
  • Number of Items Out: Snapshot of the number of your branch's items currently checked out at the time the report was run.

  • Number of your branch's items checked out system-wide: Number of times your items were checked out during the month, system-wide. This number will be included in July Monthly Circ Dept Report.

  • Number of  your branch's unique items checked out system-wide: Number of unique items in your branch's collection that were checked out system-wide during the month. 

 
Patron Counts
  • Existing patron received new barcode: The patron's original barcode was changed.

Example: The patron lost their original library card, and a new barcode was issued to the patron 

  • Patron Expiration Date Extended More than 30 days: Polaris does not have a way to track library card renewals, but this number should give a relatively close approximation of library cards whose privileges were extended.

  • Count of Physical patron records: Number of patron records belonging to your branch that existed at the beginning of the month. This includes both expired and unexpired cards.

  • Patron records physically deleted: Number of patron accounts belonging to your branch that were removed from the system in the month.

  • Patron library was changed to some other CCS branch: Your patrons that re-registered their cards at another CCS branch. In other words, your patrons who moved from your library to another CCS library.

  • Plus patron records physically added: New patron accounts created at your branch during the month.

  • Patron library was changed to your branch: Existing patron belonging to another CCS library who re-registered to your branch.

  • Count of physical patron records at the end of the month: Count of all patron records registered to your branch.

  • Minus in-house and test card: Number of cards belonging to your branch with a patron code of In-House or a stat class of Test User.

  • Minus Expired cards: Number of cards belonging to your branch that are expired.

  • Unexpired patrons on file: Total number of active patron cards belonging to your branch (excludes expired cards, in-house cards and test cards). 

    • Please see the Circulation Manual for a list of conditions that update a patron's Last Activity Date.​

  • PAC Registration Conversions: For libraries who offer PAC self-registration, this stat gives the number of online registrants (with a PACREG card) who came to your library to apply for a full card during the reporting period; it does not matter how long ago the patron applied online.