Technical Questions

Can the library use self-checkout kiosks? Yes. The system supports self-checkout kiosks. Students scan their ID and book barcode to check out or return books without librarian assistance. The system also has a built-in web-based kiosk mode.

Can the library use RFID? Yes. Three types of RFID readers are supported: Zebra FX, Impinj Speedway, and generic readers. RFID readers can be used for checkout, returns, and inventory.

Can students access digital books and materials? Yes. Digital books, PDFs, and other materials can be attached to catalog records. Students access them through the Digital Library section. Downloads use secure links for safety.

Can multiple libraries share their catalogs? Yes. Libraries can share catalog records with each other through a standard protocol called OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting). This is managed through the Federation Manager.

How does the system connect to the Student Information System (SIS)? Student records can be synced between the SIS and the library system. The SIS sends student information (name, email, student ID, enrollment status, grade section), and the library system updates its records. This can be done manually or set up to run automatically.

Can we restrict who can access the system? Yes. The system supports IP-based access restrictions for certain parts of the system. Contact your IT staff to set this up.

What happens to student accounts when they graduate? When the registrar updates a student's enrollment status to "Graduated" in the Student Information System and syncs it with the library, the student can no longer borrow books. Their account still exists so they can view their history and pay any remaining fines. If your school allows alumni borrowing, their role can be changed to "Alumni" for limited access.

Can I track which books are being used inside the library without being borrowed? Yes. Use the "Daily Usage" tab on the Returns page. Scan the barcodes of books that students used in the library. This helps you understand true usage patterns beyond just checkout numbers.

What is the difference between a bibliographic record and an item? A bibliographic record describes a book (title, author, ISBN, subject, etc.). An item is a specific physical copy of that book. One bibliographic record can have many items. For example, "Noli Me Tangere by Jose Rizal" is one record, but your library might have 5 physical copies -- those are 5 items.

Can teachers see which books their students are reading? Teachers can see general information like popular titles and trends by grade level in the catalog. However, individual student borrowing records are private and only accessible to librarians and school admins.

How do I know if a book is available at my campus? When you search the catalog, you can filter by campus. The book detail panel also shows which campuses have copies available.

What reading levels are available? The system supports 16 reading levels that match the Philippine education system:

Can I access the library system from my phone? Yes. SchoolAide Library works in any mobile browser. You can also install it as an app on your phone -- look for the "Install" or "Add to Home Screen" option in your mobile browser.

What happens when the system is offline or the internet goes down? The system requires an internet connection for most features. If your internet goes down, you will see a "You're offline" page. You will not be able to process checkouts or returns until the connection is restored. If your school has set up offline mode, some basic operations can be synced when the connection comes back.

How often does the system send overdue notices? Overdue notices are sent automatically every day at 8:00 AM. Hold expiry reminders are sent daily at 8:30 AM. Students receive these through email and/or in-app notifications, depending on their notification preferences.

Can I print a clearance slip for a student? Yes. The Student Information System can request a clearance slip from SchoolAide Library. The slip shows whether the student is cleared and lists any reasons if they are not. Ask your school admin or IT staff about setting this up.

What is the accession book? The accession book is a complete list of all items in your library collection, in the order they were acquired. It includes the accession number, title, author, classification number, and acquisition date. You can export it from the DepEd Reports page.

How do I handle books that are found after being marked as lost? If a book that was marked as "Lost" is found later, contact your school admin. They can update the item's status back to "Available" in the catalog. The replacement fee that was charged to the student may need to be refunded or waived depending on your school's policy.

Can multiple librarians use the system at the same time? Yes. Multiple librarians can be logged in and working at the same time, even on the same types of tasks (checkouts, returns, etc.). The system handles this safely so there are no conflicts.

What is the difference between a fine and a replacement fee? A fine is charged when a book is returned late. It is calculated based on how many days late the book is. A replacement fee is charged when a book is lost. It is a fixed amount set in your school's borrowing rules. If a book is both late AND lost, both charges apply.