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Appalachian College Association
Collaborating for Appalachian Higher Education

WorldShare Management Services: Circulation

Resources for BCLA Cohort in WorldShare Management Services (WMS)

Offline Circulation Client

PLAN AHEAD

WorldShare Circulation must be working in order to load the Offline Client. The time to load it is BEFORE you have an outage.

The Offline Circulation Client is an application that allows you to record checkins and checkouts of items if the WorldShare Circulation system is not available. It will record the user barcode and the item barcode. You can then upload these transactions to the system when is becomes available. The  Offline Circulation Client does not follow circulation polices or link to patron records to detect blockages, item limits, etc. It only creates a record of a user's checkouts and items checked in.

FAQ: What is a Non Loan Return or Soft Check Out?

WMS Circulation has a check-in mode called “Non loan return.” WMS identifies these transactions as “Items Soft Checked Out” in Reports or "item soft issued" in the Circ Item Inventories available via OCLC sFTP.

When BCLA libraries migrated from Sierra, “INTL USE” (item fixed field 93) migrated to WMS as “soft check in.”

Non loan returns in WMS allow you to check in items that were used but not checked out. Such returns can be applied to items from the reference collection, items that are on reserve, or items found in a reading room.

A soft check in indicates that the item was not checked out to a patron and did not leave the library. Soft Check in transactions use the Non Loan Return Check In mode in WMS Circulation:

Flow between WMS Circ and Reporting for Non Loan Returns.

WMS documentation for Inventory and Soft Check In.

FAQ: Uses for the Circulation Item Inventory Report

FAQ: Add or remove a shelving location

OCLC Support has a helpful FAQ guide on how to add and configure shelving locations in both the Holding Codes Translation Table and the Loan Policy Map in Service Configuration:
How to Add or Remove a Shelving Location in WMS

Labels

OCLC Resources

BCLA User Guides

Labels in WMS

WMS Label Templates - Quick Reference

This page provides at-a-glance reference information for creating and troubleshooting label templates in WMS Record Manager. Download the complete BCLA quick reference guide at the top of this page for additional details.

Due to the various printers and labels in use by the WMS community, OCLC Support can offer only general assistance with their label printing program.

BCLA members are welcome to email us for help with custom label templates, but we are unable to offer printer troubleshooting. Please contact your campus IT department for printer functionality support. Also, the OCLC Community Center is a great place to post questions as other libraries with similar printing set ups may be able to provide some advice.

Check OCLC's Standard Templates First!
Before requesting a custom template, check if OCLC already provides a standard template that matches your label sheets. OCLC offers several pre-configured templates that may meet your needs without customization.

Available OCLC Standard Label Formats (Current as of September 24, 2025):
Label Format Labels per Sheet Columns Rows
A12360 132 11 12
L7651 65 5 13
SL4 36 2 6
SL6 40 2 5
SLB 24 2 6
SP1 40 8 5
For complete details on OCLC's standard templates, visit: About Label Templates

BCLA Custom Templates: The templates listed below reflect custom configurations that have been specifically requested by BCLA member libraries. Complete setup instructions for these templates are available in our detailed Custom Setup Guide.

  • 50 Spine Labels (1" × 1.5") - Demco White Multipurpose labels
  • 48 Spine Labels (1.5" × 7/8") - Demco Processing Spine labels
  • Processing Label Sets (1-11/32" × 2-7/8") - Demco PermaPlus spine + pocket combinations
Need detailed setup instructions? For step-by-step custom template creation guides with complete settings and screenshots, visit our companion guide:

WMS Label Templates - Custom Setup Guide
 

Before you begin: Test print on plain paper and compare alignment with your actual label sheets before printing on labels.

Important: Label printing typically requires trial-and-error adjustment for optimal results. Even with our detailed templates, you will likely need to make small, incremental margin adjustments to accommodate your specific printer's characteristics. This is a normal part of label setup, not necessarily a flaw in the template. We provide starting configurations, but fine-tuning for your local printer is expected.

Content Type Quick Reference

Available content types for label fields, with most common uses:

Content Type Best For Source Fields Notes
Data Call numbers 852 h i (Classification + Cutter) from LHR Auto line breaks, 2+ Data rows recommended for most spine labels
Classification Part Class number only 852 h from LHR For wider labels, no auto line breaks
Item Part (Cutter) Cutter number only 852 i from LHR For wider labels, no auto line breaks
Title Processing labels 245 a from bib record Excludes special characters from field end
Author Processing labels 100, 110, 111, 130 (various subfields) Uses first available author field from bib record
Prefix Location codes 852 k from LHR REF, JUV, DVD, etc.
Suffix Location codes 852 m from LHR Usage varies by library
Copy Number Multiple copies 852 t from LHR Include Copy Number Prefix setting
Enumeration/Chronology Serials 863-868 fields from LHR Volume/issue information
Blank Line/Free Text Spacing & custom text Manual entry Helps with consistent label alignment
OCLC Number Catalog records 001 field from bib record Unique record identifier


See OCLC documentation on LHR fields and subfields for additional information.

Font & Sizing Guidelines

Recommended Base Settings

  • Font: Arial (best compatibility with all character sets)
  • Style: Regular (use Bold sparingly for emphasis only)
  • Alignment: Center (spine labels), Left (processing labels)

Size Guidelines by Label Width

Label Width Recommended Font Size Notes
Wide labels (1.5" or more) 9-10 pt Processing labels, wide spine labels
Medium labels (1" wide) 8-9 pt Standard multipurpose labels
Narrow labels (0.88" or less) 7-8 pt Compact spine labels
Multi-field labels Reduce by 1 pt from base When including enumeration, copy numbers, etc.

Tip: Start with these recommended settings, then adjust in small increments based on your test prints. The "Data" content type with Arial font at 8-9pt covers most spine label needs effectively.