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<h1><a name="XREF_58531_Managing_Course"></a>Borrow By Mail Circulation</h1>
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<p><a name="kanchor1762"></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">7.5</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="kanchor1390"></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="kanchor1391"></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="kanchor1392"></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">
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||||
<li value="6"><a name="kanchor1393"></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="kanchor1394"></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="kanchor2893"></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="kanchor908"></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="kanchor909"></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="kanchor910"></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="kanchor911"></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="kanchor3435"></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="kanchor3436"></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="kanchor3437"></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="kanchor3438"></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="kanchor766"></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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<h1><a name="XREF_16603_Patron_Services"></a>Polaris Patron Services Overview<span style="font-weight: bold;"><a name="CSH_2"></a></span></h1>
|
||||
<p>Patron Services in Polaris includes features and functions for staff to create and modify patron records; manage patron accounts; circulate items; put items on hold; and perform other circulation tasks. See the following topics for more information:</p>
|
||||
<p><a href="../PPstart/Getting_Started_in_Patron_Services.htm#XREF_18475_Getting_Started_in">Getting Started in Patron Services</a> </p>
|
||||
<p class="indent">Overview of patron services functions; patron records and how to find and display them.</p>
|
||||
<p><a href="../PPregstr/Patron_Registration.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Patron Registration</span></a>
|
||||
</p>
|
||||
<p class="indent">Creating, modifying, merging, and deleting patron records; patron photos; patron reading histories; posting and managing patron messages; patron associations; deleting and merging records; generating patron mailing labels.</p>
|
||||
<p><a href="../PPpatrecbulk/Bulk-Changing_Patron_Records.htm#XREF_83470_Registering_Patrons">Bulk-Changing Patron Records</a> </p>
|
||||
<p class="indent">Creating record sets to bulk-change multiple patron records.</p>
|
||||
<p><a href="../PPworkstn/Circulation_Workstations_Receipts_Sounds_Smart_Cards.htm#XREF_58099_Receipts_Sounds">Circulation Workstations: Receipts, Sounds, Smart Cards</a> </p>
|
||||
<p class="indent">Setting up the workstation for receipt printing, sound alerts for messages and blocks, and smart card use.</p>
|
||||
<p><a href="../PPckout/Check-Out_and_Renewal.htm#XREF_63116_Checking_Out">Check-Out and Renewal</a> </p>
|
||||
<p class="indent">Check-out blocks and messages; check-out and renewal; circulating on-the-fly uncataloged items; overview of item records.</p>
|
||||
<p><a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a> </p>
|
||||
<p class="indent">Resolving patron and item blocks at circulation; adding and deleting patron blocks.</p>
|
||||
<p><a href="../PPckin/Check-In.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Check-In</span></a>
|
||||
</p>
|
||||
<p class="indent">Checking in items; bulk check-in; managing fines at check-in; checking in new shelf-ready items; in-house usage.</p>
|
||||
<p><a href="../PPquickcirc/Circulating_Ephemeral_Items.htm#XREF_68346_Unit_Title_heading">Circulating Ephemeral Items</a> </p>
|
||||
<p class="indent">Creating quick-circ (ephemeral) items for circulation; quick-circ check-out and check-in.</p>
|
||||
<p><a href="../PPinventory/Taking_an_Item_Inventory.htm#XREF_57442_Checking_In">Taking an Item Inventory</a> </p>
|
||||
<p class="indent">Inventorying items on the shelf; inventory reports.</p>
|
||||
<p><a href="../PPclaims/Working_with_Claims.htm#XREF_21373_Working_with_Claims">Working with Claims</a> </p>
|
||||
<p class="indent">Assigning a claim status to an item when a patron claims she returned the item or never had it; resetting a patron’s total claims count; estimating fines on claimed and lost items.</p>
|
||||
<p><a href="../PPlost/Managing_Lost_Items.htm#XREF_14110_Managing_Lost_Items">Managing Lost Items</a> </p>
|
||||
<p class="indent">Processing items that are declared lost, and items that have been declared lost but turn up at circulation.</p>
|
||||
<p><a href="../PPuseacct/Patron_Status_and_Accounting.htm#XREF_59746_Using_Patron">Patron Status and Accounting</a> </p>
|
||||
<p class="indent">Displaying and printing items out for a patron; estimating fines on currently checked out items; notice histories; patron accounting, including assigning, paying, and waiving charges; refunding and crediting payments; credit card processing; making and reconciling deposits; using collection agencies.</p>
|
||||
<p><a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>
|
||||
</p>
|
||||
<p class="indent">Placing, modifying, and cancelling holds; the holds queue; processing requests-to-fill; filling hold requests at circulation.</p>
|
||||
<p><a href="../PPill/Working_with_Interlibrary_Loans.htm#XREF_12272_Working_with">Working with Interlibrary Loans</a> </p>
|
||||
<p class="indent">The interlibrary loan process, from creating and exporting an ILL request to receiving an ILL item and returning the ILL item.</p>
|
||||
<p><a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</a> </p>
|
||||
<p class="indent">Placing Borrow by Mail requests; processing Borrow by Mail items for shipment.</p>
|
||||
<p><a href="../PPoutreach/Outreach_Services_Processing.htm#XREF_58531_Outreach_Services">Outreach Services Processing</a> </p>
|
||||
<p class="indent">Setting up outreach (homebound) patron profiles; suspending and reactivating service; creating title selection lists; processing multiple outreach services patrons; working with reader ratings.</p>
|
||||
<p><a href="../PPcourseres/Managing_Course_Reserves.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Managing Course Reserves</span></a>
|
||||
</p>
|
||||
<p class="indent">Setting up course records; placing items on reserve; circulating reserved items, including templates for instructor-owned or temporary course reserve items; notices for instructors.</p>
|
||||
<p><a href="../PPquickref/Patron_Services_Circulation_Shortcut_Keys.htm#XREF_62611_Patron_Services">Patron Services/Circulation Shortcut Keys</a> </p>
|
||||
<p class="indent">List of shortcut keys formatted for convenient printing and clipping.</p>
|
||||
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|
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_22292_Add_a_patron_block"></a>Add a Patron Block</h1>
|
||||
<p><a name="kanchor4475"></a><a name="IX_adding_to_a_patron_s"></a>You can manually add library-defined blocks to a patron record. Authorized staff can also create free-text blocks. </p>
|
||||
<p>To add a block to a patron’s record:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also add a blocking note to a patron record. Blocking notes block the patron at normal check-out and renewal. See <a href="../PPregstr/Create_or_edit_a_patron_status_note.htm#XREF_49183_Create_or_edit_a">Create or edit a patron status note</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Status workform - General view. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>. The General view includes a list of current blocks. The blocks may be staff-generated or system-generated, such as those for overdues.</li>
|
||||
<li value="2">Click <b>Add </b>to display the Patron Block dialog box.</li>
|
||||
<li value="3">Add a library-assigned or free-text block:
|
||||
<ul type="disc"><li>To add a library-assigned block, such as <b>Address Correction Required</b> or <b>See Supervisor, </b>click <b>Library assigned</b> and select a block in the <b>Library assigned</b> box. <p class="NoteShade"><b>Note:<br /></b>The available blocks and the order in which they are listed are defined for the library in Polaris Administration. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPblocks/Defining_Patron_Block_Descriptions.htm#XREF_30175_Defining_Patron">Defining Patron Block Descriptions</a>.</MadCap:conditionalText></p></li></ul><ul type="disc"><li>To add a free-text block, click <b>Free text</b> and type a block description in the <b>Free text</b> box (255 characters maximum).</li></ul></li>
|
||||
<li value="4">Click <b>OK</b> on the dialog box. The General view appears, and the new block appears in the Block Description list.
|
||||
<p class="NoteShade"><a name="kanchor4476"></a><a name="IX_displaying_patron_free"></a><b>Note:<br /></b>The Block Description list shows only one line of a free-text block. If the block text is too long to display on one line, you can place the cursor over the line. The entire block text is displayed in a tooltip.</p></li>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_83242_Delete_a_patron"></a>Delete a Patron Block</h1>
|
||||
<p><a name="kanchor444"></a><a name="IX_deleting_patron"></a>You cannot edit blocks. However, authorized library staff can manually delete staff-generated blocks. You must select and delete one block at a time. You can also delete a blocking note from the patron record. </p>
|
||||
<p>To delete a patron block from a patron’s record:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Polaris automatically deletes system-generated blocks when the particular blocking conditions are no longer met. For example, when an overdue item is checked in, the overdue block is deleted.</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Status workform - General view. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.</li>
|
||||
<li value="2">For staff-generated blocks, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select the block that you want to delete in the Block Description list. You cannot delete system-generated blocks, such as for overdues.</li><li value="2">Click <b>Delete Block</b>. The block is removed from the list.</li></ol></li>
|
||||
</ol>
|
||||
<ol start="3">
|
||||
<li value="3">To delete a blocking note, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>View, Notes</b>, or click <img alt="NotesBtn.gif" style="margin-bottom: -8.000pt;width: 30;height: 18;" id="image5" src="NotesBtn_30x18.gif" class="imginline" />.</li><li value="2">Select the text in the <b>Blocking</b> note field, and press <b>DELETE</b>.</li></ol></li>
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<h1><a name="XREF_33474_Manage_item_blocks"></a>Manage Item Blocks at Circulation</h1>
|
||||
<p><a name="kanchor3213"></a><a name="IX_managing_at_circulation_1"></a><a name="kanchor3214"></a><a name="IX_item_at_circulation"></a>At check-out, renewal, or check-in, the Item Blocks dialog box appears if there are any blocks on the item record. You must take action before you can enter the next item barcode.</p>
|
||||
<p><a name="kanchor3215"></a><a name="IX_circulating"></a><a name="kanchor3216"></a><a name="IX_On_Order_items_1"></a><a name="kanchor3217"></a><a name="IX_On_Order_items"></a>Occasionally you may encounter an item with a status of On-Order at circulation. If an item has a status of On-Order and it is linked to a purchase order or invoice line item, a message is displayed. You cannot override the block, and you cannot manually change the status in the item record. The item must be received through Polaris Acquisitions before it can circulate.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If an item has a status of On-Order, but it is not linked to a purchase order or invoice line item, no block message is displayed. This may occur in libraries that do not use the Polaris Acquisitions subsystem. You can check the item in, then circulate the item in the usual way. In addition, in the item record, you can change the item from On-Order to certain selected statuses. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../PPckout/Display_item_record_information.htm#XREF_35266_Display_item">Display item record information</a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor3218"></a><a name="IX_unexpected_item_status"></a>Some circulation item statuses, such as Unavailable or Withdrawn, will prevent an item check-out. In this case you receive an error message, and you must check the item in before you can continue. </p>
|
||||
<p><b>To manage item blocks at circulation</b>
|
||||
</p>
|
||||
<ol>
|
||||
<li value="1">Do one of the following actions:
|
||||
<ul><li>To override the blocks and continue the transaction, click <b>Yes</b> or press <b>ENTER</b>.
|
||||
<p class="NoteShade"><b>Note:<br /></b>At checkout or renewal, you must have the appropriate permissions to override blocks. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPstart/Setting_Circulation_Permissions.htm#XREF_33495_Setting">Setting Circulation Permissions</a>.</MadCap:conditionalText></p></li><li>To stop the transaction, click <b>No</b>.</li><li>To open the item record workform, double-click the block text or click <b>Item Record</b> and go to step 2.</li></ul></li>
|
||||
<li value="2">Resolve the block as necessary (or exit the workform and click <b>No</b> on the Item Blocks dialog box to stop the transaction):<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>View, Notes and Notices</b> on the Item Record workform to see an item’s notes and blocks.</li></ol></li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You must have the permission <b>Item record: Modify notes and notices</b> to open this view and delete blocks.</p>
|
||||
<li value="3">Remove <b>Library assigned</b> or <b>Free text </b>blocks if appropriate, and save the record.
|
||||
|
||||
<p class="indent2">Item records with a record status of Deleted or Provisional will also prevent a check-out. In this case a special error message will display. The item should probably not be checked out in any case, and may require special handling. it is best to take appropriate steps to manage the item record.</p></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><a name="XREF_35786_Manage_patron"></a>Manage Patron Blocks at Circulation</h1>
|
||||
<p><a name="kanchor1792"></a><a name="IX_managing_at_circulation"></a>When you check out or renew items for a patron, the Patron Blocks dialog box appears if there are one or more blocks on the patron record or on associated patron records with a blocking relationship. You must take action before you check out the next patron.</p>
|
||||
<p> To manage patron blocks at circulation:</p>
|
||||
<ol>
|
||||
<li value="1">Do one of the following actions:<ul type="disc"><li>To override the blocks and continue the transaction, click <b>Yes</b> (or press <b>Y</b>) on the Patron Blocks dialog box. You must have the appropriate permissions to override blocks. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPstart/Setting_Circulation_Permissions.htm#XREF_33495_Setting">Setting Circulation Permissions</a>. </MadCap:conditionalText></li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><a name="kanchor1793"></a><a name="IX_collection_agency"></a><b>Note:<br /></b>If the patron account has been sent to a collection agency and you do not have permission to override the block, the block is marked by a yellow alert icon <img alt="AlertIcon.gif" style="margin-bottom: -6.000pt;width: 19;height: 18;" id="image1" src="AlertIcon_19x18.gif" />. To override this block, you must have the specific permission <b>Override collection agency block: Allow</b>. (In this case, the icon is not displayed.)</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="indent2">If the only block is for a held item, you can override the block without special permission.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To stop the transaction, click <b>No</b> (or press <b>N</b>) on the Patron Blocks dialog box.</li>
|
||||
<li>Select a block to manage on the Patron Blocks dialog box and go to step 2. You can use the up and down arrow keys to select a block.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can click <b>Patron Status</b> or <b>Patron Registration</b> on the Patron Blocks dialog box to open these workforms, regardless of which block is selected.</p>
|
||||
</blockquote>
|
||||
<ol start="2">
|
||||
<li value="2">With the block selected, press <b>Enter</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The appropriate workform opens. For example, if the block is <b>Patron owes money</b>, the Patron Status workform - Account view opens. For Verify Patron blocks, the Patron Registration workform opens. For associated patron blocks, the Patron Status workform for the associated patron opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Resolve the block as necessary (or exit the workform and click <b>No</b> on the Patron Blocks dialog box to stop the transaction):<ul type="disc"><li>For overdue or long overdue blocks, check in the items, make claims, or declare the items lost. See <a href="../PPckin/Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>, <a href="../PPclaims/Working_with_Claims.htm#XREF_21373_Working_with_Claims">Working with Claims</a>, or <a href="../PPlost/Managing_Lost_Items.htm#XREF_14110_Managing_Lost_Items">Managing Lost Items</a>.</li><li>For amounts owed, resolve the charges. See <a href="../PPuseacct/Processing_Charges_and_Payments.htm#XREF_54418_Charges_and">Processing Charges and Payments</a>.</li><li>For Verify Patron blocks, verify the patron’s account information and save the patron record. See <a href="Resolve_a_Verify_Patron_block.htm#XREF_55711_Verify_patron_self">Resolve a Verify Patron block</a>.</li><li>For unread patron messages, an alert message appears in the Patron Blocks dialog box. You can continue the check-out operation or cancel it, and you can also click the block text to open the Patron Status workform - Notes view. The alert message does not place any blocks on patron activity in the PAC. For more information about patron messages, see <a href="../PPregstr/Posting_Patron_Messages.htm#XREF_35384_Posting_Patron">Posting Patron Messages</a>.</li><li>Delete staff-generated blocks or blocking notes if appropriate. See <a href="Delete_a_patron_block.htm#XREF_83242_Delete_a_patron">Delete a patron block</a>.</li></ul></li>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_55711_Verify_patron_self"></a>Resolve a Verify Patron block</h1>
|
||||
<p><a name="kanchor1653"></a><a name="IX_overview_28"></a><a name="kanchor1654"></a><a name="IX_Verify_Patron"></a><a name="kanchor1655"></a><a name="IX_resolving"></a><a name="kanchor1656"></a><a name="IX_verifying"></a>Your library may allow patrons to register online through the PAC. The patron receives a temporary barcode to use for placing requests, and a new patron record is created with a Verify Patron block. This block alerts staff that the record needs to be reviewed and a permanent barcode assigned. An automatic email message alerts designated library staff members that a patron has self-registered. A similar process occurs if your library allows patrons to update their account information through the PAC. Your library may also place a Verify Patron block on patron records created through <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">express registration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Entering patron information during the check-out process as a service to new, unregistered patrons.</span></a>, and on registrations renewed through Polaris ExpressCheck. Patron records created offline also receive a Verify Patron block. </p>
|
||||
<p>To review a new or updated record, modify it if necessary, and resolve the block:</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Registration workform, using one of the following methods:
|
||||
|
||||
<ul><li>Highlight the <b>Verify patron</b> message in the Patron Blocks dialog box, and press <b>Enter</b>.</li><li>On the Polaris Shortcut bar, select <b>Patron Services</b> > <b>Patron Records</b> to find and open the record. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.
|
||||
<p class="NoteShade"><b>Note:<br /></b>The temporary barcodes that are created when patrons self-register begin with <b>PACREG</b>.</p></li></ul></li>
|
||||
<li value="2">If necessary, type or scan a valid patron barcode in the <b>Barcode</b> box.</li>
|
||||
<li value="3">If you want to change the patron code, select another code in the <b>Patron code</b> box.</li>
|
||||
<li value="4">If you want to change the statistical code, select another code in the <b>Statistical class</b> box.</li>
|
||||
<li value="5">Make any additional settings, such as <b>Expiration Date</b>, that your library may require.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the record. The Verify Patron block message appears.</li>
|
||||
<li value="7">Click <b>Remove Block</b>. The record is saved, and the block is removed.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also delete the Verify Patron block from the Patron Status workform - General view at any time. See <a href="Delete_a_patron_block.htm#XREF_83242_Delete_a_patron">Delete a patron block</a>.</p></li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Verify Patron Data report</span> - Run the Verify Patron Data report to list patrons with Verify Patron blocks. See <a href="../PPregstr/Patron_Registration_Reports.htm#XREF_54098_Patron">Patron Registration Reports</a>.</li>
|
||||
<li><span class="FM_BulletHead">Express registration block</span> - A Polaris Administration setting controls whether a Verify Patron block is placed on a patron record created through express registration. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Patron_Services_Admin/PDPpatacct/Setting_Express_Registration_Defaults_and_Requirements.htm#XREF_60272_Setting_Express">Setting Express Registration Defaults and Requirements</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Setting Polaris to permit patron self-registration and updates</span> - See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Public_Access_Admin/PDOPatAcc/Setting_Up_Patron_Account_Access.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up Patron Account Access and Options</span></a>.</MadCap:conditionalText></li>
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<h1><a name="XREF_36202_Working_with"></a>Working with Blocks (Stops)</h1>
|
||||
<p><a name="kanchor5534"></a><a name="IX_staff_generated_overview"></a><a name="kanchor5535"></a><a name="IX_system_generated_overview"></a><a name="kanchor5536"></a><a name="IX_See_blocks"></a>Blocks on patron or item records may interrupt check-out or renewal. When a patron or item is blocked, a block notification message appears. Authorized library staff can override the block and continue with the transaction. System-generated blocks are applied and removed automatically by Polaris. Staff-generated blocks are applied by a staff member and must be manually removed by a staff member. Staff-generated blocks may be library-assigned or free-text blocks. You can also place a blocking note in a patron record.</p>
|
||||
<p><a name="kanchor5537"></a><a name="IX_patron_overview"></a>Blocks may be associated with a patron record or an item record. Patron blocks indicate that a patron may not check out at all or that special conditions, such as a held item, require attention. For example, a block may indicate that a patron's address needs to be checked, the patron's registration has expired, the patron’s account is delinquent according to library policies, the patron requires special services, or that checking out an item would exceed a library-defined limit on certain materials, groups of materials, or reserve items. </p>
|
||||
<p>Polaris automatically blocks patron records for held items, overdue and long overdue items, money owed over a library-specified amount, accounts in collection, and an excessive number of items claimed. If your library allows self-registration and account updates from the PAC, Polaris blocks patrons with a Verify Patron block, which flags the record for staff review. This block is also placed on patron records created offline. Your library may also place Verify Patron blocks on express registrations created at check-out. </p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Manage_patron_blocks_at_circulation.htm#XREF_35786_Manage_patron">Manage patron blocks at circulation</a>
|
||||
</li>
|
||||
<li><a href="Resolve_a_Verify_Patron_block.htm#XREF_55711_Verify_patron_self">Resolve a Verify Patron block</a>
|
||||
</li>
|
||||
<li><a href="Add_a_patron_block.htm#XREF_22292_Add_a_patron_block">Add a patron block</a>
|
||||
</li>
|
||||
<li><a href="Delete_a_patron_block.htm#XREF_83242_Delete_a_patron">Delete a patron block</a>
|
||||
</li>
|
||||
<li><a href="../PPregstr/Updating_Address_and_Expiration_Term.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Updating Patron Registration Check Dates</span></a>
|
||||
</li>
|
||||
</ul>
|
||||
<p><a name="kanchor5538"></a><a name="IX_item_overview"></a>Item blocks, like patron blocks, may indicate that an item should not be checked out at all, or that it requires special handling. These include blocks for non-circulating items and items that are being held for another patron, belong to another library, or have a status other than In, such as On Order, In-transit, Missing, Lost, or Withdrawn. Polaris also blocks items that have notes, are chargeable, or items that were created on-the-fly. </p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>
|
||||
</li>
|
||||
<li data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Cataloging/PKitems/Creating_Item_Records.htm#XREF_30368_Creating_Item">Creating Item Records</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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|
||||
<h1><a name="kanchor4693"></a><a name="IX_Holds"></a><a name="kanchor4694"></a><a name="IX_Bound_With_Holds"></a>Bound-With <a name="XREF_49397_Holds"></a>Holds</h1>
|
||||
<p><a name="kanchor4695"></a><a name="IX_host"></a><a name="kanchor4696"></a><a name="IX_constituent"></a>When a user attempts to place a hold request that is a constituent of a bound-with group, the settings for the host item control whether the request can be granted. For example, a user attempts to place a hold on a constituent bibliographic item or record, but is unable to do so because of the setting configuration. This is due to the settings for this item being determined by the host bibliographic item or record. </p>
|
||||
<p class="NoteShade"><b>Note: <br /></b>A count of hold requests equals the number of holds placed on the host bibliographic item, and not the constituent item.</p>
|
||||
<h2><a name="TOC_Placing_a_Request_in_the"></a><a name="XREF_77301_Placing_a_Request"></a>Placing a Request in the PAC and Mobile PAC</h2>
|
||||
<p>When a user places an item-level hold in the PowerPAC or Mobile PAC for a constituent title, the request is placed for the host, and the following message alerts the user that they are requesting a title that is part of a bound-with group: “This item is bound with the title <span class="FM_Emphasis">[Title, Author]</span>. Your request will be listed under that title.” </p>
|
||||
<p class="indent2">
|
||||
<img alt="boundwithmessage.gif" style="margin-bottom: 0.000pt;width: 427;height: 103;" id="image0" src="boundwithmessage_427x103.gif" /> </p>
|
||||
<p>When a user places a bibliographic-level hold in the PowerPAC or Mobile PAC for a constituent title, the request is placed for the host bib, and the following message alerts the user that they are requesting a title that is part of a bound-with group: “The requested title: <span class="FM_Emphasis">[Constituent Title] </span>is bound with the title: <span class="FM_Emphasis">[Host Title]</span>.” </p>
|
||||
<p class="indent2">
|
||||
<img alt="boundwithmessageitemrec.jpg" style="margin-bottom: 0.000pt;width: 394;height: 196;" id="image1" src="boundwithmessageitemrec_394x196.jpg" /> </p>
|
||||
<p>The text for these messages can be edited in Polaris WebAdmin. </p>
|
||||
<p>Although the hold request for the constituent title is actually placed on the host record, the constituent’s title and author is printed on notices and hold slips. </p>
|
||||
<p>When a user places either a bibliographic-level or item-level hold request for the host record, the host’s title information displays, and the request is placed as usual without any note about the constituent titles.</p>
|
||||
<h2><a name="TOC_Placing_a_Request_in_the1"></a>Placing a Request in the Staff Client</h2>
|
||||
<p>Upon placing a hold within the Polaris staff client for a constituent title, the user is notified with a message that the item is linked to a host bibliographic record and the request will be listed under that title. Because no item records are linked to a constituent record, item-level requests are not possible for constituent titles.</p>
|
||||
<p>For both bibliographic and item-level requests from the host entry, the behavior and displays—for example blocks when placing, request routing and trapping—are no different from normal request behaviors.</p>
|
||||
<h2><a name="TOC_Duplicate_Detection_for"></a>Duplicate Detection for Hold Requests</h2>
|
||||
<p>To ensure a user does not place a hold on two different pamphlets within the same physical volume, additional functionality exists for duplicate detection. </p>
|
||||
<p>If a request is placed on either a host or any constituent titles, that request is considered a duplicate if:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">Any of those requests are for the same patron.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Any of those matching requests have a status of Inactive, Pending, Active, Shipped, or Held.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Another request exists for the host title or for any constituent title associated with the host. </p>
|
||||
</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Hold_Request_Workform"></a>Hold Request Workform Data and Display</h2>
|
||||
<p>When a request is placed for a constituent part, the <b>Constituent title</b> and <b>Constituent author</b> fields are populated in the hold request workform. Furthermore, if a request is placed for a constituent, the result set displays the constituent title. If a request is placed for a host title, the result set displays the host title. When fields within the workform do not apply to the item, they are greyed out and unavailable for data entry. </p>
|
||||
<p class="indent2">
|
||||
<img alt="holdrequest_.gif" style="margin-bottom: 0.000pt;width: 513;height: 322;" id="image2" src="holdrequest__513x322.gif" /> </p>
|
||||
<p>Items within the Hold Queue workform display will have <img alt="bwholdqueicon.gif" style="margin-bottom: 0.000pt;width: 30;height: 31;" id="image3" src="bwholdqueicon_30x31.gif" /> placed next to the item, to identify requests on constituent parts. Additionally, if a constituent title is requested within the staff client, a note is added to the Hold Request workform in the PAC display field. </p>
|
||||
<p class="indent2">
|
||||
<img alt="pacnote.gif" style="margin-bottom: 0.000pt;width: 378;height: 192;" id="image4" src="pacnote_378x192.gif" /> </p>
|
||||
<p>This note displays within the PAC as well, in the designated PAC display note field. </p>
|
||||
<p class="indent2">
|
||||
<img alt="pacdisplaynote2.gif" style="margin-bottom: 0.000pt;width: 221;height: 214;" id="image5" src="pacdisplaynote2_221x214.gif" /> </p>
|
||||
<h2><a name="TOC_Searching_Hold_Requests"></a>Searching Hold Requests and the Hold Request Queue </h2>
|
||||
<p>Using the hold request find tool, a title search for a constituent title will retrieve any hold requests placed for the title. It will not include requests placed directly for the host. If the host title is searched, the result list includes all requests placed for the host and any placed directly for constituents.</p>
|
||||
<p>The hold request queue workform header displays both the host information and the constituent title and author if the workform is accessed through any of the following methods: </p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">A constituent bibliographic record</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">A constituent request</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">A request search that retrieves a constituent request for a constituent title</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="indent2">
|
||||
<img alt="patronstatusholdrequest.gif" style="width: 327.205pt;height: 105.879pt;margin-bottom: 0.000pt;" id="image6" src="patronstatusholdrequest.gif" /> </p>
|
||||
<p>Within the Holds queue the bound-with icon <img alt="bwholdqueicon00027.gif" style="width: 30;height: 18;" src="bwholdqueicon00027_30x18.gif" class="imginline" /> will display to indicate the request is placed on a constituent part. The icon overrides other icons that may display, such as the Borrow by mail or item-request icon<span style="">.</span> The icon displays in the following listviews: </p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">Request manager</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Patron Status, requests</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Request find tool</p>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
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<div id="footer">
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPboundwith/Bound-With_Notices,_Slips,_Receipts_and_Displays.htm">Open topic with navigation</a>
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</p>
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<div class="nocontent">
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="kanchor360"></a><a name="IX_Notices_Slips_Receipts"></a><a name="XREF_30009_Notices_Slips"></a>Bound-With Notices, Slips, Receipts and Displays </h1>
|
||||
<p>When a request is placed on the host record, all print, e-mail, and phone hold notices use the title and author from the host record. If the request has been placed on the constituent record, all print, e-mail, and phone and phone export notices include the constituent title, with the text “Included in [Host title]”. There is a 100 character limit for the host title, including the default text and the constituent title. As a result, the system is configured to allow 43 characters for the host title and 43 characters for the constituent title. Titles exceeding this character count will be cut off at 43 characters.</p>
|
||||
<p>Hold slips and pickup slip formats for holds placed on the host record will use the title for the host record. The same behavior applies for constituent titles, with the hold slips and pickup slip formats using the constituent title. For both titles, there is a 25 character limit. </p>
|
||||
<p>For items that are converted to an ILL, the request will be based upon the host record data. Constituent title data in the hold request will not be copied to the ILL request.</p>
|
||||
<p>See also <a href="Circulating_Bound-With_Materials.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Circulating Bound-With Materials</span></a>.</p>
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</div>
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<p align="center">
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPboundwith/Circulating_Bound-With_Materials.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="kanchor1257"></a><a name="IX_Bound_With"></a><a name="XREF_62130_Circulating_Bound"></a>Circulating Bound-With Materials</h1>
|
||||
<p>In a bound-with group, a single bibliographic record acts as the “host” record representing the title of the bound volume, and one or more bibliographic records act as “constituent” records representing the titles bound together in the volume. A single bar-coded item record represents the physical bound volume, and the host record’s circulation settings apply to all the constituent records, which do not have linked item records.</p>
|
||||
<p>In addition, all processing for the following functions, as well as for remote storage and closed stacks, is determined by the host record for the item: </p>
|
||||
<ul type="disc">
|
||||
<li>Transaction data</li>
|
||||
<li>Borrow by mail</li>
|
||||
<li>SIP</li>
|
||||
<li>NCIP</li>
|
||||
<li>Holds <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a> Processing</li>
|
||||
<li>Express Check</li>
|
||||
<li>Offline Circulation</li>
|
||||
</ul>
|
||||
<p>For statistical purposes, any transaction involving a bound-with item, such as check-out, check-in, hold request, etc., is counted as a single item and a single circulation transaction or a single request.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Bound-With_Holds.htm#XREF_49397_Holds">Bound-With Holds</a>
|
||||
</li>
|
||||
<li><a href="Bound-With_Notices,_Slips,_Receipts_and_Displays.htm#XREF_30009_Notices_Slips">Notices, Slips, Receipts and Other Data Displays</a>
|
||||
</li>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
|
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<p align="center">
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<h1><a name="XREF_81747_Change_item"></a>Change Item Information at Shelf-Ready Materials Check-In</h1>
|
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<p><a name="kanchor4087"></a><a name="IX_damaged_managing_at_1"></a><a name="kanchor4088"></a><a name="IX_changing_shelf_location_1"></a><a name="kanchor4089"></a><a name="IX_changing_circulation_1"></a><a name="kanchor4090"></a><a name="IX_changing_at_Receive_5"></a><a name="kanchor4091"></a><a name="IX_changing_at_Receive_4"></a><a name="kanchor4092"></a><a name="IX_changing_at_Receive_3"></a><a name="kanchor4093"></a><a name="IX_changing_at_Receive_2"></a><a name="kanchor4094"></a><a name="IX_changing_at_Receive_1"></a><a name="kanchor4095"></a><a name="IX_changing_at_Receive"></a><a name="kanchor4096"></a><a name="IX_at_Receive_Shipment"></a><a name="kanchor4097"></a><a name="IX_Manage_Item_at_Receive"></a>Your library may allow you to change an item’s collection, shelf location, material type, blocks, or non-public note from the Check-In Shelf-Ready Materials workform. To be eligible for these changes, the item’s circulation status must be In, the item’s assigned branch must the same as your workstation’s logged-in branch, and the item must be be listed in the top part of the workform (that is, it has been checked in but you have not clicked <b>Accept Shipment)</b>. </p>
|
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<p>To make these changes:</p>
|
||||
<ol>
|
||||
<li value="1">In the top part of the Receive Shipment workform, select the item or items you need to change.</li>
|
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<li value="2">Select <b>Tools, Manage Item</b>, click <img alt="ManageItemIcn00026.gif" style="margin-bottom: -5.000pt;vertical-align: text-top;clear: none;mc-float: none;width: 29;height: 29;" id="image17" src="ManageItemIcn00026_29x29.gif" />, or press <b>CTRL+M</b>.</li>
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<li value="3">Select the checkboxes for the fields you want to change, and select the new options from the lists. You can type information in the <b>Non-public note</b> and <b>Free text block</b> fields.</li>
|
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|
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<p class="NoteShade"><b>Note:<br /></b>For the <b>Non-public note</b> and <b>Free text block</b> fields, you can select only one item at a time.</p>
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<h1><a name="XREF_27785_Change_an_item_s"></a>Change Item Information or Barcode at Check-In</h1>
|
||||
<p><a name="kanchor5813"></a><a name="IX_managing_at_check_in"></a><a name="kanchor5814"></a><a name="IX_item_barcode_changing"></a><a name="kanchor5815"></a><a name="IX_item_shelf_location"></a><a name="kanchor5816"></a><a name="IX_item_circulation_status"></a><a name="kanchor5817"></a><a name="IX_damaged_managing_at"></a><a name="kanchor5818"></a><a name="IX_changing_barcode_at"></a><a name="kanchor5819"></a><a name="IX_changing_shelf_location"></a><a name="kanchor5820"></a><a name="IX_changing_circulation"></a><a name="kanchor5821"></a><a name="IX_changing_at_check_in_5"></a><a name="kanchor5822"></a><a name="IX_changing_at_check_in_4"></a><a name="kanchor5823"></a><a name="IX_changing_at_check_in_3"></a><a name="kanchor5824"></a><a name="IX_changing_at_check_in_2"></a><a name="kanchor5825"></a><a name="IX_changing_at_check_in_1"></a><a name="kanchor5826"></a><a name="IX_changing_at_check_in"></a><a name="kanchor5827"></a><a name="IX_item_changing_at_check_in"></a><a name="kanchor5828"></a><a name="IX_at_check_in_3"></a><a name="kanchor5829"></a><a name="IX_Manage_Item_at_check_in"></a>Your library may allow you to change an item’s collection, shelf location, material type, circulation status, blocks, non-public note, or barcode from the Check In workform. To be eligible for these changes, the item’s circulation status must be In, and the item’s assigned branch must the same as your workstation’s logged-in branch. </p>
|
||||
<p>To make these changes:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You cannot change ILL items, course reserve items, quick circ items, or items whose records are locked (open). You can change on-the-fly (OTF) items, but the OTF block remains on the item.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also change a new shelf-ready item’s information from the Receive Shipment workform. See <a href="Checking_In_Shelf-Ready_Items.htm#XREF_33764_Checking_In_New">Checking In Shelf-Ready Items</a>.</p>
|
||||
<ol>
|
||||
<li value="1">In the Check In workform list view, select the item or items you need to change.</li>
|
||||
<li value="2">To change the circulation status, shelf location, library-assigned block, free-text block, non-public note, material type, or collection, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>Tools, Manage Item</b>, click <img alt="ManageItemIcn.gif" style="width: 29;height: 18;" src="ManageItemIcn_29x18.gif" class="imginline" />, or press <b>CTRL+M</b>. The Manage Item Record dialog box opens.</li></ol><ol style="list-style-type: lower-alpha;" data-mc-continue="true"><li value="2">Select the checkboxes for the fields you want to change, and select the new options from the lists. You can type information in the <b>Non-public note</b> and <b>Free text block</b> fields.</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For the <b>Non-public note</b> and <b>Free text block</b> fields, you can select only one item at a time.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Example:<br /></b>You can change the circulation status to <b>Bindery</b>, <b>In-repair</b>, <b>Unavailable, Missing, </b>or <b>Withdrawn</b>. If an item is damaged and you want to put it aside for repairs, you can select <b>In-repair</b>.</p>
|
||||
</blockquote>
|
||||
<ol start="3">
|
||||
<li value="3">Click <b>Save</b>. The dialog box closes, and the item record is updated with your changes.</li>
|
||||
<li value="4">To change the barcode, follow these steps:</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can select only one item at a time to change the barcode.</p>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Select <b>Tools, Replace Barcode</b>, click <img alt="ReplaceBarcodeIcn.gif" style="margin-bottom: 0.000pt;width: 20;height: 20;" id="image9" src="ReplaceBarcodeIcn_20x20.gif" />, or press <b>CTRL+B</b>. The Replace Barcode dialog box opens.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="2">
|
||||
<li value="2">Type or scan the new barcode in the box. The new barcode cannot be blank.</li>
|
||||
<li value="3">Click <b>Save</b>. The dialog box closes, and the item record is updated with your change.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
</div>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_57442_Checking_In"></a>Check-In</h1>
|
||||
<p>You can check in items by various methods, depending on the situation. For example, you can do a normal check-in for a few items left at the desk, or a bulk check-in of all the items left in a book drop. You can also use the Check In workform to count the number of items that have been used in the library but not checked out.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>EContent records cannot be checked in from the staff client. EContent records are automatically checked in when they expire, or, if the vendor supports check-ins before expiration, the patron can check in from the PAC or from the vendor’s application. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../EContent Integration/EContentPAC/Managing_EContent_in_the_PAC.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Managing Integrated EContent in the PAC</span></a>.</MadCap:conditionalText></p>
|
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<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>
|
||||
</li>
|
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<li><a href="Doing_Bulk_Item_Check-Ins.htm#XREF_13278_Performing_Bulk">Doing Bulk Item Check-Ins</a>
|
||||
</li>
|
||||
<li><a href="Checking_In_Shelf-Ready_Items.htm#XREF_33764_Checking_In_New">Checking In Shelf-Ready Items</a>
|
||||
</li>
|
||||
<li><a href="Tracking_In-House_Item_Use.htm#XREF_43761_Tracking_In_House">Tracking In-House Item Use</a>
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<h1><a name="kanchor4557"></a>Check In Items With Missing Parts</h1>
|
||||
<p>You can use the Special Item Check-In dialog box to check in multi-part items, such as DVD or CD sets, that are returned with missing parts, whether the missing parts are discovered before or after the item is checked in. A staff member checking in multi-part items is likely to discover the missing parts while the item still has a status of Out. But, if the library uses automated materials handling (AMH) units, a staff member may discover that parts are missing after the item has been checked in by the AMH and has a status of In.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />The following permissions are necessary to check in items with missing parts:<br />Special item check-in:Access<br />Special item check-in:Select missing<br />Special item check-in:Select unavailable<br /></p>
|
||||
<p>To check in multi-part items that are returned to the library with a part or parts missing:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Check In workform, and select <span class="Input">Tools > Special Item Check-in</span>. The Special Item Check-in dialog box opens.</li>
|
||||
<li value="2">Scan the item’s barcode or search for the item with the missing part.</li>
|
||||
<li value="3">Select one of the following options:</li>
|
||||
</ol>
|
||||
<ul>
|
||||
<li><b>Missing part: block & notify</b> - Enter a note regarding the missing part in the <b>Special item check-in note</b> box. This note will appear on the notice sent to the patron and on the item record. The note is optional, but if it is left blank, the notice does not specify exactly what part is missing. When you select this option and click <b>OK</b>, the following occurs:</li>
|
||||
</ul>
|
||||
<blockquote>
|
||||
<p class="Bullet">The item's status is updated to <i>Claim Missing Parts</i> and it appears on the Claims view of the Patron Status workform. From this view, you can charge the patron for the missing part if the item is salvageable, or declare the item lost if it is not salvageable. See also: <a href="../PPclaims/Manage items with missing parts.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Manage Items with a Claim Missing Parts Status</span></a>.</p>
|
||||
<p class="Bullet">The item is blocked from being circulated.</p>
|
||||
<p class="Bullet">A notice is generated. If the item's status is still Out, the notice is sent to the current borrower. If the item's status is In, the notice is sent to the last borrower. (If the last borrower is not available for an In item, a message appears and the item is not added to the dialog box).</p>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Items with system blocks for missing parts can be checked in at any branch, and the block will be removed even if the item goes In-transit, Held, or Transferred before it is updated to an In status. </p>
|
||||
<ul>
|
||||
<li><b>Mark item Unavailable</b> - When you select this option and click <b>OK</b>, the item is updated to a status of Unavailable, which prevents it from being circulated.</li>
|
||||
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<h1><a name="kanchor2327"></a>Check In a Held Item with a Changed Pickup Location</h1>
|
||||
<p>If the pickup branch was changed for a held item either by a staff member or a patron (if your library allows patrons to change the pickup location), you can open the Hold Request from the Held items to transfer list at the bottom of the Request Manager workform, and check it in. </p>
|
||||
<p>To check in a held item with a changed pickup location:</p>
|
||||
<ol>
|
||||
<li value="1">Check in the item.</li>
|
||||
</ol>
|
||||
<p class="indent2">If the item is held and the pickup location was changed, the Transfer Hold message displays the new pickup location. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Click <b>Yes</b> on the Polaris -Transfer Hold dialog box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The hold request's status changes from <b>Held</b> to <b>Shipped</b>.</p>
|
||||
<p class="indent2">On the Holds view of the Patron Status workform, <b>Rerouting from <i>[original pickup location]</i> to<i> [changed pickup location]</i></b><i></i>is displayed in the <b>Pickup Branch</b> column.</p>
|
||||
<p class="indent2">The Notes view of the Hold Request workform displays <b>Request was shipped to the pickup branch</b> in the Action column in the Request History.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If a held item is checked in or out via a Self Check unit or Polaris Express Check, the item is rerouted to the new location.</p>
|
||||
<p>See also <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>.</p>
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<h1><a name="XREF_19843_Check_in_new_shelf"></a>Check in New Shelf-Ready Items</h1>
|
||||
<p><a name="kanchor4060"></a><a name="IX_receiving_shelf_ready_1"></a><a name="kanchor4061"></a><a name="IX_receiving_new_shelf_1"></a><a name="kanchor4062"></a><a name="IX_procedure_7"></a>To check in new items when a shipment of shelf-ready items arrives:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To do this procedure, you need the Acquisitions permissions <b>Access Acquisitions: Allow</b> and <b>Receive Shipment: Allow.</b></p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Acquisitions, EDI Services, Check In Shelf-Ready Materials</b> or click <img alt="receiveshipicon.gif" style="width: 32;height: 18;" src="receiveshipicon_32x18.gif" class="imginline" /> on the Polaris Shortcut Bar to display the Check-In Shelf-Ready Materials workform.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">If you will print hold or in-transit slips from this workform, select <b>Tools, Options</b> and set up receipt printing. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm">Setting Up Receipt Printing from Workforms</a></MadCap:conditionalText>.</li>
|
||||
</ol>
|
||||
<p class="indent2">You need to do this step only once for this workform. If receipt printing has already been set up, skip this step.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Scan or type the barcode of the first item in the <b>Item barcode</b> box and press <b>ENTER</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The system automatically finds the barcode of the matching on-order item record, and the item is listed in the top section of the workform. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the item’s barcode label is damaged, you can also click <b>Find </b>to search for the on-order item record, but the record must have a barcode to be checked in on this workform.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Continue to scan items in the shipment.</li>
|
||||
</ol>
|
||||
<p class="indent2">As the items are scanned and checked in, they are listed in the top section of the workform.</p>
|
||||
<p class="indent2">As the items are checked in, each item’s circulation status is updated appropriately (for example, to In, In Transit, or Held). If you have the appropriate permissions, you can change item information (collection, shelf location, material type, blocks, or non-public note) while it is displayed in the top part of the workform. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"> <a href="Change_item_information_at_Shelf-Ready_Materials_check-in.htm">Change item information at Shelf-Ready Materials check-in</a></MadCap:conditionalText>.</p>
|
||||
<p class="indent2">If items that fill hold requests or items that belong at another branch are checked in, and you have set receipt printing (see step 2), the appropriate holds slips or in-transit slips are printed. Depending on your library’s settings in Polaris Administration, you may also see messages alerting you that an item has holds, or that it should go to another branch. Click <b>OK</b> to acknowledge the message and continue scanning items.</p>
|
||||
<p class="indent2">If you receive error messages for no matching item records or other conditions, set the problem items aside and alert the technical services staff.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If you have entered barcodes in error, you can select the item or items in the list and click <b>Remove Selected Items</b>. The items are removed from the list. At this point the items have been checked in but not received. Technical Services staff can run the Acquisitions report Shelf Ready Items Not Received in Acquisitions to identify these items and resolve their status.<br />If you have scanned the same item twice, you can ignore the error. The item is checked in only once.<br /></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">After the barcodes for all the items in the shipment have been scanned or entered, click the <b>Accept Shipment</b> button. </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Try to scan all the barcodes for all the items in a single shipment before clicking <b>Accept Shipment</b>. This reduces the number of purchase order line item segments that are split into two segments—one for the copies received and one for the copies still on-order—and therefore makes further processing easier.</p>
|
||||
<p class="indent2">The scanned items appear in the bottom portion of the workform and the status of the linked purchase order line item segments is changed to Received. The <b>Note</b> column indicates how many copies were ordered and received.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You may notice that the ISBN/UPC number for an item differs in the top and bottom part of the workform. This is because the number in the top view comes from the linked bibliographic record, but the information in the bottom portion comes from the purchase order line item. The data in the purchase order line item reflects the material ordered from the vendor, so the ISBN or UPC number in this column should match what is on the physical item.</p>
|
||||
<p class="indent2">
|
||||
<img alt="receiveshipAccept.gif" style="width: 295.040pt;height: 225.199pt;margin-bottom: 0.000pt;" id="image16" src="receiveshipAccept.gif" /> </p>
|
||||
<p class="indent2">A log report is saved in the database when the shipment is received. Your library’s technical services staff reviews the report for problems. </p>
|
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|
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<h1><a name="XREF_33764_Checking_In_New"></a>Checking In Shelf-Ready Items</h1>
|
||||
<p><a name="kanchor1507"></a><a name="IX_receiving_shelf_ready"></a><a name="kanchor1508"></a><a name="IX_receiving_new_shelf"></a><a name="kanchor1509"></a><a name="IX_overview_30"></a><a name="kanchor1510"></a><a name="IX_receiving"></a><a name="kanchor1511"></a><a name="IX_shelf_ready_items"></a>If your library sends enriched EDI orders using Polaris Acquisitions and receives shipments of shelf-ready barcoded materials, you can scan the items when they are received at the loading dock to check them in so they can be circulated, and update the linked purchase orders at the same time. Your library system may check in and receive new items by this method at a central location, or each branch may process its own new shelf-ready items.</p>
|
||||
<p>To check in a shelf-ready item by this method, the matching on-order item record must have a barcode, and it must be linked to a purchase order line item segment. On-order items are created when the purchase order is released and are updated with embedded holdings data when full bibliographic records are imported using the Enriched EDI Orders import profile. </p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Check_in_new_shelf-ready_items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check in New Shelf-Ready Items</span></a>
|
||||
</li>
|
||||
<li><a href="Change_item_information_at_Shelf-Ready_Materials_check-in.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Change Item Information at Shelf-Ready Materials Check-In</span></a>
|
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</li>
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<li> <![CDATA[
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]]><MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><![CDATA[ ]]><a href="../../Acquisitions/PAorder/Importing_and_Ordering_Processes.htm#TOC_Enriched_EDI_Orders_and" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Enriched EDI Orders and Shelf-Ready Items</span></a></MadCap:conditionalText></li>
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<h1><a name="XREF_61518_Do_a_basic_check"></a>Do a normal check-in from the Check In workform</h1>
|
||||
<p><a name="kanchor5790"></a><a name="IX_normal_mode_procedure"></a>You typically use this method when a patron returns items to the circulation desk. (For information on messages or dialog boxes that may appear during check-in, see <a href="Doing_Normal_Item_Check-Ins.htm#XREF_75949_Check_In_Messages">Check-In Messages and Blocks</a>.)</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>For the first time after installation only, you need to set up Polaris to print receipts and slips from the current workform. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<p>To check in items from the Check In workform - Normal view: </p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Check In</b> on the Polaris Shortcut Bar, click <img alt="CheckInBut.gif" style="width: 33;height: 18;" id="image0" src="CheckInBut_33x18.gif" class="imginline" />, or press <b>F2</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If your library includes a title column in the list of items checked in, and a checked-in item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<p class="indent2">The Check In workform - Normal view opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Set the number of <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">free days<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation.</span></a> in the <b>Free days</b> box or click <b>Pick a date</b> and select a date from the calendar, if you want to use a value different from that shown. See <a href="Doing_Normal_Item_Check-Ins.htm#XREF_31552_Free_Days_at_Check">Free Days at Check-In</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">When you select a date from the calendar, the system automatically calculates the number of free days. The date box shows the effective date of the check in with free days applied.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you are checking in a number of items, some with barcodes and some with RFID tags, group the items so that you check in all of one type, then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3"><a name="kanchor5791"></a><a name="IX_checking_in_tagged_items"></a>Enter item information using one of the following methods:</li>
|
||||
</ol>
|
||||
<ul type="disc">
|
||||
<li>Scan the item barcode in<span style="font-size: 12.0pt;"> </span>the<span style="font-size: 12.0pt;"> </span><b>Item barcode</b><span style="font-size: 12.0pt;"> </span>box, or type the barcode and press <b>ENTER</b>. If you use RFID tags as well as barcodes, this method does not set the security bit for RFID items.</li>
|
||||
<li>Select <b>Tools, RFID Check In</b> (or press <b>F9), </b>and place up to 10 items on the antenna tray. This method sets the security bit for each item.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You must select <b>Tools, RFID Check In</b> or press<span style="font-size: 11.0pt;"> </span><b>F9</b><span style="font-size: 11.0pt;"> </span>for each batch of items you place on the RFID antenna tray. </p>
|
||||
<ul>
|
||||
<li>To find an item without a working barcode, click the <b>Find</b> button next to the <b>Item barcode</b> box to display the Polaris Find Tool and search for the item record.</li>
|
||||
</ul>
|
||||
<p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Loading a file of barcodes</span> - Select <b>Tools, Load barcode file</b>, or press <b>CTRL+ALT+I</b>. An explorer window opens, where you can browse to and select the file of barcodes.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If your library has Polaris SimplyReports, you can use the following method to create the text file containing the barcodes:<br />1. Use the Find Tool to find the item records and apply the appropriate circulation status and branch limits.<br />2. Right-click on the search results and select Add to record set.<br />3. In Polaris SimplyReports, create an item list report with:<br />--- Barcodes selected as the single report output column<br />--- Text and Tab-delimited selected as the report output format<br />----The record set you created selected in the Item Record Set filter<br />4. Download the text file from SimplyReports.</p>
|
||||
<p class="indent2">The item barcode, due date, status, and comments appear in the list of items checked in. Through settings in Polaris Administration, your library may also choose to display the item’s title, material type, shelf location, call number, assigned branch, and/or the borrower’s name. </p>
|
||||
<ol start="4">
|
||||
<li value="4">Repeat the previous step until you have checked in all the items.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor5792"></a><a name="IX_previous_borrower_link"></a><b>Note:<br /></b>Your library may allow you to view the item’s last or current borrower. Right-click the item, and select <b>Links, Last borrower</b> or <b>Current borrower</b> from the context menu.</p>
|
||||
<p class="indent2">The status bar displays the total number of items checked in.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5"><a name="kanchor5793"></a><a name="IX_printing"></a><a name="kanchor5794"></a><a name="IX_check_in_1"></a>If you want to print a check-in receipt, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select the items that should appear on the receipt.</li><li value="2">Select <b>File > Print, Check in Receipt</b>.</li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">If items are selected from multiple patrons, the items are grouped by patrons, and three blank lines are added at the end of each group. If auto-cut receipt printing is enabled, the receipt is cut at the end of each patron’s group of items. (Items with no patron information, for example those that went from In to In at check in, are also grouped together and separated from patron items.) The information that appears on the receipt is set in Polaris Administration.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The requesting patron’s name is not printed on the receipt when an item becomes held at check in.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor5795"></a><a name="IX_from_the_Patron_Status_2"></a><span class="FM_BulletHead">Check-in from the Patron Status workform</span> - You can check in an item from the Items Out view of the Patron Status workform. Right-click the item, and select <b>Check In</b> from the context menu.</li>
|
||||
<li><a name="kanchor5796"></a><a name="IX_from_the_Item_Record"></a><span class="FM_BulletHead">Check-in from the Item Record workform</span> - Select <b>Tools > Check In</b>, click <b><img alt="CheckInBut00025.gif" style="margin-bottom: -9.375pt;width: 34;height: 34;" id="image2" src="CheckInBut00025_34x34.gif" /></b>, or press <b>CTRL+I.</b></li>
|
||||
<li><span class="FM_BulletHead">Modifying a checked-in item</span> - See <a href="Change_item_information_or_barcode_at_check-in.htm#XREF_27785_Change_an_item_s">Change item information or barcode at check-in</a>.</li>
|
||||
<li><a name="kanchor5797"></a><a name="IX_transaction_data_on_item"></a><span class="FM_BulletHead">Viewing check-in data for an item</span> - The Item Record property sheet displays check-in data, including the transaction time, workstation, and logged-in user. Right-click the item in a list view (such as the Find Tool results list), and select <b>Properties</b> from the context menu. Or, on the Item Record workform, select <img alt="PropBtn.gif" style="margin-bottom: -16.750pt;width: 39;height: 39;" id="image3" src="PropBtn_39x39.gif" /> on the toolbar.</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><a name="XREF_13278_Performing_Bulk"></a>Doing Bulk Item Check-Ins</h1>
|
||||
<p><a name="kanchor3851"></a><a name="IX_overview_29"></a><a name="kanchor3852"></a><a name="IX_bulk_mode_overview"></a>Use the bulk check-in process when you want to do a fast check-in of many items, such as those left in the book drop. Items are processed more quickly because most blocks and dialog boxes do not appear. For example, overdue fines are charged automatically to patron accounts. However, your library can set Polaris to generate alert messages for hold requests, held items, and ILL items during bulk check-in. You may also see an alert message if an item does not belong to your branch. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Offline check-in is also a bulk check-in process. Patron accounts are automatically charged for overdue fines. </p>
|
||||
<p><a name="kanchor3853"></a><a name="IX_bulk_mode_procedure"></a><a name="kanchor3854"></a><a name="IX_procedure_6"></a>To check in items in bulk mode:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Check In</b> from the Polaris Shortcut Bar to display the Check In workform.</li>
|
||||
<li value="2">Click <img alt="CheckInBulkBtn.gif" style="width: 29;height: 18;" id="image11" src="CheckInBulkBtn_29x18.gif" class="imginline" />, or select <b>View, Bulk Mode</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor3855"></a><a name="IX_setting_default_view"></a><b>Tip:<br /></b>You can make the Check In workform open to this view by default. Select<b> View, Save Current View as User Default</b>.</p>
|
||||
<p class="indent2">The Check In workform - Bulk view appears.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If your library includes a title column in the list of items checked in, and a checked-in item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.<b></b></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Set the number of <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">free days<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation.</span></a> in the <b>Free days</b> box or click <b>Pick a date</b> and select a date from the calendar, if you want to use a value different from that shown. See <a href="Doing_Normal_Item_Check-Ins.htm#XREF_31552_Free_Days_at_Check">Free Days at Check-In</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">When you select a date from the calendar, the system automatically calculates the number of free days. The date box shows the effective date of the check in with free days applied.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you are checking in a number of items, some with barcodes and some with RFID tags, group the items so that you check in all of one type, then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4"><a name="kanchor3856"></a><a name="IX_checking_in_tagged_items_1"></a>Enter item information using one of the following methods:</li>
|
||||
</ol>
|
||||
<ul type="disc">
|
||||
<li>Scan the item barcode in<span style="font-size: 12.0pt;"> </span>the<span style="font-size: 12.0pt;"> </span><b>Item barcode</b><span style="font-size: 12.0pt;"> </span>box, or type the barcode and press <b>ENTER</b>. If you use RFID tags as well as barcodes, this method does not set the security bit for RFID items.</li>
|
||||
<li>Select <b>Tools, RFID Check In</b> (or press <b>F9</b>),<b> </b>and place up to 10 items on the antenna tray. This method sets the security bit for each item. You must select <b>Tools, RFID Check In</b> or press <b>F9</b> for each batch of items you place on the RFID antenna tray. </li>
|
||||
<li>To find an item without a working barcode, click the <b>Find</b> button next to the <b>Item barcode</b> box to display the Polaris Find Tool and search for the item record.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><a name="kanchor3857"></a><a name="IX_item_status_In_Transit_In"></a><b>Note:<br /></b>A Polaris Administration setting (Patron Services parameters - <b>Check-in: Prompt for in-transit in bulk mode</b>) controls whether a prompt appears when you check in an item that belongs to another branch. If the parameter setting is <b>No</b>, no prompt appears and the item’s status automatically changes to In-transit to the other branch. (If you set Polaris for in-transit slip printing at the Check In workform, then an in-transit slip prints. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.) If the parameter setting is <b>Yes</b>, you can choose to change the item’s status to In-transit or In. However, if you choose to change the item’s status to In and keep the item at your branch, the item’s assigned branch is <span class="FM_Emphasis">not</span> changed to your branch.</p>
|
||||
<p class="indent2">The item barcode, due date, status, comments, and fine charged to the borrowing patron, if applicable, appear in the list of items checked in. Your library may also choose to display the item’s title, material type, and/or the borrower’s name. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Repeat the previous step until you have checked in all the items.</li>
|
||||
<li value="6">If you want to print a check-in receipt, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select the items that should appear on the receipt.</li><li value="2">Select <b>File > Print > Check in Receipt</b>.</li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">If items are selected from multiple patrons, the items are grouped by patrons, and three blank lines are added at the end of each group. If auto-cut receipt printing is enabled, the receipt is cut at the end of each patron’s group of items. The information that appears on the receipt is set in Polaris Administration. This option is not available for offline check-in.</p>
|
||||
<h4><a name="XREF_89951_Related_Topics"></a>Related Information</h4>
|
||||
<p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Resolving fines</span> - To work with a patron’s fines, you must use the Patron Status workform - Account view. See <a href="../PPuseacct/Viewing_Patron_Financial_Accounts.htm#XREF_25997_Performing_a">Viewing Patron Financial Accounts</a>.</li>
|
||||
</ul>
|
||||
</p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Item satisfies a hold</span> - During bulk check-in you may see the following message: <span class="FM_BulletHead">This item satisfies a hold...Do you want to hold the item?</span> - A Polaris Administration setting controls whether this message displays, or whether holds are <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> automatically. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Alerts_and_blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define staff client and PAC alerts and blocks</span></a>.</MadCap:conditionalText> You can fill or override the request. If you override it, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden. If you fill the hold, and you have set up printing for hold slips from this workform, the slip is automatically printed. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</li>
|
||||
<li><span class="FM_BulletHead">Resolve lost/billed item dialog box</span> - This dialog box appears when an item has been declared lost, but the item is found at circulation. See <a href="../PPlost/Managing_Lost_Items.htm#XREF_14110_Managing_Lost_Items">Managing Lost Items</a>.</li>
|
||||
</ul>
|
||||
<p>
|
||||
<ul>
|
||||
<li><span class="FM_BulletHead">Modifying items at check-in</span> - See <a href="Change_item_information_or_barcode_at_check-in.htm#XREF_27785_Change_an_item_s">Change item information or barcode at check-in</a>.</li>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPckin/Doing_Normal_Item_Check-Ins.htm">Open topic with navigation</a>
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<h1><a name="XREF_20651_Checking_Items_In"></a>Doing Normal Item Check-Ins</h1>
|
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<p><a name="kanchor3229"></a><a name="IX_normal_mode_overview"></a>When a patron returns an item to the front desk, you typically <a href="Do_a_normal_check-in_from_the_Check_In_workform.htm">check in the item in normal mode</a>, using the Check In workform - Normal view. As you are checking in items, you can do the following if you have the required permissions:</p>
|
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<ul>
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<li><a href="Resolve_a_fine_at_check-in.htm">Resolve a fine at check-in</a>
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<li><a href="Change_item_information_or_barcode_at_check-in.htm">Change item information or barcode at check-in</a>
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<li><a href="Check-in items with missing parts.htm">Check in items with missing parts</a>
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|
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<li><a href="Check_in_a_held_item_with_changed_pickup_location.htm">Check in a held item with a changed pickup location
|
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<p> In certain situations, such as when an item does not have a barcode label, you do not have the item in front of you, or the item record was created with a status other than In, you can check it in from the Item Record workform. If you are working with a patron record, you can also check in an item from the Patron Status workform - Items Out view. Whether you check in an item in normal mode, from the item record, or from the Patron Status workform, alerts may appear during processing. For example, an item may have a block on it, or an item may be overdue. When alerts appear, you must decide how the item should be processed. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you want to do a quick check-in of many items, such as a load of materials from the book drop, do a bulk check-in. This process eliminates most alerts. See <a href="Doing_Bulk_Item_Check-Ins.htm#XREF_13278_Performing_Bulk">Doing Bulk Item Check-Ins</a>. If you are working with Polaris offline, you can <span class="FM_Emphasis">only</span> do a bulk check-in.</p>
|
||||
<h2><a name="TOC_Shelving_Status"></a>Shelving Status</h2>
|
||||
<p><a name="kanchor3230"></a><a name="IX_at_check_in"></a>If there are no special circumstances, the item’s circulation status changes immediately to In when you check it in, although it may not be returned to the shelf for several hours. This can be confusing for a patron who finds the item in PAC, notes that it is In, but cannot find it because it is still on the book truck. Your library can set a period during which the checked-in item’s In status is displayed as Shelving, or another description. For that period, the shelving status description is displayed for the item in the PAC, Find Tool search results, the PAC preview in the bibliographic record, and the list of linked items available from the bibliographic record or any linked item record. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPitems/Setting_Shelving_Status.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Shelving Status</span></a>.</MadCap:conditionalText> You can limit Find Tool item searches by shelving status.</p>
|
||||
<h2><a name="TOC_Free_Days_at_Check_In"></a><a name="XREF_31552_Free_Days_at_Check"></a>Free Days at Check-In</h2>
|
||||
<p><a name="kanchor3231"></a><a name="IX_setting_free_days"></a><a name="kanchor3232"></a><a name="IX_at_check_in_1"></a>When an overdue item is checked in, <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">free days<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>A value applied at normal and bulk check-in, renewal, and offline that allows you to omit a specified number of days from the overdue fine calculation.</span></a> are days omitted from the overdue fine calculation so that patrons are not charged for overdues when the library is closed. You can set special free days for normal and bulk check-in. For example, if the library was unexpectedly closed for a day due to a storm, you might permit one or two free days. The default values for normal and bulk free days are set in Polaris Administration. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPfines/Calculating_Overdue_Fines.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Calculating Overdue Fines</span></a>.</MadCap:conditionalText> When you set a different number of free days for check-in, it applies <span class="FM_Emphasis">only</span> to your current check-in session. To set free days, you must have the Circulation permission <b>Modify free days: Allow</b>. </p>
|
||||
<h2><a name="TOC_Floating_Collections_and"></a><a name="XREF_18220_Floating"></a>Floating Collections and Check-In</h2>
|
||||
<p><a name="kanchor3233"></a><a name="IX_at_check_in_2"></a>Your library system or certain branches within the system may use floating collections, where certain items remain at the branch where they were last checked in. If an item is called to another branch, for example to fill a hold request, the item will stay at that branch when it is returned. The items move among branches as they are used, not according to a rotation schedule. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPfloating/Setting_Up_Floating_Collections.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up Floating Collections</span></a>.</MadCap:conditionalText></p>
|
||||
<p>Floating collection processing takes place at check-in. The process happens automatically; if the item is not over limits set in Polaris administration, no message is displayed to the staff member when the item floats to its new assigned branch, the check-in branch. The item takes on the circulation parameters of its new assigned branch and remains there until it is checked in at (“floats” to) another branch.</p>
|
||||
<h2 style="mc-hyphenate: never;page-break-before: always;"><a name="TOC_Check_In_Messages_and"></a><a name="XREF_75949_Check_In_Messages"></a>Check-In Dialog Boxes, Messages, and Blocks</h2>
|
||||
<p><a name="kanchor3234"></a><a name="IX_messages_and_dialog_boxes_1"></a>The following dialog boxes, messages, and blocks may appear during check-in.</p>
|
||||
<h3 style="font-size: 12pt;">Fine dialog box</h3>
|
||||
<p>The Fine dialog box may appear during check-in if there is a fine on the item. See <a href="Resolve_a_fine_at_check-in.htm#XREF_77492_Resolve_a_fine_at">Resolve a fine at check-in</a>.</p>
|
||||
<p>In Polaris Administration, the Patron Services parameter <b>Check in: auto-charge fine from item work form and find tool context menu</b> controls whether overdue fines are automatically charged to the patron account when overdue items are checked in from the Item workform, the Find Tool context menu, or the Patron Status workform - Items Out view. If the parameter is set to <b>Yes</b>, the Fine dialog box does not appear. </p>
|
||||
<h3 style="font-size: 12pt;">Item Blocks dialog box</h3>
|
||||
<p>The Item Blocks dialog box appears during check-in if there are blocks on an item. See <a href="../PPblocks/Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>.</p>
|
||||
<h3 style="font-size: 12pt;">Holds Messages</h3>
|
||||
<p><a name="kanchor3235"></a><a name="IX_messages"></a>The following messages related to holds may appear during check-in. 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>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor3236"></a><a name="IX_reprinting"></a><span class="FM_BulletHead">This item satisfies a hold...Do you want to hold the item?</span> - You can designate the item to fill the request, or override the request. See <a href="../PPholds/Filling_Holds_at_Circulation.htm#XREF_16052_Satisfying_Hold">Filling Holds at Circulation</a>. If you fill the hold, and you have set up printing for hold slips from this workform, the slip is automatically printed.<span class="FM_BulletHead"> </span>See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.<span class="FM_BulletHead"> </span>You can reprint a hold slip for a held item by checking in the held item a second time, keeping the Held status for the item. </li>
|
||||
<li><span class="FM_BulletHead">Transfer this item to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead"> for hold?</span> - The item fills a hold request for a patron at another library. You can override the hold, or transfer the item. See <a href="../PPholds/Filling_Holds_at_Circulation.htm#XREF_16052_Satisfying_Hold">Filling Holds at Circulation</a>. If you transfer the item, and you have set up printing for in-transit slips from this workform, the slip is automatically printed. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</li>
|
||||
</ul>
|
||||
<h3 style="font-size: 12pt;">Resolve Lost/Billed Item Dialog Box</h3>
|
||||
<p>Your library may set this dialog box to appear when an item has been declared lost, but the item is found at circulation. See <a href="../PPlost/Resolve_a_lost-and-unpaid_item_at_circulation.htm#XREF_52854_Resolve_a_lost">Resolve a lost-and-unpaid item at circulation</a> and <a href="../PPlost/Resolve_a_lost-and-paid_item_at_circulation.htm#XREF_43460_Resolve_a_lost_and">Resolve a lost-and-paid item at circulation</a>.</p>
|
||||
<h3 style="font-size: 12pt;">Circulation Messages</h3>
|
||||
<p>You may see the following messages related to item circulation:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Item does not belong to this branch</span> - Your library may set this message to appear when an item does not belong to your branch. If you choose to put the item in-transit to the item’s assigned branch, and you have set up printing for in-transit slips from this workform, the slip is automatically printed. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>. If you choose to change the item’s status to In and keep the item at your branch, the item’s assigned branch does not change to your branch.</li>
|
||||
<li><span class="FM_BulletHead">Item is over your suggested limit </span>- If your system uses floating collections with material type limits, this message may appear when you check in a floating item from another branch that exceeds your branch’s limits for floating items of this material type associated with the same bibliographic record. You can continue to check in the item and override the limit, if that is your branch’s policy. Alternatively, you choose to put the item in-transit to its home branch, or you can cancel the check-in.</li>
|
||||
<li><b style="font-size: 11pt;">Collection floating limit reached</b> - If your system uses floating collections with load-balanced collection limits, this message may appear when you check in a floating item from another branch that exceeds your branch’s limits for floating items based on load-balanced collections. You can select <b>Yes</b> to continue to check in the item and override the limit, if that is your branch’s policy. Alternatively, you select <b>No</b> to put the item in-transit, or you can cancel the check-in. If you choose to put the item in-transit, it floats to the branch with lowest ratio of the number of items to collection limit.</li>
|
||||
<li><span class="FM_BulletHead">Item was withdrawn message</span> - Displayed when the item has been withdrawn from circulation. You can continue to check in the item, or you can cancel the check-in.</li>
|
||||
<li><span class="FM_BulletHead">Course reserve messages</span> - If your library uses Polaris course reserves, and an item is on reserve for a course, a message informs you that the item is on reserve. You may also see a message if the reserve item is intended for use in the library only. Click <b>OK</b> and put the items in the appropriate areas for reserve items. See <a href="../PPcourseres/Managing_Course_Reserves.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Managing Course Reserves</span></a>.</li>
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<h1><a name="XREF_77492_Resolve_a_fine_at"></a>Resolve a Fine at Check-In</h1>
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<p><a name="kanchor4568"></a><a name="IX_resolving_at_check_in"></a><a name="kanchor4569"></a><a name="IX_resolving_fines_at_check"></a><a name="kanchor4570"></a><a name="IX_resolving_fines_1"></a><a name="kanchor4571"></a><a name="IX_paying_at_check_in"></a>Fines for overdues, if any, are calculated automatically. When you attempt to check in an overdue item, a Fine dialog box indicates that a fine is being charged. The fine amount in the dialog box shows an amount related to the item you are checking in. The dialog box also warns you if the patron owes additional money not related to this item. </p>
|
||||
<p>To pay, waive, or charge a fine to a patron’s account when you check in an overdue item:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>In Polaris Administration, the Patron Services parameter <b>Check in: auto-charge fine from item work form and find tool context menu</b> controls whether overdue fines are automatically charged to the patron account when overdue items are checked in from the Item workform, the Find Tool context menu, or the Patron Status workform - Items Out view. If the parameter is set to <b>Yes</b>, the Fine dialog box does not appear. </p>
|
||||
<ol>
|
||||
<li value="1">(Optional) Change the amount of the fine, if necessary, by typing a new amount in the <b>Fine</b> box (maximum $2,000,000.00).
|
||||
<p class="NoteShade"><b>Note:<br /></b>To change the fine amount, you must have the Circulation permission <b>Modify fine amount: Allow</b>. </p></li>
|
||||
<li value="2">Choose one of the following options:
|
||||
<ul type="disc"><li>To check in the item and confirm that the patron owes money, but you will process the fine later, click <b>Continue</b>.</li></ul><p class="indent2">The fine appears in the <b>Pending patron account transactions</b> list. Each entry in this list displays the total amount of all fines for that patron. (If one patron has returned several overdue items, it does <span class="FM_Emphasis">not</span> list each individual fine.) Before you can close the Check In workform, you must resolve each patron’s fine by paying, waiving, or charging the patron’s account (see step 4).</p><ul type="disc"><li>To check in the item and waive the fine, click <b>Waive</b>.</li></ul><p class="indent2">A record of the waiver appears in the Transaction Summary box for the patron account (see <a href="../PPuseacct/Display_transaction_history.htm#XREF_89106_Display_a">Display a transaction’s history </a>). If you set Polaris for fine receipt printing at the Check In workform, a fine receipt prints (see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>).</p><p class="NoteShade"><b>Note:<br /></b>Your library may suppress fine receipts for waive transactions. </p><ul type="disc"><li>To check in the item and charge the fine to the patron’s account, click <b>Charge Account</b>.</li></ul><p class="indent2">The charge is listed on the Patron Status workform - Account view, where you can pay or waive the charge later. See <a href="../PPuseacct/Processing_Charges_and_Payments.htm#XREF_54418_Charges_and">Processing Charges and Payments</a>. </p><p class="NoteShade"><b>Tip:<br /></b>To resolve all charges on the patron account, both old and new, click <b>Manage All Fines</b>. See step 7.</p></li>
|
||||
<li value="3">If you clicked <b>Continue</b>, and you are ready to process the fine, select the patron line item in the <b>Pending patron account transactions</b> list.</li>
|
||||
<li value="4">If you want to <span class="FM_Emphasis">charge</span> the selected line item to the patron’s account, click <b>Charge New</b> on the right side of the <b>Pending patron account transactions</b> list. The line item no longer appears in the list. The charge appears on the Patron Status workform - Account view, where you can resolve the charge later. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>. </li>
|
||||
<li value="5">If you want to <span class="FM_Emphasis">pay</span> the selected line item, follow these steps:
|
||||
|
||||
<ol style="list-style-type: lower-alpha;"><li value="1">Click <b>Pay New </b>on the right side of the <b>Pending patron account transactions</b> list.
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library uses Active Payment Manager (Class Point of Sale) to manage payments, the Class Point of Sale window opens. Follow your library’s procedures to process the payment.</p><p>The Pay dialog box appears.</p></li><li value="2">Type the amount to pay in the <b>Amount</b> box (maximum $2,000,000.00), if you are paying an amount other than the exact amount of the line item:
|
||||
|
||||
<ul type="disc"><li><span class="FM_BulletHead">Partial payment</span> (less than the line item amount) - If the line item represents a single charge, the payment will be recorded as a partial payment on the charge, and the Account Transaction list in the patron’s record will show a balance for the charge. If you are making a partial payment on multiple charges, the payment amount is applied to the oldest charges first. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li><li><span class="FM_BulletHead">Overpayment</span> (more than the line item amount) - If your library allows overpayments to be recorded as account credits, a dialog box appears that alerts you to the overpayment and provides the choice of crediting the account or not. Click <b>Yes</b> to credit the patron’s account. Click <b>No</b> to pay the charge without recording a credit. If your library does not allow overpayments to be recorded as credits, a message indicates how much change you should give the patron. Click <b>OK</b> on the message box.</li></ul></li><li value="3">Select a payment method in the <b>Method</b> box, and click <b>OK</b>.
|
||||
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library accepts credit card payments, and the patron wants to pay with a credit card, select <b>Credit card</b> in the method box. For more information about taking credit card payments, see <a href="../PPuseacct/Take_credit_card_payments_for_fines_and_fees_-_PayPal_Payflow.htm#XREF_47024_Take_credit_card">Take credit card payments for fines and fees - PayPal Payflow Pro</a> or <a href="../PPuseacct/Take_payments_for_fines_and_fees_-_Comprise_SmartPAY.htm#XREF_82879_Take_credit_card">Take payments for fines and fees - Comprise SmartPAY</a>.</p><p>The line item no longer appears in the list. However, a record of the charge and payment appears in the Transaction Summary dialog box for the patron account. If any charges were only partially paid, or if an overpayment was credited, the transactions appear in the Account Transaction list for the patron account. See <a href="../PPuseacct/Viewing_Patron_Financial_Accounts.htm#XREF_25997_Performing_a">Viewing Patron Financial Accounts</a> and <a href="../PPuseacct/Processing_Charges_and_Payments.htm#XREF_54418_Charges_and">Processing Charges and Payments</a>.</p><p>If you set Polaris for fine receipt printing at the Check In workform, a fine receipt prints. You can also opt to print the fine receipt only for patrons who do not receive eReceipts. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p></li></ol></li>
|
||||
<li value="6">If you want to <b>waive</b> the selected line item, follow these steps:
|
||||
|
||||
<ol style="list-style-type: lower-alpha;"><li value="1">Click <b>Waive New</b> on the right side of the <b>Pending patron account transactions</b> list. The Waive dialog box appears.</li><li value="2">Type the amount to waive in the <b>Amount</b> box (maximum $2,000,000.00), if you are waiving an amount other than the exact amount of the line item:
|
||||
|
||||
|
||||
<ul type="disc"><li><span class="FM_BulletHead">Partial waive</span> (less than the line item amount) - For a partial waive on a single charge, the transaction will be recorded as a partial waive on the charge, and the Account Transaction list in the patron account will show a balance for the charge. If you are making a partial waive on multiple or all charges, the waived amount will be applied to the oldest charges first. See <a href="../PPuseacct/Waive_charges_from_the_Account_view.htm#XREF_58640_Waive_charges_from">Waive charges from the Account view</a>.</li><li><span class="FM_BulletHead">Distributed waive</span> - If you want to apply the same waived amount to <span class="FM_Emphasis">each</span> of multiple charges, select the <b>Distributed Waive</b> checkbox, and type an amount to waive. If your library does not allow distributed waives, this option is not available for selection.</li></ul><blockquote><p class="NoteShade"><b>Note:<br /></b>If the distributed waive amount is identical to a charge, the charge is cleared. Charges less than the distributed waive amount are not affected.</p></blockquote><p class="indent4">The line item no longer appears in the list. However, a record of the waiver appears in the Transaction Summary dialog box for the patron account.</p></li><li value="3">Click <b>OK</b> on the dialog box.
