Enter Circulation Information for an Item Record

To enter the item record’s circulation parameters, call number, and hold request information for an item record:

  1. Open the Item Record workform.
  2. Select View > Cataloging or click caticon.gif.

The Cataloging view of the Item Record workform appears.

  1. Enter the circulation parameters for the item as follows:
    • Select the item material type in the Material type box.
    • Assign a loan period for the item in the Loan period code box.
    • Assign a fine code for the item in the Fine code box.
    • Specify the number of times this item may be renewed in the Renewal limit box.
    • Assign a statistical code for the item in the Stat code box.

Note:
The Scheme box displays the default shelving scheme for your organization. See Specify the default shelving scheme for item/holdings records.

  1. If the call number is not filled in, enter the information in the following fields:
    • Prefix
    • Class
    • Cutter
    • Suffix

Note:
The call number fields are automatically copied from the linked bibliographic record if the staff member’s Cataloging profile Bring call number fields from bib to item records when link is made is set to Yes in Polaris Administration. The Call Number Hierarchy database table defines which bibliographic tags are checked for the call number information and the order in which they are checked. The Call Number Hierarchy table may also define the subfields for the volume and copy numbers. See Modify the Item Create Call Number Hierarchy table. If the item record was created using a template, and the template has call number fields that are not in the bibliographic record, the template values are used.

  1. Type the volume and copy numbers in the Vol and Copy boxes.

Important:
If you enter a volume number, be sure to format it according to your library’s standard. A consistent format ensures that volume numbers are sorted correctly in the Find Tool. In addition, if your library allows first available copy holds for parts of multipart titles, the items attached to the multipart title must have consistently-formatted volume numbers. This is because first available copy hold requests for multipart titles depend on a character-for-character match on the volume number.

Internal spaces and all punctuation affect a match:
Vol 1 and Vol1 do not match.
Vol.1 and Vol1 do not match.

Case does not matter: 
Vol.1 and vol.1 match.

Beginning and trailing spaces are ignored:
[space] v.1 and [no space] v.1 match
v.1 [space] and v.1 [no space] match

To enable first available copy hold requests for multipart titles, go to Polaris Administration, Parameters, Requests, Holds Options. See Set Holds options: Enabling, Item Status Restrictions, First Available Copy.

  1. Specify how the item is to be held by selecting or clearing the check boxes under Request:
    • Loanable outside system - If checked, the item can be loaned outside your library system. If unchecked, the item cannot be loaned outside your library system.

      Note:
      Selecting the Loanable outside system checkbox contributes the item record to INN-Reach, but does not impact standard ILL.

    • Do not mail to patron - If checked, the item cannot be mailed to a patron using Borrow By Mail circulation. See Borrow By Mail Circulation.
    • Holdable - If checked, hold requests can be placed on the item. If unchecked, no hold requests can be placed on the item. To indicate limits on the holds, use the check boxes under Limit to:
      • Pickup at - Limits the item to filling hold requests only at a selected branch, not just the item’s assigned branch. From this list, only one branch can be selected. When you select this option, you can also select Patrons from this library and branches or Patrons from this branch only.
      • Patrons from this library and branches - Limits the item to filling hold requests from patrons registered at the item’s assigned branch and other branches associated with the same parent library. When you select this option, you can also select number of days past first available.
      • Number of days past first available - Sets the number of days a new item is available only to the assigned library's patrons. During the specified number of days, patrons from all other libraries can still find the new item and place a hold. After the specified number of days, holds on the new item placed by patrons from other libraries can be filled.
      • Patrons from this branch only - Limits the item to filling hold requests only from patrons registered at the item’s assigned branch. When you select this option, you can also select Pickup at this branch.
      • Preferred borrowers - Limits the item to filling hold requests only where the patron’s pick-up library is on the Preferred borrowers list in the Holds options dialog box in Polaris Administration. When you select this option, you cannot select any other Limit to options.
  1. Select one of the following save options for this item:
    • If the item record is complete and the item is ready for circulation, select File > Save, and respond per library policy to any detected duplicate messages.
    • If more work is needed to prepare the record or item for circulation, select File > Save Provisionally. Item records that are saved provisionally are not checked for duplicates, nor do they display in the public catalog.

Note:
The option to save an item provisionally is disabled if the item has a duplicate barcode, and the Item records: Records with duplicate barcodes can be saved provisionally profile is set to No. See Specify if items with duplicate barcodes can be saved provisionally.

Related Information

When you save an item record, the following types of messages may appear: