TRAC/Marigold Guidelines & Procedures

TRAC Operational Guidelines

This document is reviewed annually by the TRAC Advisory Council and the TRAC Directors. It contains guidelines for:

  • resource sharing
  • damaged and lost materials payments
  • missing and in-transit items
  • contacting patrons

Questions about the TRAC Operational Guidelines? Contact your Library Services Consultant.

Polaris Reports

There are several reports available to run through the Utilities menu of Polaris deemed to be required, recommended, or useful to Marigold member libraries.

List of Available Reports

Suggested Schedule for Required Reports


SimplyReports is a program which gathers data from Polaris allowing library staff to create custom reports on patrons, holds, and items. SimplyReports provides more in-depth reporting options than are available through the reports section in desktop Polaris.

SimplyReports Quickstart Guide

Managing Lost Materials

These documents provide consistency and meet the needs of all TRAC member libraries. Please contact your Library Services Consultant with questions.

Procedure for Lost Materials (Marigold)

Lost Items Invoice Letter (TRAC/Marigold)

Lost Items Spreadsheet (TRAC/Marigold)

Claimed to Lost Procedure

Switching In-Transit and Transferred Materials to Missing

Items that have been in-transit or transferred for over two months can be manually converted to missing.

Switching In-Transit and Transferred Materials to Missing (TRAC)

Conversion Guidelines

These guidelines facilitate the processing of conversion materials sent to Marigold HQ and expedite the return of items to your library. Please note the criteria for acceptable and unacceptable items.

Collection Codes

View the currently available Collection Codes. You may print off the list to send to HQ to request new Collection Codes or download the file and email your request to your Library Services Consultant.

Notes Procedure (Item Records)

This procedure details how to add notes (public, non-public, physical condition, and free-text) to an item record.

Volume Control Procedure

Volume control provides patrons and staff the option to place hold requests on a single issue of a magazine, single volume of a multipart book, or single disc of a multipart audiovisual item.

ILL (Relais/D2D)
Due to technical issues between TRAC/Polaris and Relais, TRAC patrons will not have access to Relais/D2D until a date to be determined.

Staff at TRAC headquarters have been doing a lot of behind-the-scenes work over the past few months to configure the connections between the new interlibrary loan software and Polaris which will provide a more streamlined ILL service for your patrons and staff. Below is an FAQ with important information and dates during the transition to the new software. 

Monday, February 10 – Relais/Discovery goes live
What does this mean? Library patrons across Alberta will no longer be able to place ILL requests through TALonline. Patrons will need to go to a new website to search for materials and place requests for items not found in their library's catalogue.

Monday February 10 – Marigold and TRAC patrons will not have access to online ILL until a date to be determined
What does this mean for your library? All Marigold member library patrons will not be able to place holds in the new Discovery system. TRAC holdings will also not appear in Discovery so you will have no requests sent to your library. TRAC is working quickly and diligently to make the connections live between Relais and Polaris but we anticipate several months delay before TRAC patrons can use Relais. We will provide updated timelines when they are available.

Manual ILL Procedure

Marigold will provide manual ILL service until the technical issues are solved. If you have patrons with Interlibrary Loan requests, library staff should fill out this form.

The form contains multiple fields, please complete as many of the fields that you can in order for the process to run smoothly. You will be responsible for locating what systems/academic institution(s) have the items and letting us know where they can be found on the form through the source field.

Please let your patrons know that due to the fact that items must now be shipped to and from Headquarters and need to be manually requested, ILL requests will take longer than they are used to. There will also be no renewals for the time being.

Gov't Courier Locations for ILL Delivery

Replacement TRAC Card Procedure

Use this instruction booklet when replacing a patron's TRAC library card (does not apply to new patrons).

ME Libraries or TAL Card?

Use this chart to determine which library card(s) a patron requires.