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<h1><a name="XREF_58531_Managing_Course"></a>Borrow By Mail Circulation</h1>
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<p><a name="kanchor60"></a><a name="IX_processing_overview_2"></a>With Polaris Borrow by Mail, you can request library materials for patrons and have the requested materials delivered by mail. A patron can also select the Borrow by Mail feature when placing a request from the PAC if the patron’s branch enables this option. Libraries can restrict Borrow by Mail options by patron code, establish a fee for the service, and allow exceptions to the fee for some patrons, such as homebound (Outreach Services) patrons. </p>
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<p>Your library system may process Borrow by Mail items in a central location or during normal circulation procedures. In central processing, one or more branches are designated as Borrow by Mail processing centers in Polaris Administration. (A processing center may also be a separate workstation set up as a “branch” in Polaris Administration.) When a Borrow by Mail request is placed, the pick-up location is automatically set to the designated processing center, and the item is routed to this location by normal holds routing procedures. Alternatively, your branch may handle both normal and Borrow by Mail requests by establishing itself as a processing location. In this case, a message alerts you to a Borrow by Mail request when the item is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> at circulation.</p>
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<p>After Borrow by Mail items are trapped and checked out to the requesting patron, each item is packaged with an accompanying letter, mailing label, and return address label. They are then shipped to the patron, and a tracking number can be entered in the Hold Request workform.</p>
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<p>The default values and available options for Borrow by Mail are set in Polaris Administration. See <a href="../../Patron_Services_Admin/PDPBorrowBMsa/Setting_Up_Borrow_by_Mail_Circulation.htm">Setting Up Borrow by Mail Circulation</a>. </p>
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<p class="NoteShade"><b>Note:<br /></b>If your system does not include the Polaris Borrow by Mail license, the features described in this unit are not available.</p>
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<p>See also:</p>
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<ul type="disc">
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<li><a href="Placing_Borrow_by_Mail_Requests.htm#XREF_91208_Placing_Borrow_by">Placing Borrow by Mail Requests</a>
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</li>
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<li><a href="Bulk-Processing_Borrow_by_Mail_Items.htm#XREF_80808_Processing_Borrow">Bulk-Processing Borrow by Mail Items</a>
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</li>
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<li><a href="Processing_Individual_Borrow_by_Mail_Items.htm#XREF_68526_Processing">Processing Individual Borrow by Mail Items</a>
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</li>
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<li><a href="../../Polaris_Basics/PIreports/Borrow_By_Mail_Reports.htm#XREF_11364_Outreach_Services">Borrow by Mail Reports</a>
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</li>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.4</span></div>
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<h1><a name="XREF_11364_Outreach_Services"></a>Borrow by Mail Reports</h1>
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<p>Borrow by Mail reports help you track Borrow by Mail requests. To access these reports, select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut bar, and select <b>Public Services, Patron Services, Borrow by Mail</b> in the Polaris Reports dialog box.</p>
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<ul type="disc">
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<li>For information on generating reports, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> see <a href="../../Polaris_Basics/PIreports/Using_Polaris_Standard_Reports.htm#XREF_32945_Getting_Started">Using Polaris Standard Reports</a>.</MadCap:conditionalText></li>
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<li>For detailed descriptions of specific Borrow by Mail reports, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Polaris_Basics/PIreports/Borrow_By_Mail_Reports.htm#Borrow">Borrow by Mail Reports</a>.</MadCap:conditionalText></li>
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<h1><a name="XREF_80808_Processing_Borrow"></a>Bulk-Processing Borrow by Mail Items</h1>