|
||||
|
||||
<p>If you set Polaris for fine receipt printing at the Check In workform, a fine receipt prints. You can also opt to print the fine receipt only for patrons who do not receive eReceipts. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p><p class="NoteShade"><b>Note:<br /></b>Your library may suppress fine receipts for waive transactions. </p></li></ol></li>
|
||||
<li value="7">To resolve other charges on this patron’s record, click <b>Manage All Fines</b> on the right side of the <b>Pending patron account transactions</b> list. The Patron Status workform - Account view opens. For information about working with patron accounts, see <a href="../PPuseacct/Patron_Status_and_Accounting.htm#XREF_59746_Using_Patron">Patron Status and Accounting</a>.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Fine calculation</span> - Polaris Administration settings control how fines are calculated. </li>
|
||||
<li><span class="FM_BulletHead">Fine receipt information</span> - The information printed on fine receipts is determined by Polaris Administration settings. With the appropriate permission, you can also modify the message printed on check-out and fine receipts. See <a href="../PPworkstn/Set_receipt_printer_message_text.htm#XREF_17920_Set_receipt">Set receipt printer message text</a>.</li>
|
||||
<li><span class="FM_BulletHead">Working with patron accounts</span> - See <a href="../PPuseacct/Patron_Status_and_Accounting.htm#XREF_59746_Using_Patron">Patron Status and Accounting</a>.</li>
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<h1><a name="XREF_43761_Tracking_In_House"></a>Tracking In-House Item Use</h1>
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||||
<p><a name="kanchor734"></a><a name="IX_overview_31"></a><a name="kanchor735"></a><a name="IX_in_house_overview"></a>If your library tracks statistics for materials that do not circulate, but are used by patrons in the library, you check the items in after use with an in-house check-in process. (The Year-to-date and Lifetime statistics for in-house usage are updated in each item record, but the circulation statistics are not updated.)</p>
|
||||
<p><a name="kanchor736"></a><a name="IX_procedure_8"></a><a name="kanchor737"></a><a name="IX_in_house_procedure"></a>To check in items that were used in-house:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Check In</b> from the Polaris Shortcut Bar to display the Check In workform.</li>
|
||||
<li value="2">Click <img alt="CheckInInHBtn.gif" style="width: 32;height: 18;" src="CheckInInHBtn_32x18.gif" class="imginline" />, or select <b>View, InHouse Mode</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Check In workform - InHouse view appears.</p>
|
||||
<p class="NoteShade"><b><b>Tip:<br></br></b></b>If you are working with a number of items, some with barcodes and some with RFID tags, group the items so that you process all of one type, then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3"><a name="kanchor738"></a><a name="IX_checking_in_in_house"></a>Enter item information using one of the following methods:<ul type="disc"><li>Scan the item barcode in<span style="font-size: 12.0pt;"> </span>the<span style="font-size: 12.0pt;"> </span><b>Item barcode</b><span style="font-size: 12.0pt;"> </span>box, or type the barcode and press <b>ENTER</b>.</li><li>Select <b>Tools, RFID Check In</b> (or press <b>F9</b>)<b>, </b>and place up to 10 items on the antenna tray. In check-in InHouse mode, security bits are not affected.</li></ul></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br></br></b>You must select <b>Tools, RFID Check In</b> or press<span style="font-size: 11.0pt;"> </span><b>F9</b><span style="font-size: 11.0pt;"> </span>for each batch of items you place on the RFID antenna tray. </p>
|
||||
<p class="indent2">Information about the checked-in item appears in the Items Checked In list.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Repeat the previous step until you have checked in all the items.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor739"></a><a name="IX_viewing_in_house_item_use"></a><a name="kanchor740"></a><a name="IX_viewing_for_an_item"></a><span class="FM_BulletHead">Viewing item statistics</span> - To view year-to-date and lifetime in-house usage statistics for an item, open the Item Record workform - Statistics view. The Item Record workform - History view also shows when the item was scanned at in-house check-in.</li>
|
||||
<li><span class="FM_BulletHead">Reporting in-house use statistics</span> - Run the In-House Use report to see year-to-date and lifetime in-house use statistics for all items, organized by material type. Search <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Polaris_Basics/PIreports/Using_Polaris_Standard_Reports.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Using Polaris Standard Reports</span></a>.</MadCap:conditionalText></li>
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<h1><a name="XREF_70528_Assign_a_special"></a>Assign a Special Loan Period</h1>
|
||||
<p><a name="kanchor4345"></a><a name="IX_assigning"></a><a name="kanchor4346"></a><a name="IX_special_loan_periods"></a>The usual loan period for an item type is specified through Polaris Administration. However, sometimes you need to change an item’s loan period at check-out or renewal. Perhaps a patron is going on vacation, or you want to override an end-of-term due date. At check-out or renewal, you can create a special loan period for items assigned to your branch if you have the appropriate permission (<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> <a href="../../Patron_Services_Admin/PDPreceipts/Setting_Up_eReceipts.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up eReceipts</span></a></MadCap:conditionalText>). </p>
|
||||
<p>To change the standard loan period before the items are checked out or renewed:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may allow you to reset due dates <span class="FM_Emphasis">after</span> items have been checked out. See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of">Reset due dates of checked-out items</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Display the Check Out workform and input the patron’s barcode. See <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>.</li>
|
||||
<li value="2">Click <b>Special</b> in the Loan Period area of the workform.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Special Loan dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Set the due date by one of these methods:<ul><li>To specify the exact date, select a date on the calendar. The loan period appears in the <b>Loan period</b> boxes to the right of the calendar.</li><li>To specify the loan period, type the number of minutes, hours, or days in the <b>Loan period</b> value box, and select the loan interval (minutes, hours, or days) in the <b>Loan period</b> interval box. These boxes are located to the right of the calendar. The due date is calculated and highlighted on the calendar. The system takes closed days and dates into account when calculating the due date.</li></ul></li>
|
||||
</ol>
|
||||
<ol start="4">
|
||||
<li value="4">Choose one of the following options to specify the application of the special loan period:</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>The special loan period must be set <span class="FM_Emphasis">before</span> you scan the affected items.</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To apply the loan period to the patron’s next item only, select <b>Apply to next item only</b>.</li>
|
||||
<li>To apply the loan period to all the items for this patron, select <b>Apply to all items for this patron</b>.</li>
|
||||
<li>To apply the loan period to all items being checked out during the current session, select <b>Apply to all checkouts</b>. If you select this option, the setting remains in effect until you click <b>Reset</b> on the Checkout workform or close the workform.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<ol start="5">
|
||||
<li value="5">Click <b>OK</b> on the dialog box. The Check Out workform appears, and the loan period or due date (depending on the selection method) appears in the <b>Loan Period</b> box. </li>
|
||||
<li value="6">Scan the item barcode in the Item barcode box, or type the barcode and press <b>ENTER</b>. The status bar indicates that the checkout was successful. The item information appears in the Items Checked Out list.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Special loan periods at renewal - </span>You can also assign special loan periods when you are renewing items from the Patron Status workform. See <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a>.</li>
|
||||
<li>
|
||||
<p><span class="FM_BulletHead">Automatic shortened loan periods</span> - Your library may choose to shorten an item’s loan period automatically under the following circumstances:</p>
|
||||
<ul type="disc">
|
||||
<li>A specified number of hold requests are placed for the item. </li>
|
||||
<li>The due date is past an end-of-term due date. </li>
|
||||
</ul>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="indent2">You may see a message that the loan period has been shortened.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Hourly loans</span> - Your library determines whether hourly loans of 23 hours or less are due at closing time or due on the next day the library is open. Whether your library allows automatic overnight loans or blocks overnight hourly loans, your library can also set additional time so that items do not become overdue immediately upon the library’s opening. </li>
|
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|
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<h1><a name="XREF_63116_Checking_Out"></a>Check-Out and Renewal</h1>
|
||||
<p>Circulation transactions such as checking out an item record are recorded in both the patron record and the item record, and information from both records is readily available. You can typically link to and work with these records without leaving your basic process, so you can readily resume checking out items or other circulation activities.</p>
|
||||
<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for check-outs and/or renewals, patrons may be charged for check-outs and renewals. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>EContent cannot be checked out or renewed from the Polaris staff client. These titles are circulated through the PAC. </p>
|
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<p>See also:</p>
|
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<ul>
|
||||
<li><a href="Checking_Out_Items_to_Patrons.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Checking Out Items to Patrons</span></a>
|
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|
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|
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|
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<h1 style="page-break-before: always;"><a name="kanchor4284"></a><a name="XREF_97950_Check_out_items"></a>Check Out an Item</h1>
|
||||
<p><a name="kanchor4285"></a><a name="IX_procedure_5"></a>This procedure describes how to check out an item. The procedure is the same when you are working offline, although the workform differs somewhat. For information on messages that may appear, see <a href="check_out_blocks_msgs.htm"><a href="check_out_blocks_msgs.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check-Out Blocks and Messages</span></a></a>.</p>
|
||||
<p>To check out items:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may use Polaris Quick-Circ to circulate uncataloged items that will never be fully cataloged. You can create Quick-Circ item records directly at checkout. See <a href="../PPquickcirc/Circulating_Ephemeral_Items.htm#XREF_68346_Unit_Title_heading" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Circulating Ephemeral Items</span></a>. <br /></p>
|
||||
<ol>
|
||||
<li style="mc-hyphenate: never;" value="1">Select <b>Circulation, Check Out</b> from the Polaris Shortcut Bar, click <img alt="but_chko.gif" style="width: 32;height: 18;" id="image1" src="but_chko_32x18.gif" class="imginline" /> on the Shortcut Bar, or press <b>F3</b>. The Check Out workform opens.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="pCheckOut.gif" style="margin-bottom: 0.000pt;border-left-style: solid;border-left-width: 0px;border-left-color: ;border-right-style: solid;border-right-width: 0px;border-right-color: ;border-top-style: solid;border-top-width: 0px;border-top-color: ;border-bottom-style: solid;border-bottom-width: 0px;border-bottom-color: ;width: 600;height: 302;" id="image2" src="CheckOutwkfm_600x302.png" /> </p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>From a Find Tool patron records results list, you can right-click a patron record and select<b> Check Out</b> from the context menu. The Check Out workform opens with the patron information filled in.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Enter patron information using one of the following methods:<ul type="disc"><li>Scan the patron barcode in the <b>Patron barcode</b> box, or type the barcode and press <b>ENTER.</b></li></ul></li>
|
||||
</ol>
|
||||
<p class="indent4">If your library system allows you to use the last unique portion of a patron barcode, you can type this part of the barcode. If the unique part begins with one or more zeroes, these can be omitted. The system supplies the complete barcode, including any leading zeros. </p>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li><a name="kanchor4286"></a>If your library system has configured free text user-defined fields to be used as alternate IDs, enter the alternate ID in the <b>Patron barcode</b> box and press <b>ENTER</b>. For information on enabling check-outs with alternate IDs, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Patron_Services_Admin/PDPpatacct/Setting_Up_Free_Text_User_Defined_Fields_For_Alternate_IDs.htm">Setting Up Free Text User-Defined Fields for Alternate IDs</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>Click the <b>Find</b> button next to the <b>Patron name</b> box to display the Polaris Find Tool, and search for the patron’s record.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If no matching patron record is found, Polaris displays a message. You can express-register a patron at check-out. See <a href="Express-register_a_new_patron_at_check-out.htm#XREF_97787_Express_register_a" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Express-Register a New Patron at Check-Out</span></a>. </p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>If the patron is checking out more materials after completing one transaction, select the arrow by the <b>Patron barcode</b> box or press <b>F4</b> and select the patron’s barcode from the list. The list contains up to two patron barcodes—the last two patrons. The list is cleared when you close the Check Out workform.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li><a name="kanchor4287"></a><a name="IX_using_at_check_out"></a>If your library uses 3M™ smart cards, select <b>Tools, Read Smart Card</b> (or press <b>CTRL+ALT+S</b>)<b>, </b>and place the patron’s card in the reader.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To use the smart card reader on this workstation for the first time, you need to enable the smart card reader for the workstation. See <a href="../PPworkstn/Setting_the_Workstation_for_Smart_Card_Use.htm">Set the workstation for smart card use</a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="indent2">The <b>Patron barcode</b>, <b>Patron name</b>, and other patron information are filled in. The specific patron fields on the workform are determined by Polaris Administration settings.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library uses patron photos in patron records and your workstation is set to display the photos, the patron’s photo is displayed on the Check Out workform.</p>
|
||||
</blockquote>
|
||||
<ol start="3">
|
||||
<li value="3">If you want to assign a loan period that is different from the default duration, create a special loan period. See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Assign a Special Loan Period</span></a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">All daily and weekly loans are due at 11:59 PM on the due date.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you are checking out a number of items for a patron, some with barcodes and some with RFID tags, group the items so that you check out all of one type and then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4"><a name="kanchor4288"></a><a name="IX_checking_out_tagged_items"></a>Enter item information using one of the following methods:<ul type="disc"><li>Scan the item barcode in<span style="font-size: 12.0pt;"> </span>the<span style="font-size: 12.0pt;"> </span><b>Item barcode</b><span style="font-size: 12.0pt;"> </span>box, or type the barcode and press <b>ENTER</b>. If RFID tags and barcodes are used, the security bit is not cleared for RFID items.</li><li>Select <b>Tools</b>,<b> RFID Checkout</b> (or press <b>F9</b>)<b>, </b>and place up to 10 items on the antenna tray. This method clears the security bit for each item.</li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You must select <b>Tools, RFID Checkout</b> or press <b>F9</b>for all items you place on the RFID antenna tray. Verify the item record is <span class="FM_Emphasis">not</span> open before pressing <b>F9. </b>failure to do so could re-initialize the RFID tag.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To see more information about an item, you can view an item record from the list of items checked out. Right-click an item in the list, and select <b>Open</b> from the context menu. Or select <b>Links</b> from the context menu to see choices related to circulation, holds, bibliographic, and other information.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To find an item without the barcode, click the <b>Find</b> button next to the <b>Item barcode</b> box to display the Polaris Find Tool and search for the item record. </li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>If no item record exists, you can create an interim item record at check-out, provided interim template exists. See <a href="Create_an_on-the-fly_item_at_checkout.htm#XREF_65639_Create_an_item_on" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create an On-the-Fly Item at Checkout</span></a>. Use this method for items that will be fully cataloged eventually. If you have an item with no barcode that will never be fully cataloged, see <a href="../PPquickcirc/Checking_Out_Quick-Circ_Items.htm#XREF_18009_Checking_Out_Quick" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Checking Out Quick-Circ Items</span></a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If your library includes a title column in the list of items checked out, and a checked-out item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
</blockquote>
|
||||
<p class="indent2">When the item information has been entered, the status bar indicates that the check-out was successful. The item information appears in the list of items checked out. The specific data columns in the list are determined by Polaris Administration settings. </p>
|
||||
<ol start="5">
|
||||
<li value="5">Repeat the previous step until you have checked out all the patron’s items. The total number of items checked out appears in the status bar at the bottom of the workform.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may allow you to reset the due dates of the items listed in the Check Out workform. See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Reset Due Dates of Checked-Out Items</span></a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">To complete this patron’s session, verify that the <b>Item barcode</b> box is blank, and press <b>ENTER.</b></li>
|
||||
</ol>
|
||||
<p class="indent2">Check-out receipt printing:</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>If it is the library’s policy to always print check-out receipts, and the workform is set up to print check-out receipts, a receipt is printed automatically.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>After installation, Polaris will need to be configured to print receipts and slips. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up Receipt Printing from Workforms</span></a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To conserve resources, your library may opt to print a check-out receipt only when the patron requests one. If so, and you have set check-out receipt printing for the workform, instead of automatically printing a receipt, a prompt to print the receipt is displayed and you can ask the patron if he wants a printed receipt. This option applies only to online staff client operations; a checkout receipt with limited data is always printed during offline circulation. </li>
|
||||
<li>Your library may provide eReceipts (email and/or text message receipts) for patrons who prefer these instead of printed receipts. If so, and this patron receives an eReceipt, no receipt is printed and no prompt is displayed. For information about eReceipt settings in the patron record, see <a href="../PPregstr/Add_notification_data_to_a_patron_record.htm#XREF_98965_Add_notification" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Add Notification and Receipt Preferences to a Patron Record</span></a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can view and print a list of all the items a patron has currently checked out, regardless of when the items were checked out. See <a href="../PPuseacct/Displaying_All_Items_Out.htm#XREF_51735_Displaying_Items" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Displaying All Items Out</span></a>.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor4289"></a><a name="IX_finding_bibliographic"></a><a name="kanchor4290"></a><a name="IX_finding_at_check_out"></a>Finding bibliographic records: If a patron wants more information about a title, you can search for bibliographic records without leaving the Check Out workform. Click <img alt="FindBibBtn.gif" style="width: 33;height: 18;" id="image4" src="FindBibBtn_33x18.gif" class="imginline" /> in the toolbar or press <b>CTRL+B</b>. From the Find Tool results list, open the bibliographic record. This feature is also convenient for finding an item’s missing barcode. Right-click the bibliographic record in the results list, and select <b>Links, Item Records</b>.</li>
|
||||
<li><a name="kanchor4291"></a><a name="IX_finding_any_item_record_1"></a><a name="kanchor4292"></a><a name="IX_finding_any_item_record"></a>Finding any item record: You can search for any item record without leaving the Check Out workform and without entering patron information. Click <img alt="FindBibBtn00023.gif" style="width: 25;height: 18;" id="image5" src="FindBibBtn00023_25x18.gif" class="imginline" /> in the toolbar or press <b>CTRL+B</b>. and select <b>Item Records</b> from the Object list in the Find Tool. You can set the Find Tool so the results list is retained after you select and open an item in the results list. Select the Find Tool <b>Options</b> menu, and ensure the <b>Close on Open</b> is unchecked.</li>
|
||||
<li>Opening patron workforms: On the Check Out workform, you can select the buttons above the list of items to open the Patron Registration workform and specific Patron Status views. When you move the cursor over a button, you see a tooltip that identifies the button, and an equivalent shortcut key.</li>
|
||||
</ul>
|
||||
<ul type="disc">
|
||||
<li>Changing due dates<ul><li>Before checkout: See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special" style="font-size: 11pt;">Assign a special loan period</a><span style="font-size: 11pt;">.</span></li><li>After check-out - See<a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of"> Reset due dates of checked-out items</a>.</li></ul></li>
|
||||
<li>Automatic shortened loan periods: Your library may choose to shorten an item’s loan period automatically when a specified number of hold requests are placed for the item or the due date is past an end-of-term due date. In either case, you may see a message that the loan period has been shortened.</li>
|
||||
<li>Renewing items with hold requests: When you attempt to renew an item with a hold request placed on it, you may see a block message. With the appropriate permission, you can continue or cancel the renewal and trap the item to fill the hold request. See <a href="Renewing_Items.htm#XREF_80404_Renewing_Items">Renewing Items with Hold Requests</a>.</li>
|
||||
<li>Offline checkout: For offline circulation, the system calculates the due date by using the workstation branch’s setting for the Patron Services parameter <b>Standard loan period</b>. This is because there is no access to the database during offline circulation. However, the Loaning Branch recorded in the transaction and in the item record is the logged-on user’s branch. This allows libraries to gather statistics for different bookmobile stops based on user log on, while maintaining a consistent loan period for the bookmobile (the workstation branch). </li>
|
||||
</ul>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_40278_Checking_Out_Items"></a>Checking Out Items to Patrons</h1>
|
||||
<p><a name="kanchor1383"></a><a name="IX_See_checking_out_items_1"></a><a name="kanchor1384"></a><a name="IX_See_checking_out_items"></a><a name="kanchor1385"></a><a name="IX_overview_27"></a>You check out items to a patron using the Check Out workform. As you work, the workform lists all the items checked out to a patron during the current session. For details, see <a href="Check_out_an_item.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check Out an Item</span></a>. The upper right portion to the Check Out workform summarizes the patron’s registration information, and the upper left portion of the Check Out workform shows current patron status information and displays updates to the patron’s status as changes occur during checkout.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Check_out_an_item.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check Out an Item</span></a>
|
||||
</li>
|
||||
<li><a href="Assign_a_special_loan_period.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Assign a Special Loan Period</span></a>
|
||||
</li>
|
||||
<li><a href="Reset_due_dates_of_checked-out_items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Reset Due Dates of Checked-Out Items</span></a>
|
||||
</li>
|
||||
<li><a href="Express-register_a_new_patron_at_check-out.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Express-Register a New Patron at Check-Out</span></a>
|
||||
</li>
|
||||
<li><a href="check_out_blocks_msgs.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check-Out Blocks and Messages</span></a>
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<h1><a name="XREF_24058_Checking_Out"></a>Checking Out Uncataloged Items</h1>
|
||||
<p><a name="kanchor3348"></a><a name="IX_See_on_the_fly"></a><a name="kanchor3349"></a><a name="IX_checking_out_uncataloged"></a>Using the on-the-fly (OTF) function, you create minimal-level item and bibliographic records, according to the template the library has previously defined. This allows the uncataloged items to be checked out before they are fully cataloged.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may circulate materials that are never intended for full cataloging (ephemeral items). These do not require an on-the-fly template. See <a href="../PPquickcirc/Circulating_Ephemeral_Items.htm#XREF_68346_Unit_Title_heading">Circulating Ephemeral Items</a>.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Create_on-the-fly_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create On-the-Fly Item Templates</span></a>
|
||||
</li>
|
||||
<li><a href="Create_an_on-the-fly_item_at_checkout.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create an On-the-Fly Item at Checkout</span></a>
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<h1><a name="XREF_65639_Create_an_item_on"></a>Create an On-the-Fly Item at Checkout</h1>
|
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<p><a name="kanchor988"></a><a name="IX_creating_items_on_the_fly_1"></a><a name="kanchor989"></a><a name="IX_checking_out_uncataloged_1"></a><a name="kanchor990"></a><a name="IX_creating_items_on_the_fly"></a>To create an item record on-the-fly for uncataloged items as you check them out:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You must have an on-the-fly item template already created to do this procedure. See <a href="Create_on-the-fly_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create On-the-Fly Item Templates</span></a>. Also, the Polaris permission <b>Create an on-the-fly item at checkout: Allow</b> must be set for your user name and workstation.</p>
|
||||
<ol>
|
||||
<li value="1">If you scan or type an item barcode at the Check Out workform and Polaris alerts you that the item is not linked to a record, confirm that you want to create a record on-the-fly by clicking <b>Yes</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">On-the-fly item barcodes cannot begin or end with spaces.</p>
|
||||
<p class="NoteShade"><b>Note:</b> <br />If you click <b>No</b>, the Check Out workform appears with the Item barcode box cleared, allowing you to check out other items.</p>
|
||||
<p class="indent2">The Brief Item Entry dialog box appears with the new barcode in the <b>Barcode</b> box.</p>
|
||||
<p class="NoteShade"><b>Tip:</b> <br />To make items easier to search for and find, type <b>OTF</b> in the <b>Title</b> or <b>Call number</b> boxes or add <b>OTF</b> to the call number field in the template.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Type the title in the <b>Title</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Initial articles, such as <span class="FM_Emphasis">A</span>, <span class="FM_Emphasis">An</span>, or<span class="FM_Emphasis"> The</span>, are not observed when OTF titles are indexed. It may be advisable not to enter initial articles when typing a title.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Type a call number in the <b>Call number</b> box, if appropriate.</li>
