Catalog Search Extend Order Form Help Delivery Schedule Links Staff FAQ

1. What kind of equipment and software must we have to access the AV online system?
2. Have we lost many features of the old services by getting an online system?
3. How far ahead must I order materials online in order to receive them in the next delivery?
4. Will Audiovisual Services still print out a full catalog periodically?
5. Do I need a special password to access the new online Audiovisual search and order system (Medianet)?
6. How do I obtain and use my password?
7. How will I learn to use the new system?
8. How do I place an order?
9. If I already know the item numbers of some things I want, can I order without searching?
10. Are delivery and pick-up of items provided?
11. How do patrons know when items are due back?
12. How long may items be checked out?
13. What happens if a patron fails to return an item on the return date?
14. What happens if a patron loses an item and it is not returned after a reasonable time?
15. May student teachers borrow materials?
16. Should we rewind videos?
    

1. What kind of equipment and software must we have to access the AV online system?

Recommended browsers:
Microsoft Internet Explorer 5.0 or higher / Netscape Navigator 6.0 or higher

Equipment must be of sufficient quality and memory to access the Internet easily and to handle large amounts of data.
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2. Have we lost many features of the old services by getting an online system?

We have added several wonderful features to make it possible for you to see our new materials in the online catalog as soon as they are added to the collection, to search on any word in the description to help you find what you want better and faster than ever before, and to order them online, making the turn-around time much shorter.

See our home page for descriptions of the online system's features and browse through them to get acquainted.

Our basic services to you are still there, including delivery and pickup and confirmation notices. We hope that you will learn to use the online search and order system, but those who do not have online access may still order by using the AV request form or by personal visit to the IRC.

Materials may be ordered by telephone up to the day preceding delivery at 532-5831. Over-the-counter orders may be presented to the media clerks from 8:30 a.m.to 4:00 p.m. and patrons may receive their items (if available) immediately.
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3. How far ahead must I order materials online in order to receive them in the next delivery?

In order for us to deliver an order on your regular weekly delivery day, your online order must be placed at least two working days previously. For example, for something to be delivered on a Wednesday, your online order must be placed at least on the previous Monday. Your order form would then print out on Tuesday morning, we would pull and pack your order on Tuesday, and deliver it on Wednesday.

Written requests should reach us at least three days before your delivery date. In order to assure that the items you want will be available, it is always best to send them to us at the earliest possible date. Requests will be accepted for the entire school year.
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4. Will Audiovisual Services still print out a full catalog periodically?

Users will have access to several online catalogs at all times. The full online catalog is searchable by any word that may be in the title, annotation, subject, and other. Any lists that are generated from a patron's search may be printed out in full. In addition, we have started generating "mini-catalogs" of special interest. They will be found by clicking on the "Mediagraphies" button.

The variety of new online catalogs, all of them printable by patrons, will provide currency and accuracy that were not possible in the printed catalogs that we published in former years. The cost of so many copies of a printed catalog had reached a prohibitive level, especially considering that they became inaccurate so quickly as we purchased new materials throughout each year and discarded materials that had become obsolete and inaccurate. That cost will now go toward keeping the online catalogs up to date and accurate.
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5. Do I need a special password to access the new online Audiovisual search and order system (Medianet)?

Anyone who can get onto the Internet can search our Medianet catalog and look at the other links on our home page without a password; HOWEVER, the only people who may place orders online and use our resources are the authorized teachers and staff members of schools and governmental agencies which contract with us for services.
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6. How do I obtain and use my password?

First, you must have an AV client number. If you have used AV resources previously, you have a client number. If not, you will need to obtain a client number by phoning 532-5831, or by sending a note via the delivery service, or by sending a FAX to 532-5828. You may also send an email to Info@media2.bcoe.butte.k12.ca.us , giving us your name, school, grade level, main school phone number, and asking for a "client number." Then you may contact Audiovisual Services and ask that a password be assigned for you or you will use your client number to follow the directions below to obtain your password and activate your account.