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<p><a name="kanchor5932"></a><a name="IX_central_processing"></a>If your library uses a central processing center to handle Borrow by Mail items, when an item that fills a Borrow by Mail request is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> at circulation, it is shipped to the processing center, just as a trapped item that fills a traditional hold request is shipped to the pick-up library. A staff member then bulk-processes the items, prints the appropriate mailing materials, and ships them to patrons. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="Process_Borrow_by_Mail_items_in_bulk.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Process Borrow by Mail Items in Bulk</span></a>.</MadCap:conditionalText></p>
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<p><a name="kanchor5933"></a><a name="IX_central_processing_1"></a>To bulk-process Borrow by Mail items at the processing center:</p>
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<ol>
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<li value="1">When the items arrive at the processing center, check them in (see <a href="../PPckin/Do_a_normal_check-in_from_the_Check_In_workform.htm#XREF_61518_Do_a_basic_check">Do a normal check-in from the Check In workform</a>).</li>
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</ol>
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<p class="indent2">As you check in each item, a message indicates that the item satisfies a hold. Indicate that you want to hold the item.</p>
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<p class="indent2">The item status changes to Held.</p>
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<ol data-mc-continue="true">
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<li value="2">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
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</ol>
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<p class="indent2">The Request Manager workform - Hold Requests view appears.</p>
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<ol data-mc-continue="true">
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<li value="3">Select the processing center in the <b>Branch name</b> box, and select <b>Pickup</b> in the <b>By</b> box.</li>
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<li value="4">Select <b>Held</b> in the <b>Status</b> box.</li>
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</ol>
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<p class="indent2">In the list of Held items, Borrow by Mail requests are marked by a  package icon <img alt="iconBBM.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image7" src="iconBBM.gif" />. Item-level Borrow by Mail requests are marked by the package icon with the letter I <img alt="iconItemBBM.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image8" src="iconItemBBM.gif" />. </p>
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<ol data-mc-continue="true">
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<li value="5"><a name="kanchor5934"></a><a name="IX_printing_checklist"></a>To print a checklist of the items to be mailed, select the Borrow by Mail items and click <img alt="BBMPrintChecklist.gif" style="width: 30;height: 18;" id="image10" src="BBMPrintChecklist_30x18.gif" class="imginline" /> above the Requests list.</li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>The checklist is available for Shipped, Held, and Out requests.</p>
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<p class="indent2">If your postal meter generates package tracking numbers, you can note them or stick them on the checklist. Later, you can enter the tracking numbers in the <b>Tracking</b> field on the appropriate Hold Request workforms.</p>
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<ol data-mc-continue="true">
|
||||
<li value="6"><a name="kanchor5935"></a><a name="IX_bulk_check_out"></a>Check out the Borrow by Mail items to the requesting patrons:<ol style="list-style-type: lower-alpha;"><li value="1">Select the items.</li><li value="2">Click <img alt="BBMBulkIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 26;" id="image12" src="BBMBulkIcon_29x26.gif" /> above the Requests list, or right-click and select <b>Bulk Check Out</b> on the context menu. </li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">If an extended loan period has been set for Borrow by Mail items, the due date is calculated with the extended loan period. If a fee has been set for Borrow by Mail processing, the appropriate fee is charged to the respective patron accounts. The system uses the processing center's settings for the loan period and fee. When the items are checked out, the request status changes to Out and they can be listed in the Request Manager by the Out status.</p>
|
||||
<p class="NoteShade" style="font-weight: bold;">Notes:<br /><span style="font-weight: normal;">Blocks for held items do not affect bulk checkout. If an item cannot be checked out during bulk checkout due to other blocks on the patron account, your library may automatically send a failure notice to the patron.</span><br style="font-weight: normal;" /><span style="font-weight: normal;">You can also bulk check out Borrow-by-Mail items with a status of Shipped (their status when they arrive at the processing center) without changing the status to Held first. This workflow may affect later statistical reporting for holds.</span><br style="font-weight: normal;" /><span style="font-weight: normal;">If there are multiple processing centers in your system and a Borrow by Mail request’s pick-up branch differs from your workstation branch, a message appears and the item cannot be checked out.</span><br /></p>
|
||||
<ol start="7">
|
||||
<li value="7"><a name="kanchor5936"></a><a name="IX_printing_mailers_from"></a>To print the mailers, select the Borrow by Mail items and click <img alt="BBMPrintMailer.gif" style="width: 22;height: 18;" id="image13" src="BBMPrintMailer_22x18.gif" class="imginline" /> above the Requests list.</li>
|
||||
</ol>
|
||||
<p class="indent2">The printed mailer set for each item includes a cover letter, a mailing label, and a return label. The cover letter lists the Borrow by Mail fee, if any, the item data, and instructions for returning the item.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Mailer printing is available for requests with the status Out from the Request Manager and from the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Package the items with their mailers and apply the postage.</li>
|
||||
</ol>
|
||||
<p class="indent2">If your shipping equipment generates tracking numbers, note them on or attach them to the checklist you printed from the Request Manager.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9">If your system uses tracking numbers, record them in the appropriate Hold Request workform as follows:</li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">In the Request Manager workform, set the branch to the processing center, the <b>By</b> field to <b>Pickup</b>, and the status to <b>Out</b>.</li>
|
||||
<li value="2">Right-click each Borrow by Mail request and select <b>Open</b> from the context menu.The Hold Request workform opens.</li>
|
||||
<li value="3">Enter the tracking number (up to 60 characters) in the <b>Tracking</b> field on the Hold Request workform.</li>
|
||||
<li value="4">Save the hold request.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li>Checking in returned items - When patrons send back Borrow by Mail items, they are checked in using normal circulation procedures. See <a href="../PPckin/Do_a_normal_check-in_from_the_Check_In_workform.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Do a normal check-in from the Check In workform</span></a>.</li>
|
||||
<li>Polaris Administration settings - Libraries specify processing centers, restrict Borrow by Mail options by patron code, establish a fee for the service, and allow exceptions to the fee for some patrons, such as homebound (Outreach Services) patrons. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPreceipts/Setting_Up_eReceipts.htm">Setting Up Borrow by Mail Circulation</a> for more information about these and other Borrow by Mail settings.</MadCap:conditionalText></li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1>Place a Borrow by Mail Request</h1>
|
||||
<p><a name="kanchor3302"></a><a name="IX_placing_requests"></a>Placing a Borrow by Mail request is similar to placing a normal hold request, but you specify that the request is specifically intended for Borrow by Mail. </p>
|
||||
<p>To place a Borrow by Mail request for a patron:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Hold Request workform.</li>
|
||||
</ol>
|
||||
<p class="indent2">You can select <b>File </b>><b> New</b> from the Shortcut Bar, then select <b>Hold Request</b> from the New dialog box, and click <b>OK</b>. For other methods of opening the workform, see <a href="../PPholds/Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Borrow by mail</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">By default, the <b>Pickup</b> organization is automatically set to the processing location for your workstation’s log-on branch. If more than one processing center is available in your system, these are listed as pickup location choices.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>An optional tracking number can be entered in the <b>Tracking</b> box when Borrow by Mail items are processed for mailing. See <a href="Bulk-Processing_Borrow_by_Mail_Items.htm#XREF_80808_Processing_Borrow">Bulk-Processing Borrow by Mail Items</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">In the <b>Activation</b> box, select the date when the hold request should be activated.</li>
|
||||
</ol>
|
||||
<p class="indent2">The activation date determines when items trap to fill the request. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">In the <b>Expiration</b> box, select the date after which the requested item is not needed.</li>
|
||||
<li value="5">To input or change the requesting patron, use one of the following methods:<ul type="disc"><li>Scan or type the patron’s barcode in the <b>Barcode</b> box.</li><li>Click Patron <b>Find</b> to do a patron record search, right-click the record in the Results list, and choose <b>Select</b> from the context menu. </li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The <b>Name</b>, <b>Barcode</b>, <b>Code</b>, and <b>Registered at</b> boxes are filled in.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">To select a title for the hold request, click Title <b>Find</b> to do a bibliographic or item record search, right-click the record in the results list, and choose <b>Select</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you select a bibliographic-level serial title or a title with multiple parts and your library allows <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">first available copy requests<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Hold requests for specific issues of a serial title (such as the May 2015 issue of Horticulture Magazine ) or specific parts of a multi-part title (such as the first season of a television series on DVD).</span></a>, an appropriate message appears. If the bibliographic record includes issue designations, you can opt to select a specific issue. If there are no issue designations, you can opt to select a specific item. If the bibliographic record is not a serial, but it has volume data, you can opt to select a specific volume.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To preview a bibliographic record and the items linked to it before you select it for the hold request, right-click the record in the Find Tool results list, and select <b>Preview</b> from the context menu.</p>
|
||||
<p class="indent2">After you choose <b>Select</b>, the applicable boxes in the Details frame are filled in. If the appropriate item is at hand, you can scan the item barcode directly into the <b>Item barcode</b> field on the workform.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Select <b>File </b>><b> Save</b> to save the request.</li>
|
||||
</ol>
|
||||
<p class="indent2">The <b>Status</b> (<b>Active</b>) and <b>Request date</b> boxes are filled in. For item requests, <b>This item only</b> is checked.</p>
|
||||
<p class="indent2">On the Notes view, the <b>Request Satisfied By</b> list displays the items that can fill the hold request. Your library may also set default Borrow by Mail display notes that appear on the Notes view when you save the request. See <a href="Placing_Borrow_by_Mail_Requests.htm#XREF_38036_Display_Notes_for">Display Notes for Borrow by Mail Requests</a> for details.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you are placing consecutive requests, do not close the workform.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8"><span class="FM_StepNumber"><span style="word-spacing: normal;font: 6.0pt "Times New Roman";"> </span></span>If you want to place another request, choose one of the following options:<ul type="disc"><li>To request the same title for a different patron, select <b>File </b>><b> New </b>><b> Patron</b>, or press <b>CTRL+G</b>. A new Hold Request workform appears with the same information in the Details frame boxes. The Patron frame boxes are blank.</li></ul><ul type="disc"><li>To request a different title for the same patron, select <b>File </b>><b> New </b>><b> Title</b>, or press <b>CTRL+H</b>. The saved request closes. A new Hold Request workform appears with the same information in the Patron frame boxes. The Details frame boxes are blank.</li></ul><ul type="disc"><li>To request a different title for a different patron, select <b>File </b>><b> New </b>><b> Blank</b>, or press <b>CTRL+N</b>.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">A new blank Hold Request workform appears.</p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Polaris Administration settings</span> - Libraries specify processing centers,  restrict Borrow by Mail options by patron code, establish a fee for the service, and allow exceptions to the fee for some patrons, such as homebound (Outreach Services) patrons. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPBorrowBMsa/Setting_Up_Borrow_by_Mail_Circulation.htm">Setting Up Borrow by Mail Circulation</a> for more information about these and other Borrow by Mail settings.</MadCap:conditionalText></p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Processing traditional hold requests</span> - See <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>.</p>
|
||||
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<h1><a name="XREF_91208_Placing_Borrow_by"></a>Placing Borrow by Mail Requests</h1>
|
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<p><a name="kanchor3058"></a><a name="IX_placing_requests_overview"></a>You place a Borrow by Mail request for a patron much like any other hold request (see <a href="../PPholds/Placing_Hold_Requests.htm#XREF_58179_Creating_Hold">Placing Hold Requests</a>), but you indicate that a request is for Borrow by Mail by selecting the <b>Borrow by Mail</b> checkbox on the Hold Request workform. See <a href="Place_a_Borrow_by_Mail_request.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place a Borrow by Mail Request</span></a>.</p>
|
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<p class="NoteShade"><b>Note:<br /></b>The Borrow by Mail option is not available for interlibrary loan (ILL) requests.</p>
|
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<p class="indent2">
|
||||
<img alt="BBMHoldReqWF.gif" style="margin-bottom: 0.000pt;width: 376;height: 246;" id="image0" src="BBMHoldReqWF_376x246.gif" /> </p>
|
||||