|
||||
<li value="4">Type an author in the <b>Author</b> box (optional).</li>
|
||||
<li value="5">If you want to type a note, type the information in the <b>Free text</b> block.</li>
|
||||
<li value="6">Review the default settings in the remaining boxes and change them, if necessary.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor991"></a><a name="IX_on_the_fly_items"></a><b>Note:<br /></b>By default, <b>Set OTF Block</b> is checked. When this option is selected, and a previously uncataloged OTF item is checked in, a block message notifies you that it requires full cataloging. You can override the block to check in the item and allow it to circulate. However, the item will be blocked at circulation until it is fully cataloged, or until you save the item record and choose to stop blocking the item. When the block is cleared, the First Available Date fields for the item and linked bibliographic records are set. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Click <b>OK</b> to submit your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">If <b>Set OTF Block</b> is checked, you see a message indicating that the item was created on-the-fly and requires full cataloging. Click <b>OK</b> to continue. The item is created with the Polaris-assigned block.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If <b>Set OTF Block</b> was checked, the item will be blocked at circulation until it is fully cataloged, or until you save the item record. Upon saving the record, a prompt appears. Click <b>No</b> to stop blocking the item.</p>
|
||||
<p class="indent2">The Check Out workform appears with the item information in the Items Checked Out list. The status bar indicates that the checkout was successful.</p>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_76196_Create_an_OTF"></a>Create On-the-Fly Item Templates</h1>
|
||||
<p><a name="kanchor4618"></a><a name="IX_template_creating"></a><a name="kanchor4619"></a><a name="IX_On_the_fly_creating"></a>If you will circulate on-the-fly items, you must first create an on-the-fly template. To create the template for uncataloged on-the-fly items:</p>
|
||||
<p class="NoteShade"><span class="FM_NoteHeader" style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Notes:<br /></span>Each branch that allows uncataloged items to be checked out needs an on-the-fly template as described here. You need to do this procedure only once for each branch.<br />You need a separate template for ILL items. See <a href="../PPill/Receiving_Interlibrary_Loans.htm#XREF_96810_Receiving">Receiving Interlibrary Loans</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar to display the New dialog box.</li>
|
||||
<li value="2">Select <b>Item Template</b> from the Objects list, and click <b>OK</b>. The Item Template workform - Cataloging view appears.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Type <b>On the fly</b> in the <b>Name</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Name the template exactly as it appears here.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select <span class="FM_Emphasis">your branch</span> (not yourself) in the <b>Template owner</b> box.</li>
|
||||
<li value="5">In the <b>Circ status</b> box (<b>Identification</b> section of the workform), select <b>In</b>.</li>
|
||||
<li value="6">Make the following settings in the <b>Circulation parameters</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the material code in the <b>Material type</b> box.</li><li value="2">Select the loan period code in the <b>Loan period </b>box.</li><li value="3">Select the fine code in the <b>Fine code</b> box.</li><li value="4">Set the number of times an item can be renewed in the <b>Renewal limit</b> box.</li></ol></li>
|
||||
</ol>
|
||||
<ol start="7">
|
||||
<li value="7">Make the following settings in the <b>Call number</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the shelving system in the <b>Scheme</b> box.</li><li value="2">(Optional) To track on-the-fly records more easily, type <b>OTF</b> in the <b>Class</b> box. <b>OTF</b> is then automatically inserted in the item’s call number when the item record is created.</li></ol></li>
|
||||
</ol>
|
||||
<ol start="8">
|
||||
<li value="8">If you want to input or change information in other boxes (such as <b>Assigned</b> [branch] or <b>Collection</b>), type or select the information.</li>
|
||||
<li value="9">Select a branch in the <b>Home branch</b> field. This field is used in floating collections processing. If your system does not use floating collections, set the <b>Home </b>branch to the same organization as the <b>Assigned </b>branch. </li>
|
||||
<li value="10">If your system uses floating collections, and your branch does not float OTF items, select <b>Do not float</b>.</li>
|
||||
<li value="11">Select <b>File </b>><b> Save</b> to save the template.</li>
|
||||
</ol>
|
||||
<p class="indent2">Once you have created the appropriate template, you can check out on-the-fly items. See <a href="Create_an_on-the-fly_item_at_checkout.htm#XREF_65639_Create_an_item_on">Create an on-the-fly item at checkout</a>.</p>
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<h1><a name="XREF_97787_Express_register_a"></a>Express-Register a New Patron at Check-Out</h1>
|
||||
<p><a name="kanchor912"></a><a name="IX_express_registration_1"></a><a name="kanchor913"></a><a name="IX_at_check_out_1"></a><a name="kanchor914"></a><a name="IX_express_registration"></a>With the appropriate Circulation permission (<b>Patron registration: Create <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">express registration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Entering patron information during the check-out process as a service to new, unregistered patrons.</span></a> record</b>), and if express registration is enabled for your branch, you can register a patron from the Check Out workform. The new patron can check out items immediately upon registering, but your library may have a block placed automatically on the new patron record so that the registration information is reviewed and the block cleared before further circulation transactions occur.</p>
|
||||
<p> To register a patron at check-out:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation </b>><b> Check Out</b> to display the Check Out workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Express Registration</b>, click <img alt="pExRegIcon.gif" style="width: 30;height: 18;" id="image14" src="pExRegIcon_30x18.gif" class="imginline" />, or press <b>CTRL</b><span style="font-size: 9.0pt;">+</span><b>G.</b> The Express Registration workform appears. The Express Registration workform has the same fields as the Patron Registration workform, but your library specifies values that automatically appear on the Express Registration workform and required fields. </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Tab between boxes on the workform to speed data entry. In each drop-down box, you can type the first letter of an option, rather than selecting it from the list.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Fill in the workform with the appropriate data (see <a href="../PPregstr/Create_a_patron_record.htm#XREF_11620_Create_a_patron">Create a patron record</a>). </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>These fields are always required: <b>Barcode</b>; <b>Last name</b>; <b>First name</b>; <b>Registered at</b>; <b>Patron code</b>; <b>Expiration</b> term/date; <b>Address check </b>term/date; <b>Notification option</b> and corresponding notification field (for example, <b>Voice phone 1</b> and the telephone number).Your library may require additional fields. Required fields are displayed in bold type.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select <b>File </b>><b> Save</b> or press <b>CTRL+S </b>to save the record. The Check Out workform appears with the <b>Patron barcode</b>, <b>Name</b>, and <b>Registered at</b> boxes filled in, and you can continue checking out the item.</li>
|
||||
</ol>
|
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<h4>Related Information</h4>
|
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<p><span class="FM_BulletHead">Express registration blocks</span> - A Polaris Administration setting controls whether a Verify Patron block is placed on a patron record created through express registration. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPpatacct/Set_express_registration_default_values_and_required_fields.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Express Registration Default Values and Required Fields</span></a>.</MadCap:conditionalText> For information about clearing the block, <a href="../PPblocks/Resolve_a_Verify_Patron_block.htm#XREF_55711_Verify_patron_self" data-mc-conditions="Primary.Online,Primary.Hidden">Resolve a Verify Patron block</a>.</p>
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<h1><a name="XREF_52934_Renew_one_or_more"></a>Renew Items from the Patron Status Workform</h1>
|
||||
<p>If your library charges for checkouts and renewals, and you are renewing an overdue item, you can resolve the overdue and renewal charges at once. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<p><a name="kanchor4494"></a><a name="IX_from_the_Patron_Status_1"></a>To renew items from the Patron Status workform:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information on messages and dialog boxes that may appear while you are renewing items, see <a href="check_out_blocks_msgs.htm">Check-Out Blocks and Messages</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the patron’s rec ord in the Patron Status workform. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If a checked-out item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>View, Items Out</b> or click <img alt="ItemsOutBtn.gif" style="width: 30;height: 18;" id="image18" src="ItemsOutBtn_30x18.gif" class="imginline" /> to display the Items Out view.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Choose one of the following options:<ul type="disc"><li>If you are renewing one or multiple items, select the items in the Items Out list, and click <img alt="pRenewIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image20" src="pRenewIcon_29x18.gif" class="imginline" /> or press <b>CTRL</b><span style="font-size: 9.0pt;">+</span><b>R.</b></li><li>If you are renewing all items, click <img alt="pRenewAllIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image21" src="pRenewAllIcon_29x18.gif" class="imginline" /> or press <b>CTRL+A</b>.</li><li>If you are doing a special renewal, select the appropriate items in the Items Out list, and click <img alt="pSpecRenewIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image22" src="pSpecRenewIcon_29x18.gif" class="imginline" /> or press <b>CTRL+E</b>. The Special Loan dialog box appears. See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special">Assign a special loan period</a>. The permission of “Modify renewal period” is required to select this option.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The new due dates are displayed.</p>
|
||||
<h3 style="font-size: 12pt;">Receipt Printing</h3>
|
||||
<ul type="disc">
|
||||
<li>A receipt prints automatically if it is the library’s policy to always print the check-out receipt and you have set this workform to print check-out receipts.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For the first time after installation only, you need to set up Polaris to print receipts and slips. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<ul type="disc">
|
||||
<li>If it is your library’s policy to print a check-out receipt only when the patron requests one, select <b>Tools, Options </b>and uncheck the <b>Check out receipt</b> option. If the patron requires a printed receipt, print the Items Out list by clicking the printer icon above the list (or press <b>CTRL+ALT+</b>).</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The library can specify the information included on the printed Items Out list. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPreceipts/Set_Items_Out_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Items Out receipt options</span></a>.</MadCap:conditionalText></p>
|
||||
<ul type="disc">
|
||||
<li>Your library may provide eReceipts (e mail and/or text message receipts) for patrons who prefer these instead of printed receipts. For information about eReceipt settings in the patron record, see <a href="../PPregstr/Add_notification_data_to_a_patron_record.htm#XREF_98965_Add_notification">Add notification data to a patron record</a>.</li>
|
||||
</ul>
|
||||
<h3 style="font-size: 12pt;">Related Information</h3>
|
||||
<p><span class="FM_BulletHead">Change due dates without renewal</span> - See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of">Reset due dates of checked-out items</a>.</p>
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<h1><a name="XREF_64663_Renewing_at_Check"></a>Renewing Items</h1>
|
||||
<p>When you renew an item for a patron, the new due date is calculated automatically, based on the library’s standard policies. However, you can also assign a special loan period for the renewal (see <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special">Assign a special loan period</a>). </p>
|
||||
<p>If your library has enabled automatic renewal, items that are checked out and eligible to be renewed are renewed automatically.</p>
|
||||
<p>You can do a renewal from the following locations in Polaris: </p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor954"></a><a name="IX_at_check_out_overview"></a><span class="FM_BulletHead">Check </span><span class="FM_BulletHead">Out workform</span> - When you attempt to check out an item that has already been checked out to the selected patron, Polaris prompts you for renewal confirmation. See <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a> for this method.</li>
|
||||
<li><a name="kanchor955"></a><a name="IX_from_the_Patron_Status"></a><span class="FM_BulletHead">Patron </span><span class="FM_BulletHead">Status workform - Items Out view</span> - If you want to renew one or several items checked out to a patron, you can do the renewal from this location. This method is convenient because you can select and renew multiple items without scanning the barcodes. See <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a> for this method.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may allow patrons to renew items from the PAC or by telephone. If so, the library may set special conditions for these patron-initiated renewals. </p>
|
||||
<h3><a name="TOC_Renewing_Items_with_Hold"></a><a name="XREF_80404_Renewing_Items"></a>
|
||||
</h3>
|
||||
<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<h2>Renewing Items with Hold Requests</h2>
|
||||
<p><a name="kanchor956"></a><a name="IX_holds_block"></a>If you try to renew an item with Active, Inactive, or Pending requests for that title, the renewal may be blocked and a message displayed.</p>
|
||||
<p>Your library can control this blocking message at the System level using the Patron Services Administration parameter <b>Renewals: Block if there are holds</b>. When this parameter is set to <b>Yes</b>, the block message is always displayed when there are requests for the title. When set to <b>No</b>, the block message is displayed only when the item being renewed is the only item available to fill the request. If other holdable and potentially eligible items are In, no dialog box appears and the item can be renewed. </p>
|
||||
<p>When you see the block message, with the appropriate permission you can renew the item or cancel the renewal and trap the item to fill the hold request.</p>
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<h1><a name="XREF_19259_Reset_due_dates_of"></a>Reset Due Dates of Checked-Out Items</h1>
|
||||
<p><a name="kanchor923"></a><a name="IX_changing_after_checkout"></a>Your library may allow you to change the due dates of selected items after they have been checked out. (The items must have a status of Out.) For example, a patron may realize that she will be out of town on the original due date, so you make the item due a few days later. You can reset the due dates from the list of checked-out items in the Check Out workform or the Items Out view of the Patron Status workform if you have the appropriate permissions (see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><![CDATA[ ]]><a href="../../Patron_Services_Admin/PDPreceipts/Set_Items_Out_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Items Out receipt options</span></a></MadCap:conditionalText>).</p>
|
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<p> To reset due dates:</p>
|
||||
<ol>
|
||||
<li value="1">Select the item or items in the item list of the Check Out workform or the Patron Status workform:
|
||||
<ul><li><span class="FM_BulletHead">Check Out workform</span> - Select the items in the list view, then select <b>Tools, Reset Due Date, </b>click<b> </b><img alt="ResetDateIcon.gif" style="width: 18.781pt;height: 18.809pt;margin-bottom: -6.000pt;" id="image9" src="ResetDateIcon.gif" /> on the toolbar, or press <b>CTRL+ALT+D</b>. (You can also right-click a selected item and select <b>Reset Due Date</b> from the context menu.)</li><li><span class="FM_BulletHead">Patron Status workform - Items out View</span> - Select the items in the list view and select the Reset Due Date icon <img alt="ResetDateIcon00024.gif" style="width: 18.781pt;height: 18.809pt;margin-bottom: -6.000pt;" id="image11" src="ResetDateIcon00024.gif" /> above the list view (or press <b>CTRL+ALT+D</b>). You can also right-click a selected item and select <b>Reset Due Date</b> from the context menu.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The Reset Due Date calendar control opens.</p>
|
||||
<ol start="2">
|
||||
<li value="2">Select the new date on the calendar, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The new date must be in the future. If the selected date is a closed date or day, the system displays a message, and you can accept the new date or cancel the operation. You may also see messages for the following item blocks: system-assigned blocks; library-assigned blocks; free text blocks; non-circulating item blocks; ILL items. See <a href="../PPblocks/Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>.</p>
|
||||
<p class="indent2">When you click <b>OK</b>, the calendar closes and the new due date for the item or items is displayed in the item list view.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you reset due dates from the Check Out workform, the check-out receipt lists each item with the original due date, with a note at the end stating the new due date. If the date has been changed more than once, the last date chosen is noted. If different dates have been set for multiple items, the date of the last item changed is printed.</p>
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<h1><a name="XREF_94629_Resolve_a_fine_at"></a>Resolve a Fine at Renewal</h1>
|
||||
<p><a name="kanchor1919"></a><a name="IX_resolving_at_renewal"></a><a name="kanchor1920"></a><a name="IX_resolving_fines_at"></a><a name="kanchor1921"></a><a name="IX_resolving_fines"></a>If your library charges fines for overdues, Polaris automatically calculates the fine amount. When you attempt to renew an overdue item at the Check Out workform or the Patron Status workform - Items Out view, a message indicates that the patron owes a fine for the item. You need permission to renew overdue items to renew the items and resolve the charge. If your library charges for renewals and overdues, see <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<p>To pay, waive, or charge a fine when you renew an overdue item:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If your library uses Active Payment Manager (Class Point of Sale) to manage payments, you cannot pay a fine from the Check Out workform or the Patron Status workform - Items out view. Instead, you must charge the fine to the patron’s account, then pay it from the Patron Status workform - Account view.</p>
|
||||
<ol>
|
||||
<li value="1">Renew an overdue item from the Check Out workform (see <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>) or the Patron Status workform - Items Out view (see <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a>). The Overdue Fine dialog box appears.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor1922"></a><a name="IX_auto_waiving_fines_at_1"></a><a name="kanchor1923"></a><a name="IX_auto_waiving_fines_1"></a><b><b>Note:<br /></b></b>If your library automatically waives overdue fines at renewal, the Overdue Fine dialog box does not appear. However, an auto-waive transaction line item appears in the patron’s account in the Transaction Summary dialog box. See <a href="../PPuseacct/Display_completed_account_transactions.htm#XREF_45729_Display_reconciled">Display completed account transactions</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">If you want to <span class="FM_Emphasis">pay</span> the fine and allow the renewal, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Click <b>Pay</b>. The Pay dialog box appears.</li><li value="2">Type the amount to pay in the <b>Amount</b> box (maximum $2,000,000.00), if you are paying an amount other than the exact amount of the fine:</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Partial payment</span> (less than the fine) - The payment will be recorded as a partial payment on the fine, and the Account Transaction list in the patron’s record will show a balance for the charge. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li>
|
||||
<li><span class="FM_BulletHead">Overpayment</span> (more than the fine) - If your library allows overpayments to be recorded as account credits, a dialog box appears that alerts you to the overpayment and provides the choice of crediting the account or not. Click <b>Yes</b> to credit the patron’s account. Click <b>No</b> to pay the charge without recording a credit.<br /><br />If your library does not allow overpayments to be recorded as credits, a message indicates how much change you should give the patron. Click <b>OK</b> on the message box.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="3">
|
||||
<li value="3">Select a payment method in the <b>Method</b> box, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library accepts credit card payments, and the patron wants to pay with a credit card, select <b>Credit card</b> in the method box. For more information about taking credit card payments, see <a href="../PPuseacct/Take_credit_card_payments_for_fines_and_fees_-_PayPal_Payflow.htm#XREF_47024_Take_credit_card">Take credit card payments for fines and fees - PayPal Payflow Pro</a> or <a href="../PPuseacct/Take_payments_for_fines_and_fees_-_Comprise_SmartPAY.htm#XREF_82879_Take_credit_card">Take payments for fines and fees - Comprise SmartPAY</a>.</p>
|
||||
</blockquote>
|
||||
<p class="indent2">A record of the charge and payment appears in the Transaction Summary dialog box for the patron account. If the fine was only partially paid, or if an overpayment was credited, the transactions appear in the Account Transaction list for the patron account. See <a href="../PPuseacct/Viewing_Patron_Financial_Accounts.htm#XREF_25997_Performing_a">Viewing Patron Financial Accounts</a> and <a href="../PPuseacct/Processing_Charges_and_Payments.htm#XREF_54418_Charges_and">Processing Charges and Payments</a>.</p>
|
||||
<ol start="3">
|
||||
<li value="3">If you want to <span class="FM_Emphasis">waive</span> the fine and allow the renewal, click <b>Waive</b>. The dialog box closes. A record of the waiver appears in the Transaction Summary dialog box for the patron account.</li>
|
||||
<li value="4">If you want to <span class="FM_Emphasis">charge</span> the fine to the patron’s account and allow the renewal, click <b>Charge Account</b>. The charge appears on the Patron Status workform - Account view. To resolve the charge later, you must pay or waive the fine from the Account view. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you set Polaris for fine receipt printing at this workform, a fine receipt prints (see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>).</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may suppress fine receipts for waive transactions. </p>
|
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<h1><a name="kanchor4249"></a>Renew Overdue Items - Resolve Fines and Renewal Charges</h1>
|
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<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. </p>
|
||||
<p>To resolve overdue fines and renewal charges:</p>
|
||||
<ol>
|
||||
<li value="1">Renew an overdue item from the Patron Status or Check Out workform. The Renew chargeable overdue item dialog box opens.</li>
|
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<ol data-mc-continue="true">
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<li value="2">Select the actions for the checkout and overdue charge. If you select <b>Pay</b> for both the checkout and overdue amounts, the payment amount is totaled at the bottom of the dialog box.</li>
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<li value="3">Select <b>OK</b> to renew the item and take the selected actions for the check-out and overdue charges.</li>
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<h1><a name="XREF_23468_Viewing_Item"></a>Viewing Item Records</h1>
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||||
<p><a name="kanchor2121"></a><a name="IX_opening_from_circulation"></a>As you do circulation transactions, information in the affected item records is updated. This information appears on the Item Record workform. From the Item Record workform, you can link to relevant patron records, hold requests, and other information.</p>
|
||||
<p>This section is a summary of item record features. Your Polaris administrator can set a preferred opening view for the item record workform. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="Display_item_record_information.htm#XREF_35266_Display_item">Display item record information</a>.</MadCap:conditionalText></p>
|
||||
<p><b>To display the Item Record workform</b>
|
||||
</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need specific permission to access item records, and to modify the various Item Record workform views.</p>
|
||||
<ol>
|
||||
<li value="1">Right-click an item in the Patron Status workform - Items Out view, the Check Out workform, or the Check In workform, and select <b>Open</b> from the context menu. The Item Record workform opens.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also open an item record by searching for it with the Find Tool. Select <b>Cataloging, Item Records</b> on the Polaris Shortcut Bar.</p><p class="NoteShade"><b>Tip:<br /></b>You can see a summary of useful circulation and other information in the item record’s property sheet. In a Find Tool results list, right-click the item record and select <b>Properties</b> from the context menu. On the Item Record workform, click <img alt="PropBtn.gif" style="margin-bottom: -8.000pt;width: 33;height: 32;" id="image25" src="PropBtn_33x32.gif" />.</p></li>
|
||||
<li value="2">Select a view:
|
||||
<ul><li>Select <b>View, Cataloging</b> or click <img alt="CatBtn.gif" style="width: 29;height: 18;" id="image26" src="CatBtn_29x18.gif" class="imginline" /> to see circulation and request settings, and call number details.</li><li><a name="kanchor2122"></a><a name="IX_linking_to_borrower"></a>Select <b>View, Circulation</b> or click <img alt="CircBtn.gif" style="width: 29;height: 18;" id="image28" src="CircBtn_29x18.gif" class="imginline" /> to see current and past circulation data, hold information, and details about In Transit and Transferred transactions. To open the current or last borrower’s record in the Patron Status workform - Items Out view, select <b>Links, Borrower</b>, or double-click the patron barcode in the <b>Current borrower</b> or <b>Last borrower</b> field. If the item is being held for a patron, you can open the patron’s record in the Patron Status workform - Requests view. Select <b>Links, Held For</b>, or double-click the patron barcode in the <b>Held for patron</b> field. The <b>Held at</b> field shows the pickup branch when the request status is Held, Unclaimed, or Shipped. See <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>.</li><li>Select <b>View, Source and Acquisition</b> or click <img alt="SourceBtn.gif" style="width: 30;height: 18;" id="image30" src="SourceBtn_30x18.gif" class="imginline" /> to see acquisition information such as price, funding, and order details, information about the imported bibliographic record, if any, and donor information, if any. This view also shows circulation statistics, the item’s first available date, and the item’s last inventory date.</li><li>Select <b>View, Notes and Notices</b> or click <img alt="NoteBtn.gif" style="margin-bottom: -6.000pt;width: 28;height: 29;" id="image32" src="NoteBtn_28x29.gif" /> to see an item’s notice history, notes, and blocks. When an item has a note, the Notes and Notices icon changes to yellow <img alt="NotesBtnYellowItem.gif" style="width: 24;height: 18;" id="image33" src="NotesBtnYellowItem_24x18.gif" class="imginline" />. When an item has a block, the Notes and Notices icon changes to red <img alt="ItemBlockIcon.gif" style="width: 24;height: 18;" id="image34" src="ItemBlockIcon_24x18.gif" class="imginline" />. See <a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a>.</li></ul><ul type="disc"><li>Select <b>View, History</b> or click <img alt="itemrechistvw.gif" style="width: 30;height: 18;" id="image36" src="itemrechistvw_30x18.gif" class="imginline" />to see the circulation history of an item as it circulates, including the method by which the item was checked out or renewed. This view also shows the item’s home branch and whether it is allowed to float, information that is useful if your system uses floating collections.