1. From the home page, under "Quick Access" click on Catalog Search, search for something you want to order and click on the "Pick" button. The login screen will be displayed.
2. At the login screen and in the "Client Code" box, type your AV client number. You must use 5 digits. If your client number has only four digits, add a "0" at the beginning of the number (e.g. 09999). Press [TAB] to go to the next box.
3. In the second box, "Password," type your school's main telephone number. Do not include the area code. Do include the hyphen (Example: 538-9999).
4. When you are prompted to type the password in again to verify it, type it very carefully to be sure it is the same as the first time.
5. After this first login, you will use your client number and the password you have chosen. (You will no longer use the telephone number.) Periodically, Medianet may prompt you to establish a new password. At that time, follow the on-screen instructions.
6. If you lose your password or have a problem with it, please call us at 532-5831.
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7. How will I learn to use the new system?

There are three main ways to make this a piece of cake! One, just click on the "Help" Link that you see on our home page. The online "Help" section is written in clear, brief steps all along the way. "Help" is also available on every screen as you work.

Experiment with the Search screen and the many pop-down menus that appear when you click on "Audience Level," "Language," "Format," "Copyright Date," and other buttons.

The third is for you to call us with your questions: 532-5831. We will also come out to your school upon request to do a brief Question and Answer session or to present a half-hour demo for a small or large group.
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8. How do I place an order?

Our patrons may order AV materials in two ways: By searching and "picking" materials while they search, or, by skipping search and going directly to the Order Form (for those who already have some favorites and know their item numbers and titles. See item #9 below.) If you choose to search, and "PICK" your items to order, and then place your order, please follow these instructions:

1. While still in the search mode, click on the "Pick" button located to the right of the title or click on the title to see a "full display" of the item or items you wish to order.
    
2. If viewing the full display screen of an item you wish to order, click on the "PICK" button at the bottom left of the display (after "Holdings").
    
3. Program will automatically go to the "Registered Client Login" screen, where you will enter your "Client Code" and your chosen password. Click on "OK." Note: You must login only for the first item ordered in each online session.
    
4. You will now see the actual order screen and see that the title you just "picked" is listed under "Title."
    
5. Under "Show mm/dd" ("Show" means the date you want the item delivered to you) is the word "First." If you wish to see the first date that this item is available for delivery, click on the button "Test Availability." The first date available will appear under "Show," and a green arrow with the date will appear under "Avail." The order has been placed and you may go on to another item.
    
6. If you wish to enter a date for your order instead of using the "First Date" feature, you will use the drop-down menus to choose the month and day you would like delivery or use the pop-up calendar located to the right of the drop-down menus.

   Again, click on the button "Test Availability." The program will respond with a green arrow and the dates you requested if the item is available on the date requested.

   If the item is not available for the date requested, there will be a red X in the "Avail" column and a message telling you why. You may then try another date.
    

7. If you choose to continue to search and pick, use your browser's "BACK" button to go back to the search screens. Then go back and forth between the "pick" and order procedure above to add to your order list.
    
8. When your order list has all the items you want and you are ready to place your order, use the [SUBMIT] button toward the bottom of your order screen. This button appears on the screen only when you have one or more items with approved available dates.
    
9. The program will respond to your submitted order:
   
   "Thank you for your order. The following items were successfully booked:" A list of titles that you just ordered will be displayed. This is a good time to print your screen if a printed confirmation is desired.
    
10. You may then choose [SEARCH] again and place another order.
     
11. If you wish to PICK UP your order at the IRC, click on our email address: Info@media2.bcoe.butte.k12.ca.us which appears at the beginning and elsewhere in the program , and tell us in your email message (1) the item numbers you wish to pick up, (2) the words "Pick up," and (3) the date and time you wish to pick them up, (4) your name, school, and client number.
     
12. You may also use the email address to send us other pertinent messages.
     
13. You will be sent confirmation notices of your orders as usual.
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9. If I already know the item numbers of some things I want, can I order without searching?