<h2><a name="TOC_Display_Notes_for_Borrow"></a><a name="XREF_38036_Display_Notes_for"></a>Display Notes for Borrow by Mail Requests</h2>
|
||||
<p class="indent2"><a name="kanchor3059"></a><a name="IX_display_notes_1"></a>The library may set up default notes for Borrow by Mail requests. If so, they are automatically displayed on the Hold Request workform - Notes view when you save a Borrow by Mail request. If the hold request includes a note, the Notes view icon on the Hold Request workform is yellow <img alt="NotesBtnYellow.gif" style="margin-bottom: -6.000pt;width: 21;height: 20;" id="image1" src="NotesBtnYellow_21x20.gif" />.</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Staff display note</span> - If your library handles Borrow by Mail requests without sending items to a central processing center, the Staff display note appears when the item is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> at check-in, alerting you that the item needs to be mailed.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">PAC display note</span> - This note is available to patrons in the PAC patron account - Requests page, and indicates that an item is a Borrow by Mail request.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you have the Circulation permission <b>Hold requests:</b> <b>Modify PAC display note, </b>you can add or modify the PAC display note on the Hold Request workform - Notes view.</p>
|
||||
<h2><a name="TOC_Borrow_by_Mail_Limits"></a>Borrow by Mail Limits</h2>
|
||||
<p><a name="kanchor3060"></a><a name="IX_limits"></a>Polaris Administration settings determine which patrons (by patron code) can place Borrow by Mail requests and whether they should be charged for the service. The library may also decide that certain item material types should not fill Borrow by Mail requests. </p>
|
||||
<p><a name="kanchor3061"></a><a name="IX_restricting_specific"></a>You can prevent a specific item from filling a Borrow by Mail request by checking the setting <b>Do not mail</b> on the Item Record workform - Cataloging view.</p>
|
||||
<p class="indent2">
|
||||
<img alt="BBMItem.gif" style="margin-bottom: 0.000pt;width: 415;height: 286;" id="image3" src="BBMItem_415x286.gif" /> </p>
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<h1><a name="XREF_30566_Process_individual"></a>Process Individual Borrow by Mail Items</h1>
|
||||
<p><a name="kanchor2971"></a><a name="IX_individual_processing_1"></a>To process an individual Borrow by Mail item when the item is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> at check in:</p>
|
||||
<ol>
|
||||
<li value="1">During check-in, when a message informs you that the item satisfies a hold, indicate that you want to hold the item (see <a href="../PPckin/Do_a_normal_check-in_from_the_Check_In_workform.htm#XREF_61518_Do_a_basic_check">Do a normal check-in from the Check In workform</a>).</li>
|
||||
</ol>
|
||||
<p class="indent2">The item status changes to Held. Your library may display an additional message indicating that the item fills a Borrow by Mail Request. Click <b>OK</b>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Request Manager workform - Hold Requests view appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select your branch (the processing center) in the <b>Branch name</b> box, and select <b>Pickup</b> in the <b>By</b> box.</li>
|
||||
<li value="4">Select <b>Held</b> in the <b>Status</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">In the list of Held items, Borrow by Mail requests are marked by a  package icon <img alt="iconBBM00109.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image16" src="iconBBM00109.gif" />. Item-level Borrow by Mail requests are marked by the package icon with the letter I <img alt="iconItemBBM00110.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image17" src="iconItemBBM00110.gif" />. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5"><a name="kanchor2972"></a><a name="IX_printing_checklist_1"></a>To print a checklist of the items to be mailed, select the Borrow by Mail items and click <img alt="BBMPrintChecklist00112.gif" style="margin-bottom: -8.000pt;width: 30;height: 28;" id="image19" src="BBMPrintChecklist00112_30x28.gif" /> above the Requests list.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The checklist is available for Shipped, Held, and Out requests.</p>
|
||||
<p class="indent2">If your postal meter generates package tracking numbers, you can note them or stick them on the checklist. Later, you can enter the tracking numbers in the <b>Tracking</b> field on the appropriate Hold Request workforms.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6"><a name="kanchor2973"></a><a name="IX_bulk_check_out_1"></a>Check out the Borrow by Mail item to the requesting patron as follows:</li>
|
||||
<li value="7">Select the item.</li>
|
||||
<li value="8">Click <img alt="BBMBulkIcon00114.gif" style="margin-bottom: -4.000pt;width: 29;height: 26;" id="image21" src="BBMBulkIcon00114_29x26.gif" /> above the Requests list, or right-click and select <b>Bulk Check Out</b> on the context menu. </li>
|
||||
</ol>
|
||||