|
||||
|
||||
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may choose to remove patron ID information from the item record history after a specified period of time.</p></li><li>Select <b>View</b>, <b>Reserves</b> or click <img alt="ResBtn.gif" style="width: 30;height: 18;" id="image38" src="ResBtn_30x18.gif" class="imginline" />to see circulation settings that apply to the item if it is placed on reserve for a course, and a list of the linked course records. If the item is on reserve, this view opens first. See <a href="../PPcourseres/Managing_Course_Reserves.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Managing Course Reserves</span></a>.</li></ul></li>
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<h1><a name="TOC_Check_Out_Blocks_and"></a><a name="XREF_30521_Check_Out_Blocks"></a>Check-Out Blocks and Messages</h1>
|
||||
<p><a name="kanchor4143"></a><a name="IX_messages_and_dialog_boxes"></a>Messages and blocks may appear during check-out and renewal:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Specific permissions are required to override many types of circulation blocks. </p>
|
||||
<h2>Patron and Item Blocks</h2>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Patron blocks</span> - You may see the Patron Blocks dialog box during check-out. Patron blocks relate to patron record conditions, such as overdue fines or the need to verify patron data. The Patron Blocks dialog box may also list blocks on associated patron records. See <a href="../PPblocks/Manage_patron_blocks_at_circulation.htm#XREF_35786_Manage_patron">Manage patron blocks at circulation</a>.</li>
|
||||
<li><span class="FM_BulletHead">Patron has unread messages</span> - If a patron has unread messages, an alert message appears in the Patron Blocks dialog box. You can continue the check-out operation or cancel it, and you can also click the block text to open the Patron Status workform - Notes view. The alert message does not place any blocks on patron activity in the PAC. For more information about patron messages, see <a href="../PPregstr/Posting_Patron_Messages.htm#XREF_35384_Posting_Patron">Posting Patron Messages</a>.</li>
|
||||
<li><span class="FM_BulletHead">Item blocks</span> - During check-out, you may see the Item Blocks dialog box. An item block may indicate that an item should not be checked out, or that it requires special handling. See <a href="../PPblocks/Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>.</li>
|
||||
<li><span class="FM_BulletHead">Non-circulating items</span> - You may see a message regarding restricted circulation. Your library may designate some items as non-circulating to all patrons, or may allow some items to circulate only to certain patrons. You can override the library policy and continue the check-out, or cancel the check-out for this item.</li>
|
||||
<li>Minimum age alert - The patron does not meet the minimum age requirements for this material type. This message appears if your library has set up age-related loan policies, and you attempt to check out an item to a patron who does not meet the age requirement defined for that <a href="../../Patron_Services_Admin/PDPitems/Add_a_material_type_entry.htm#mattype">material type</a>. You can override the block and check out the item or cancel the checkout. For more information on this feature, see "Using Age-Related Loan Policies" in the Leap documentation.</li>
|
||||
</ul>
|
||||
<h2>Overdue Fines</h2>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor4144"></a><a name="IX_at_check_out"></a><a name="kanchor4145"></a><a name="IX_paying_at_check_out"></a><span class="FM_BulletHead">Overdue Fine dialog box</span> - This dialog box appears if there is a fine on an item that has already been checked out. You can accept payment and renew, waive the fine and renew, charge the patron’s account and renew, or cancel the transaction. For details, see <a href="Resolve_a_fine_at_renewal.htm#XREF_94629_Resolve_a_fine_at">Resolve a fine at renewal</a>. If the fine is on another patron’s account, the Pay option is not available. </li>
|
||||
<li><a name="kanchor4146"></a><a name="IX_auto_waiving_fines_at"></a><a name="kanchor4147"></a><a name="IX_auto_waiving_fines"></a><span class="FM_BulletHead">Automatic fine waivers</span> - Your library may choose to automatically waive overdue fines at check-out. For example, a patron may check out an item, and a message indicates the item is already checked out to another patron. If the item is also overdue, the library may want to simply forgive the fine. If Polaris is set to waive the fines, the Overdue Fine dialog box does <span class="FM_Emphasis">not</span> appear during check-out. </li>
|
||||
</ul>
|
||||
<h2>Checkout/Renewal Charge</h2>
|
||||
<ul>
|
||||
<li><a name="kanchor4148"></a><a name="IX_paying_at_checkout_and"></a><b>Patron checkout charge dialog box - </b>Opens when you scan an item at checkout or renewal, the item’s assigned branch has placed a charge on the item for checkout or renewal, and your library has set this dialog box to appear. You can accept payment and continue the transaction, waive the charge and continue the transaction, charge the patron’s account and continue the transaction, or cancel the transaction. If your library charges for renewals, and you are renewing an overdue item, the Renew chargeable overdue item dialog box opens. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</li>
|
||||
<li><b>Renew chargeable overdue item dialog</b> - If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</li>
|
||||
</ul>
|
||||
<h2>Item Belongs to Another Library</h2>
|
||||
<p>You may see the following messages regarding an item’s assigned branch:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">This item is assigned to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead">. Do you want to continue with this transaction?</span> - The item does not belong to your branch. You can continue or cancel the check-out. If you cancel the check-out, a message asks if you want to put the item in-transit to the assigned branch. You can put the item in-transit to the item’s assigned branch, or you can keep the item at your branch. </li>
|
||||
<li><span class="FM_BulletHead">This item is in transit to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead">.</span> - The item’s status indicates that it has been put in-transit to its assigned branch. However, you can still continue the check-out, or cancel it.</li>
|
||||
</ul>
|
||||
<h2>Holds Messages</h2>
|
||||
<p>During check-out or renewal, the following messages may appear relating to holds (see <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>):</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">This item satisfies a hold...Do you want to hold the item?</span> - The item satisfies a hold request for another patron. You can designate the item to fill the request (and stop the check-out), or override the request and continue with check-out. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden. This message will only display if the hold request option “Trap at check-out” is set for your branch. If your library has not set this option, the item will check out to the patron and the hold request will remain as it was for the requesting patron.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you trap the item to fill the request, and hold slips are printed from the Check Out workform, a hold slip prints at the end of the check-out session. For information on setting your workstation to print hold slips, see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">This item cannot be checked out, because it is being held </span>- The item is being held for another patron. You can override the hold and continue with check-out, or stop the check-out process. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden.</li>
|
||||
<li><span class="FM_BulletHead">Transfer this item to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead"> for hold?</span> - The item fills a hold request for a patron at another library. You can override the hold and continue with check-out, or stop the check-out process and transfer the item. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden.<span style="color: #000000;"> </span>This message will only display if the hold request option “Trap at check-out” is set for your branch. If your library has not set this option, the item will check out to the patron and the hold request will remain as it was for the requesting patron.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you transfer the item, and in-transit slips are printed from the Check Out workform, an in-transit slip prints at the end of the check-out session. For information on setting your workstation to print in-transit slips, see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<h2>Circulation Messages</h2>
|
||||
<p>You may see the following messages related to item circulation:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Item is over the renewal limit</span> - Renew the item anyway, or cancel the renewal.</li>
|
||||
<li><span class="FM_BulletHead">The item is already checked out to this patron</span> - Renew the item, or cancel the renewal.</li>
|
||||
<li><span class="FM_BulletHead">This item is already checked out to another patron</span> - Check in the item and then check it out to the current patron, or cancel the check-out. For information about check-in, see <a href="../PPckin/Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>.</li>
|
||||
<li><span class="FM_BulletHead">Item has an unexpected status </span>- Items with a status such as Withdrawn must be checked in before checking out.</li>
|
||||
<li><span class="FM_BulletHead">Item is due at library closing time</span> - Allow the item to circulate overnight, or make the item due at closing time.</li>
|
||||
<li><span class="FM_BulletHead">Item is on reserve for two or more courses</span> - Select the course for which the item is being checked out, or select no course.</li>
|
||||
<li><a name="kanchor4149"></a><a name="IX_routed_serial_items"></a><span class="FM_BulletHead">Routed serial item</span> - If you try to check out a routed serial item, you receive an error message. Check the item in to change its circulation status from Routed to In (see <a href="../PPckin/Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>), and then check it out. Or, go to the Notes view on the linked Issue record and change the issue’s status to Returned or blank <a href="../../Serials/PSrecev/Change_an_issue_or_part_status.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Change an Issue or Part’s Status</span></a>). The item record’s circulation status will be changed to In.</li>
|
||||
<li><a name="kanchor4150"></a><a name="IX_dispenser_unit_warning"></a><a name="kanchor4151"></a><a name="IX_warning_message_at"></a><span class="FM_BulletHead">Dispensing unit</span> - If your library circulates certain items from a media dispenser, you may see an alert message (<b>Please retrieve items from the dispensing unit</b> or a similar message) when a dispenser item is checked out. Click <b>OK</b> to acknowledge the message, remind the patron to go to the dispenser unit to pick up the item, and continue. </li>
|
||||
<li><span class="FM_BulletHead">Resolve lost/billed item dialog box</span> - This dialog box appears when an item has been declared lost, but the item is found at circulation. See <a href="../PPlost/Resolve_a_lost-and-unpaid_item_at_circulation.htm#XREF_52854_Resolve_a_lost">Resolve a lost-and-unpaid item at circulation</a> and <a href="../PPlost/Resolve_a_lost-and-paid_item_at_circulation.htm#XREF_43460_Resolve_a_lost_and">Resolve a lost-and-paid item at circulation</a>.</li>
|
||||
</ul>
|
||||
<h2>Outreach Services Patrons</h2>
|
||||
<p><a name="kanchor4152"></a><a name="IX_messages_at_normal_check"></a><a name="kanchor4153"></a><a name="IX_Outreach_Services_patron"></a>You may see the following messages related to Outreach Services patrons.</p>
|
||||
<p>See <a href="../PPoutreach/Outreach_Services_Processing.htm#XREF_58531_Outreach_Services">Outreach Services Processing</a>.</p>
|
||||
<ul type="disc">
|
||||
<li>If a specific item has been checked out to an active outreach services patron in the past, a message appears. You can continue to check out the item, or cancel the check-out. </li>
|
||||
<li>Your library may display a prompt to update an active Outreach Services patron’s next service date if the item is not on the patron’s pick list. If you choose to update the next service date from the prompt, the patron’s Next Service Date and Last Service Date are updated based on the Outreach Services delivery schedule set for that patron. If no prompt is displayed, or if you choose not to update the service date, the patron’s next service date is not affected. </li>
|
||||
</ul>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_48833_Estimating_fines"></a>Estimate Fines from the Patron Status Workform - Claims View</h1>
|
||||
<p><a name="kanchor1109"></a><a name="IX_estimating_accrued_from"></a><a name="kanchor1110"></a><a name="IX_estimating_accrued_fines"></a>If your library has opted to include items in the estimated fine calculation that are declared or billed lost but the overdue fine has not yet been charged, and/or claimed items, you can estimate  for a patron on these items as well as others currently checked out. (The library may also choose to include estimated fines in the threshold calculation that determines if a patron should be blocked for overdue fines.) You can estimate  for a patron on items that are currently checked out, calculating the fines if the items were returned today or on a date you select. </p>
|
||||
<p>To estimate fines for a patron from the Patron Status workform - Claims view:</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Status workform (refer to <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>).</li>
|
||||
<li value="2">Select <b>View, Claims</b> or click <img alt="ClaimVuBtn00029.gif" style="width: 31;height: 18;" id="" src="ClaimVuBtn_31x18.gif" class="imginline" /> to display the Claims view.</li>
|
||||
<li value="3">Click the Estimated Fines icon <img alt="EstFinesIcon.gif" style="width: 22;height: 17;" id="image9" src="EstFinesIcon_22x17.gif" class="imginline" /> above the Claims list.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Estimated Fines dialog box opens. The dialog box shows the fine on each item and the total estimated fines if the items are returned today.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The displayed amount never exceeds the maximum fine limit per material type set up in Polaris Administration, even if the calculated amount is greater. That is, the patron is never charged more that the maximum fine limit.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">To view the estimated fines if the items are returned at a future date, click the calendar icon and use the calendar control to set the date; then click <b>Recalculate</b>.</li>
|
||||
<li value="5">Click <b>Print</b> to print the information on the printer specified for the workstation. </li>
|
||||
</ol>
|
||||
<p class="indent2">The information is formatted for a receipt printer and includes the title, author, due date, and estimated fine. Claimed (and lost items, if included in the calculation) are included in the printed information.</p>
|
||||
<h4>Related Information</h4>
|
||||
<p>You can also estimate fines from the Patron Status workform - Items Out view. See <a href="../PPuseacct/Estimate_fines_on_currently_checked_out_items.htm#XREF_48833_Estimating_fines">Estimate fines on currently checked out items</a>.</p>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPclaims/Make_a_claim.htm">Open topic with navigation</a>
|
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<h1><a name="XREF_24033_Make_a_claim"></a>Make a Claim</h1>
|
||||
<p>To assign a claim status to a patron’s checked-out item:</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Status workform. See: <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records.</a></li>
|
||||
<li value="2">Select <b>View </b>><b> Items Out</b> or click <img alt="Items Out button" style="width: 31;height: 18;" id="" src="ItemsOutBtn_31x18.gif" class="imginline" title="Items Out button" /> to display the Items Out view.</li>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If an item in the list is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<li value="3">Select the appropriate item or items from the Items Out list, and click <img alt="" style="width: 28;height: 18;" id="" src="pClaimsIcon_28x18.gif" class="imginline" /> above the list. To select more than one item, press <b>CTRL</b> and click the items.</li>
|
||||
<p>The Make Claim dialog box opens.</p>
|
||||
<li value="4">Select a claim status (<b>Claim Returned</b> or <b>Claim never had</b>) in the <b>Status</b> box and click <b>OK</b>.</li>
|
||||
<p>The Make Claim dialog closes and the <b>Items Out</b> view appears. The item or items no longer appear in the Items Out list because the item status has changed.</p>
|
||||
<p class="NoteShade"><a name="kanchor1732"></a><a name="IX_viewing_for_a_patron_1"></a><a name="kanchor1733"></a><a name="IX_viewing_for_a_patron"></a><b>Note:<br /></b>To view claimed and lost items, select <b>View</b> > <b>Claims</b> ;or click <img alt="" style="width: 29;height: 18;" id="" src="ClaimVuBtn_29x18.gif" class="imginline" /> to display the Patron Status workform - Claims view. You can link to an item record from the Claims view. Right-click the item in the Claims list, and select <b>Print</b> or <b>Item Record</b>.</p>
|
||||
<li value="5">If a message appears asking if you want to apply the claim status to all selected items, click <b>OK</b> to confirm that you want to apply the status.</li>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To resolve a claim, you must check in the item. After the claimed item is checked in, the item no longer appears in the Claims list.</p>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor1734"></a><a name="IX_reporting_for_a_branch"></a>Claimed Items report - The Claimed Items report lists Claimed Never Had and Claim Returned items, grouped by the items’ assigned branches. Patron information is included for each item. You can filter the report by organization. To access this report, select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut bar, and select <b>Cataloging </b>in the Polaris Reports dialog box. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Polaris_Basics/PIreports/Using_Polaris_Standard_Reports.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Using Polaris Standard Reports</span></a>.</MadCap:conditionalText></li>
|
||||
<li>Declare an item lost - See <a href="../PPlost/Managing_Lost_Items.htm#XREF_14110_Managing_Lost_Items">Managing Lost Items</a>.</li>
|
||||
<li>Claim Missing Parts - <a name="kanchor1735"></a><a name="IX_making"></a>Items with a claim type of Claim Missing Parts may appear on the Claims view of the Patron Status workform if the patron returned an item with a missing part. You can select the item and charge the patron for the missing parts or declare the item lost if the item must be removed from circulation. See <a href="Manage items with missing parts.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Manage Items with a Claim Missing Parts Status</span></a>.</li>
|
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="kanchor5589"></a>Manage Items with a Claim Missing Parts Status</h1>
|
||||
<p class="NoteShade"><b>Tip:</b>
|
||||
<br />You can search for items with a status of Claim Missing Part in the Find Tool by setting the <b>Search by</b> or <b>Limit by</b> option to <b>Circulation Status > Claim Missing Parts</b>.</p>
|
||||
<p>When a staff member uses the Special Item Check-in dialog box to check in multi-part items for which a part or parts are missing, she can update the items to a status of Claim Missing Parts. This blocks the item from being circulated; moves the item to the Claims view of the Patron Status workform; and generates a notice to the patron. See <a href="../PPckin/Check-in items with missing parts.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check In Items With Missing Parts</span></a>.</p>
|
||||
<p>If an item with a status of Claim Missing Parts is listed in the Claims view of the Patron Status workform, you can charge the patron for the missing part if the item is salvageable, or declare the item lost if it is not salvageable. You can also see the notification history regarding the item with a missing part.</p>
|
||||
<p>To manage items with a status of Claim Missing Parts:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Patron Status workform, and go to the Claims view.</li>
|
||||
<li value="2">Select an item with a Claim Type of <b>Claim Missing Parts</b>.</li>
|
||||
<li value="3">To see notices sent regarding this item, click the Notification history button <img src="notifhist_16x16.png" class="imginline" alt="" style="width: 16;height: 16;" />or press <b>CTRL+N</b>.</li>
|
||||
<li value="4">Charge the patron for the missing part or, if the item cannot be circulated, declare the item lost and charge for the total replacement cost:<ul><li>To declare the item lost and send a bill for the replacement charge to the patron, click <img alt="pLostIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 28;" id="image1" src="../PPlost/pLostIcon_29x28.gif" /> or press <b>CTRL+L </b>to display the Declare lost item dialog box, and enter the information for the unsalvageable item. See <a href="../PPlost/Declare_an_item_lost.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Declare an Item Lost</span></a>.</li><li>To charge the patron for the missing part and optionally send a bill, click the Check In/Charge button <img src="checkchrg_16x16.png" class="imginline" alt="" style="width: 16;height: 16;" />. The Charge for missing parts dialog box appears where you can enter the charge, reason, and notes. You can select the <b>Send a bill</b> checkbox and optionally add a message to be included on the bill. </li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note</b>:<br />If the patron has already been billed for the item, a message appears instructing you to check in the item using normal check in.</p>
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</blockquote>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_87172_Reset_a_patron_s"></a>Reset a Patron’s Total Claims Count</h1>
|
||||
<p><a name="kanchor1671"></a><a name="IX_resetting_patron_s_total"></a>Staff members with the appropriate permission can reset a patron’s total (lifetime) claim count to 0. This prevents the situation where a patron record might be permanently blocked for exceeding the total claim limit even when claims have been resolved satisfactorily.</p>
|
||||
<p> To reset a patron’s total claim count:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need the system-level Circulation permission <b>Patron claims: Reset total claim count: Allow</b> to do this procedure.</p>
|
||||
<ol>
|
||||
<li value="1">Display the patron’s record in the Patron Status workform (refer to <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>).</li>
|
||||
<li value="2">Select <b>View</b> > <b>Claims</b> or click <img style="width: 31;height: 18;" src="ClaimVuBtn_31x18.gif" class="imginline" alt="" /> to display the Claims view.</li>
|
||||
<li value="3">Click the Reset total claims icon <img style="width: 27;height: 18;" src="ResetClaimIcon_27x18.gif" class="imginline" alt="" /> above the claims list or press <b>ALT+C.</b> The option is not available if the total claims count is 0. </li>
|
||||
<p>The <b>Reset total claims?</b> confirmation message appears.</p>
|
||||
<li value="4">Click <b>OK</b> to confirm.</li>
|
||||
<p>The total claims counter is set to 0. (The current claims count is not affected.)</p>
|
||||
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<h1><a name="XREF_21373_Working_with_Claims"></a>Working with Claims</h1>
|
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<p><a name="kanchor1420"></a><a name="IX_overview_34"></a>You assign a claim status to an item when Polaris shows that an item is out, but the patron claims that she returned the item (Claim Returned) or never had the item (Claim Never Had). Polaris keeps track of a patron’s current claims and the total number of claims the patron has ever had.</p>