Although it is best to always search first (There might be some new items that you will like better), you are able to order without searching.

1. If you know the item number and title of something you wish to order, you may click on the Order Form link located under "Quick Access" on the AV home page.
    
2. You will need to log in using your Client Code (user number) and your chosen password before you order the first item in each online session.
    
3. You will then see a screen which asks for the title numbers that you wish to order. After entering them in the Title # boxes, you will click on the button [Add Title].
    
4. The title numbers and titles will then appear in the "Title" and "Show mm/dd" boxes above.
    
5. Follow instructions for #8-c through #8-m above.
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HELPFUL HINTS FOR ORDERING:

1. Your client code is your 5-digit user number assigned by Audiovisual Staff.
    
2. If you forget your client number or password, contact an Audiovisual Staff member at 532-5831.
    
3. Use your browsers (BACK) button to return from the order form to the search mode.
    
4. To avoid overload in your computer and browser, limit your order to approximately ten items. After submitting this order, begin a new one.
    
5. You MUST click on the (TEST AVAILABILITY) button before you can (SUBMIT) your order.
    
6. Use the (TAB) key to move between fields on your screen - or - use your mouse and click into each field.
    
7. Remember - The online ordering system was designed for ordering materials for delivery to your site on the appropriate day of the week based on the Instructional Resource Center's delivery route. Be sure to submit your order at least two working days prior to your scheduled delivery date.
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10. Are delivery and pick-up of items provided?

Yes, the IRC delivers and picks up once a week to and from each school and Home Study delivery site. The delivery schedule is sent to each teacher and is shown at the end of this FAQ section. Our driver tries to arrive at each school at the same time of day each week; however, the time may vary because of unforeseen problems. Because of this, we ask that patrons return their items to the pick-up spot in their schools the day before delivery day. If a patron misses the delivery truck, it is his or her responsibility to return the items to the IRC no later than 4:00 p.m. the same day or call Audiovisual Services to request an extension of the return date.
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11. How do patrons know when items are due back?

When orders are placed online, the due dates are shown in the on-screen order form. Confirmation forms also show dates due. Also, a white label which indicates the delivery date and the date due ("Please return by xx/xx") is placed on each audiovisual item when it is sent out. Please return the item to your designated pickup location the day before the pickup date to be sure that it is there early enough for our driver.
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12. How long may items be checked out?

Videocassettes may be booked for a period of one week. Models, Exhibits, Study Prints, and Art Prints may be booked for two weeks. CD-ROM materials will be booked for three weeks. Most kits may be booked for four weeks. For special events, patrons may request longer periods of time.
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13. What happens if a patron fails to return an item on the return date?

It means that you or another patron will be disappointed and lesson plans damaged because the overdue patron has not returned the item on time. It is crucial that patrons return items on time and that they RETURN ALL PARTS OF THE ITEMS, INCLUDING GUIDES. The "Contents" of every item is shown on its cataloging label.

The very minimum that a patron should do if they think they are going to need an item longer than they originally requested is to phone us to see if that item has already been reserved for another teacher. If not, the due date may be extended in our computer.

NOTE: In some cases a "hold" will be placed on any other items that have been reserved by the responsible patron. The holds will be removed only when all overdue items and their parts have been returned by the responsible patron. If some reserved items had to be held past their original booked date, the teacher will need to re-book the items.
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14. What happens if a patron loses an item and it is not returned after a reasonable time?

The AV staff will contact the teacher, the school's AV Coordinator, and principal in an effort to locate the item. If all of these efforts fail, the IRC will bill the school or the Home Study Program for the lost item. Checkout of any more items by the responsible patron may be on hold until the lost item is found or the billed amount has been paid.|
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15. May student teachers borrow materials?

A student teacher must request permission from her or his master teacher to use the master teacher's user number to book items. The master teacher will be responsible for the on-time return of materials to the IRC. The overdue rules in #13 above will apply to the master teacher.
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16. Should we rewind videos?

Please DO REWIND videocassettes.
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