<p class="indent2">If an extended loan period has been set for Borrow by Mail items, the due date is calculated with the extended loan period. If a fee has been set for Borrow by Mail processing, the appropriate fee is charged to the respective patron accounts. The system uses the processing center's settings for the loan period and fee. When the items are checked out, the request status changes to Out and they can be listed in the Request Manager by the Out status.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you check out a Borrow by Mail item to the requesting patron from the normal Check Out workform or the Patron Status workform, no extended loan period or fee applies.</p>
|
||||
<p class="NoteShade"><b>Notes:</b>
|
||||
<br />Blocks for held items do not affect bulk checkout. If an item cannot be checked out during bulk checkout due to other blocks on the patron account, your library may automatically send a failure notice to the patron.<br /><br />You can also bulk check out Borrow-by-Mail items with a status of Shipped (their status when they arrive at the processing center) without changing the status to Held first. This workflow may affect later statistical reporting for holds.<br /><br />If there are multiple processing centers in your system and a Borrow by Mail request’s pickup branch differs from your workstation branch, a message appears and the item cannot be checked out.<br /></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9"><a name="kanchor2974"></a><a name="IX_printing_mailers_from_1"></a>To print the mailer, select the Borrow by Mail item and click <img alt="BBMPrintMailer00115.gif" style="margin-bottom: -4.000pt;width: 22;height: 22;" id="image22" src="BBMPrintMailer00115_22x22.gif" /> above the Requests list.</li>
|
||||
</ol>
|
||||
<p class="indent2">The printed mailer set for each item includes a cover letter, a mailing label, and a return label. The cover letter lists the Borrow by Mail fee, if any, the item data, and instructions for returning the item.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Mailer printing is available for requests with the status Out from the Request Manager and from the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="10">Package the item with the mailers and apply the postage.</li>
|
||||
</ol>
|
||||
<p class="indent2">If your shipping equipment generates tracking numbers, note them on the checklist you printed from the Request Manager.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="11">If your system uses tracking numbers, record the tracking number as follows:<ol style="list-style-type: lower-alpha;"><li value="1">In the Request Manager workform, set the branch to the processing center, the <b>By</b> field to <b>Pickup</b>, and the status to <b>Out</b>.</li><li value="2">Right-click each Borrow by Mail request and select <b>Open</b> from the context menu. The Hold Request workform opens.</li><li value="3">Enter the tracking number (up to 60 characters) in the <b>Tracking</b> field on the Hold Request workform.</li><li value="4">Save the hold request.</li></ol></li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Checking in returned items</span> - When patrons send back Borrow by Mail items, they are checked in using normal circulation procedures. See <a href="../PPinventory/Taking_an_Item_Inventory.htm#XREF_57442_Checking_In">Taking an Item Inventory</a>.</li>
|
||||
<li><span class="FM_BulletHead">Polaris Administration settings</span> - Libraries specify processing centers, restrict Borrow by Mail options by patron code, establish a fee for the service, and allow exceptions to the fee for some patrons, such as homebound (Outreach Services) patrons. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPreceipts/Setting_Up_eReceipts.htm">Setting Up Borrow by Mail Circulation</a> for more information about these and other Borrow by Mail settings.</MadCap:conditionalText></li>
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<h1><a name="XREF_68526_Processing"></a>Processing Individual Borrow by Mail Items</h1>
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<p><a name="kanchor465"></a><a name="IX_individual_processing"></a>If your library acts as its own processing center for Borrow by Mail items, when an item is <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">trapped<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>An item is said to be trapped for a hold when an item that fills a request is scanned at circulation and the system links the item to a specific request, either automatically or by displaying a message that prompts you for a decision.</span></a> for a Borrow by Mail request at check in, you can process the Borrow by Mail item on the spot, along with other requests. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="Process_individual_Borrow_by_Mail_items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Process Individual Borrow by Mail Items</span></a>.</MadCap:conditionalText></p>
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</p>
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</body>
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</html>
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Reference in New Issue
Block a user