|
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<p>In Polaris Administration, the library sets limits for current and total claims. If a patron exceeds these limits, circulation is blocked for that patron. If you have the appropriate Circulation permission (<b>Patron claims: Reset total claim count: Allow</b>), you can reset a patron’s total claim count so that the patron record is not permanently blocked. See <a href="Reset_patrons_total_claims_count.htm#XREF_87172_Reset_a_patron_s">Reset a patron’s total claims count</a>.</p>
|
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<p>A Polaris Administration setting also controls whether fines are charged when an overdue claimed item is checked in or checked out. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPfines/Calculating_Overdue_Fines.htm#TOC_Fines_for_Claimed_Items" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Fines for Claimed Items</span></a>.</MadCap:conditionalText></p>
|
||||
<p>If your library includes items that are declared or billed lost but the overdue fine has not yet been charged, and/or claimed items in the estimated overdue fine calculation on checked-out items, you can estimate these from the Patron Status workform - Claims view. The library may also choose to include these estimated fines in the threshold calculation that determines if a patron should be blocked for overdue fines.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Make_a_claim.htm#XREF_24033_Make_a_claim">Make a claim</a>
|
||||
</li>
|
||||
<li><a href="Reset_patrons_total_claims_count.htm#XREF_87172_Reset_a_patron_s">Reset a patron’s total claims count</a>
|
||||
</li>
|
||||
<li><a href="../PPuseacct/Estimate_fines_on_currently_checked_out_items.htm#XREF_48833_Estimating_fines">Estimate fines on currently checked out items</a>
|
||||
</li>
|
||||
<li><a href="Manage items with missing parts.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Manage Items with a Claim Missing Parts Status</span></a>
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<h1><a name="XREF_37774_Add_instructors_to"></a>Add Instructors to a Course Reserve Record</h1>
|
||||
<p><a name="kanchor2355"></a><a name="IX_adding_to_course_reserve"></a><a name="kanchor2356"></a><a name="IX_adding_instructors"></a>Instructors must have existing patron records in your Polaris system. Once an instructor is associated with a course, the instructor can access course reserve information from the PAC patron account. </p>
|
||||
<p>To add one or more instructors to a course reserve record:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Cataloging</b> (or <b>Patron Services</b>), <b>Course Reserve Records</b> on the Polaris Shortcut Bar, or click <img alt="but_courseReserve.gif" style="width: 25;height: 18;" id="image6" src="but_courseReserve_25x18.gif" class="imginline" />.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Find Tool opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Search for the course reserve record with the Find Tool, and open the record from the results list.</li>
|
||||
</ol>
|
||||
<p class="indent2">See <a href="Setting_Up_Course_Reserve_Records.htm#XREF_84306_Finding_Existing">Finding Existing Course Reserve Records</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Click <img alt="NAddInstrIcon.gif" style="width: 19;height: 18;" id="image7" src="NAddInstrIcon_19x18.gif" class="imginline" /> to display the Add Instructors dialog box.</li>
|
||||
<li value="4">Input the patron barcode of the instructor, using one of the following methods:<ul type="disc"><li>Scan the barcode from the instructor’s library card, or type the barcode and press <b>ENTER</b>.</li><li>Click <b>Find</b> to display the Polaris Find Tool and search for the instructor’s patron record. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.</li></ul></li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To create more instructor links to the record, repeat the previous step until all the patron barcodes have been entered.</li>
|
||||
<li value="6">To designate an instructor as primary or alternate, select the instructor and select <b>Primary</b> or <b>Alternate</b> in the <b>Designation</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The default setting is <b>Primary</b>. If you select multiple instructors, all receive the same designation.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">To input a note, select the instructor and type the text in the <b>Note</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you select multiple instructors, the same note is added for each one.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Click <b>OK</b> to submit your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Instructors view lists the instructors. The status bar indicates that the link has been created. In all the patron records you added as instructors, the <b>Instructor</b> checkbox is checked to indicate the link with a course reserve record.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor2357"></a><a name="IX_See_also_course_reserves"></a><a name="kanchor2358"></a><a name="IX_designating_from_patron"></a><span class="FM_BulletHead">Designate an instructor from a patron record</span> - From an open patron record, select <b>Tools</b>, <b>Add to Course Reserve</b>. Use the Find Tool to identify and select the course reserve record.</li>
|
||||
<li><a name="kanchor2359"></a><a name="IX_editing_notes_and"></a><a name="kanchor2360"></a><a name="IX_editing_instructor_notes"></a><span class="FM_BulletHead">Edit Notes and Designation</span> - In the Instructors view of the Course Reserve record, select the instructor, click <img alt="NEditInstrIcon.gif" style="width: 17.405pt;height: 18.931pt;margin-bottom: -7.000pt;" id="image9" src="NEditInstrIcon.gif" /> and edit the information.</li>
|
||||
<li><a name="kanchor2361"></a><a name="IX_deleting_from_course"></a><a name="kanchor2362"></a><a name="IX_deleting_instructors_from"></a><span class="FM_BulletHead">Remove an instructor</span> - In the Instructors view of the Course Reserve record, select the instructor, and click <img alt="NDeleteInstrIcon.gif" style="width: 18.142pt;height: 15.931pt;margin-bottom: -4.000pt;" id="image10" src="NDeleteInstrIcon.gif" /> to delete the link with the instructor’s patron record.</li>
|
||||
<li><a name="kanchor2363"></a><a name="IX_editing_addresses_1"></a><span class="FM_BulletHead">Instructor’s address</span> - The instructor’s address in the Course Reserve record is taken from the <b>Office </b>address fields in the patron record. If no office address exists, the address is taken from the <b>Home</b> address fields, or from the first address available if there is no <b>Home</b> address. You can edit the office address in the patron record, and the changes are displayed in the course reserve records to which the instructor’s patron record is linked.</li>
|
||||
<li><a name="kanchor2364"></a><a name="IX_opening_associated"></a><span class="FM_BulletHead">Open a course reserve record from patron search results</span> - In the Find Tool results list, right-click the instructor’s patron record and select <b>Links, Existing, Course Reserves</b> from the context menu. The associated records open.</li>
|
||||
<li><a name="kanchor2365"></a><a name="IX_opening_linked"></a><span class="FM_BulletHead">Open an instructor’s record from course reserve search results</span> - In the Find Tool results list, right-click the course reserve record and select <b>Links, Existing, Instructors</b>. The associated patron records open.</li>
|
||||
<li><a name="kanchor2366"></a><a name="IX_opening_associated_1"></a><span class="FM_BulletHead">Open a course reserve record from an instructor’s patron record </span>- In the instructor’s patron record, select <b>Links, Course Reserves</b>.</li>
|
||||
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|
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|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPcourseres/Circulating_Reserved_Items.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_33132_Circulating"></a>Circulating Reserved Items</h1>
|
||||
<p><a name="kanchor2992"></a><a name="IX_circulation_overview"></a>Reserve items may circulate like any other items, but their loan period and fine rates are generally adjusted.  For example, a book that normally circulates for two weeks might be limited to three hours or overnight when placed on reserve. The Reserve Item view of the item record shows the reserve circulation settings.</p>
|
||||
<h2><a name="TOC_Reserve_Item_Check_Out"></a>Reserve Item Check-Out</h2>
|
||||
<p><a name="kanchor2993"></a><a name="IX_check_out_1"></a>You check out reserve items following the same general procedures as for any other check-out operation (see <a href="../PPckout/Check-Out_and_Renewal.htm#XREF_63116_Checking_Out">Check-Out and Renewal</a>). When a reserve item is checked out, the transaction is recorded in the circulation counters in the Reserve Item view of the item record, as well as the circulation counters in the primary item record.</p>
|
||||
<p>The following special situations may apply to reserve items:</p>
|
||||
<ul type="disc">
|
||||
<li>An item is on reserve for more than one course - When you check out an item that is on reserve for more than one course, a dialog box displays. Select the course for which the item is being checked out, and click OK. It is possible to choose No course. In this case, the reserve item circulation settings still govern the due date calculation, and the item counts toward the total number of reserved items a patron may check out, but the transaction is not added to the reserve item’s circulation statistics.</li>
|
||||
<li>An item is limited to library use - If the reserve item is limited to in-library use only, a message warns you that the item should not leave the library.</li>
|
||||
<li>Patron block on reserve items - A block message may appear if the patron has exceeded the limit on the number of reserved items that can be checked out. This limit is set in Polaris Administration. </li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Reserve_Item_Check_In"></a>Reserve Item Check-In</h2>
|
||||
<p><a name="kanchor2994"></a><a name="IX_check_in_2"></a>You check in reserve items following the same general procedures as for any other check-in operation. See <a href="../PPckin/Check-In.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check-In</span></a>. During check-in, if an item has a reserve status of <b>On Reserve</b> or <b>Permanent Reserve</b>, a message informs you what course the item is reserved for, so that you can put it aside for proper shelving.</p>
|
||||
<h2><a name="TOC_Offline_Circulation_for"></a>Offline Circulation for Reserve Items</h2>
|
||||
<p><a name="kanchor2995"></a><a name="IX_offline_circulation_1"></a>For offline circulation, the following special situations apply to reserve items:</p>
|
||||
<ul type="disc">
|
||||
<li>Circulation statistics - If a reserve item is on reserve for more than one course, the check-out is recorded with the first course to which the item is linked. A message is written to the log file during upload.</li>
|
||||
<li>An item is limited to library use - When a reserve item is checked out offline, but the item is limited to in-library use only, a message is written to the log file during upload.</li>
|
||||
<li>Patron block on reserve items - When a reserve item is checked out offline, but the patron has exceeded the limit on the number of reserved items that can be checked out, a message is written to the log file during upload.</li>
|
||||
<li>Check-in - When a reserve item is checked in using offline mode, a message is written to the log file during upload that identifies the item as a reserve item.</li>
|
||||
</ul>
|
||||
<h2><a name="TOC_Self_Check_Circulation"></a>Self-Check Circulation for Reserve Items</h2>
|
||||
<p><a name="kanchor2996"></a><a name="IX_self_check_circulation"></a>For self-check circulation, the following special situations apply to reserve items:</p>
|
||||
<ul type="disc">
|
||||
<li>An item is linked to more than one course - If a reserve item is on reserve for more than one course, the check-out is blocked. A message refers the patron to the staff circulation desk for check-out. </li>
|
||||
<li>An item is limited to library use - When a reserve item is limited to in-library use only, the check-out is blocked.</li>
|
||||
<li>Patron block on reserve items - If the patron has exceeded the limit on the number of reserved items that can be checked out, the check-out is blocked.</li>
|
||||
</ul>
|
||||
</div>
|
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</div>
|
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<div id="footer">
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_38327_Create_a_new"></a>Create a New Course Reserve Record</h1>
|
||||
<p><a name="kanchor1069"></a><a name="IX_creating_7"></a>You can create and save course records in advance, without linking any reserve items or instructors to them. Then, as a new term or semester begins, you can place items on reserve for the courses as the instructors provide lists of items already in the library collection, or provide actual materials. </p>
|
||||
<p>To create a new course reserve record:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you will use much of the same information for many course reserve records, use a course reserve record template as the basis for new records. See <a href="Create_and_use_a_course_reserve_template.htm#XREF_80887_Create_and_use_a">Create and use a course reserve template</a>.</p>
|
||||
<p class="NoteShade"><b>Tip: <img alt="pbut_new.gif" style="margin-bottom: -4.000pt;width: 29;height: 27;" id="image0" src="pbut_new_29x27.gif" /><br /></b>Click to display the New dialog box, or press <b>CTRL+N</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The New dialog box appears.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also create a new record by selecting <b><b>File </b>><b> New</b></b> from an open Course Reserve workform.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Course Reserve </b>in the <b>Objects</b> box, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Instructors view of the Course Reserve workform appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">If necessary, select a record owner in the <b>Owner</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The default is the branch where your workstation is located. Select another branch in the system, if appropriate.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Specify course information with one of the following methods:<ul type="disc"><li><span class="FM_BulletHead">Select from a list of courses</span> - Select <b>Tools</b> > <b>Display All Available Courses</b>. The Available Courses dialog box appears. The available courses depend on which branch is designated in the <b>Owner</b> box. Select a course, and click <b>OK</b>. Course information from the course you selected fills the workform.</li><li><span class="FM_BulletHead">Select from pre-set options</span> - Select the options from these lists: <b>Name</b> (required); <b>Number; Section. </b>When you select a name from the list, the <b>Abbreviation</b> field is automatically filled if an abbreviation has been set up for the course name. Different options may be available for different branches. The available options depend on which branch is designated in the <b>Owner</b> box.</li><li><span class="FM_BulletHead">Type the course information</span> - Select <b>Tools</b> > <b>Add New Course Information</b>. The Add New Course Information dialog box appears. Type the course information in the appropriate fields, and click <b>OK</b>. The Add New Course Information dialog box closes, and the information you typed is added to the Course Reserve workform.</li></ul></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You must have the permission <b>Course reserve records: Create</b>, set in Polaris Administration, to use this method.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Select a course status in the <b>Status</b> box:<ul type="disc"><li>Select <b>Active</b> if you will be adding items for the current term or year. If the course reserve record is <b>Active</b>, patrons can search for it in the PAC.</li><li>Select <b>Inactive</b> if you are creating the record to use at another time. If the status is <b>Inactive</b>, the record is not available for PAC searches.</li></ul></li>
|
||||
<li value="6">Select the appropriate options from the <b>School/Division</b>, <b>Department</b>, and <b>Term/Year</b> lists, if you want to set these options.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you select a <b>Term/Year</b> option, the <b>Start Date</b> and <b>End Date</b> boxes are automatically filled in.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">(Optional) Fill in the following fields:<ul type="disc"><li><b>Alternate Name</b> - You can specify an alternate or common name for the course, and use the Find Tool to search for the course reserve record by this name.</li><li><b>Student count </b>- Number of students in the course</li><li><b>Public Note</b> - Type any free-text note in this box. This note is displayed in PAC search results for the course reserve record.</li><li><b>Non-public note</b> - Type any free-text note in this box. This note is displayed for the course reserve record in the staff client only.</li></ul></li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Select <b>File </b>><b> Save</b> to save the record.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor1070"></a><a name="IX_duplicate_detection_1"></a><b>Note:<br /></b>When you save the course reserve record, Polaris checks for duplicate records based on the combination of course name, course number, and section number for the owning branch. If there is a duplicate record, a message is displayed.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9">If you want to designate instructors for this course at this time, click the Add Instructor icon to display the Add Instructor dialog box. See <a href="Add_instructors_to_a_course_reserve_record.htm#XREF_37774_Add_instructors_to">Add instructors to a course reserve record</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="NAddInstruc.gif" style="margin-bottom: 0.000pt;width: 358;height: 101;" id="image3" src="NAddInstruc_358x101.gif" /> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="10">If you want to place items on reserve for this course at this time, select <b>View</b> > <b>Reserve Items</b> or click <span style="font-size: 9.0pt;"><img alt="NResItemViewIcon.gif" style="margin-bottom: -8.603pt;width: 26;height: 26;" id="image4" src="NResItemViewIcon_26x26.gif" /></span> to display the Reserve Items view, and click the Add Items icon. See <a href="Place_items_on_reserve_from_a_course_reserve_record.htm#XREF_27556_Place_items_on">Place items on reserve from a course reserve record</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="NAddItem.gif" style="margin-bottom: 0.000pt;width: 358;height: 104;" id="image5" src="NAddItem_358x104.gif" /> </p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor1071"></a><a name="IX_deleting_8"></a><span class="FM_BulletHead">Deleting course reserve records</span> - Open the existing course record and select <b>File</b> > <b>Delete</b>, or right-click the record in a Find Tool results list and select <b>Delete</b> from the context menu. You cannot delete a course reserve record that has reserved items linked to the record.</li>
|
||||
<li><a name="kanchor1072"></a><a name="IX_repeated_courses"></a><span class="FM_BulletHead">Repeated courses</span> - If the same course is taught every term, you can create a course reserve record for each term, and transfer the items from one course to the next at the end of the term. See <a href="Transfer_a_reserve_item_to_a_different_course.htm#XREF_25387_Transfer_a_reserve">Transfer a reserve item to a different course</a>. Another method is to use a single course record, changing the Term/Year setting at the end of each term. When you change the Term/Year setting, the Start Dates and End Dates of all the reserved items for the course are automatically updated.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If a course is taught frequently, but not necessarily every term, you can set the course reserve status to Inactive at the end of the term. The status of the reserved items for the course automatically changes to Not Reserved. When the course is taught again, you can reactivate the course and the reserve items.</p>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPcourseres/Create_a_reserve_item_template.htm">Open topic with navigation</a>
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<h1><a name="XREF_17666_Create_a_reserve"></a>Create a Reserve Item Template</h1>
|
||||
<p><a name="kanchor3683"></a><a name="IX_creating_9"></a><a name="kanchor3684"></a><a name="IX_reserve_item"></a><a name="kanchor3685"></a><a name="IX_creating_templates_1"></a><a name="kanchor3686"></a><a name="IX_creating_reserve_item"></a>Templates can simplify the creation of new reserve item records.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need a special <b>Reserve on the fly </b>template for creating reserve item records for temporary or instructor-owned materials. See <a href="Place_uncataloged_material_on_reserve.htm#XREF_98601_Place_an">Place uncataloged material on reserve</a>.</p>
|
||||
<p class="NoteShade"><b>Tip: <img alt="pbut_new00105.gif" style="margin-bottom: -4.000pt;width: 29;height: 27;" id="image30" src="pbut_new00105_29x27.gif" /><br /></b>Click to display the New dialog box, or press <b>CTRL+N</b>.</p>
|
||||
<p> To create a reserve item template:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar. The New dialog box appears.</li>
|
||||
<li value="2">Select <b>Reserve Item Template</b> in the Objects list, and click <b>OK</b>. The template workform appears.</li>
|
||||
<li value="3">Fill in the workform, as necessary. See <a href="Placing_Items_on_Reserve.htm#XREF_86314_Reserve_Item">Reserve Item Records</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor3687"></a><a name="IX_Start_Date_and_End_Date"></a><b>Note:<br /></b><b>Start Date</b> and <b>End Date</b> values are optional. You might specify values in these fields if the reserve period for items that use this template is different from the start and end dates for a course. If you leave these values blank in both the template and the reserve item record, the course start date and end date define the reserve period for the item. In any case, you can edit the dates in the reserve item record. The reserve period for an item can be different for each course to which it is linked.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select <b>File </b>><b> Save </b>to save the template.</li>
|
||||
</ol>
|
||||
<p class="indent2">The status bar indicates that the template was saved successfully.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can use the Find Tool to search for and open an existing template. Select <b>Cataloging</b> > <b>Templates</b>, <b>Reserve item</b>.</p>
|
||||
<h4>Related Information</h4>
|
||||
<p><a name="kanchor3688"></a><a name="IX_permanent_reserve_items"></a><a name="kanchor3689"></a><a name="IX_permanent_reserve_item"></a><span class="FM_BulletHead">Permanent Reserve templates</span> - If you have many items on permanent reserve, you may find it useful to create a separate template for these items. Specify any preferred settings in the template, and set the status to <b>Permanent Reserve</b>.</p>
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<h1><a name="XREF_80887_Create_and_use_a"></a>Create and Use a Course Reserve Template</h1>
|
||||
<p><a name="kanchor5685"></a><a name="IX_course_reserve_record"></a><a name="kanchor5686"></a><a name="IX_creating_templates"></a>If you use much of the same information for many course reserve records, a template can simplify the creation of new records. To create a course reserve record template, and use the template to create new records:</p>
|
||||
<p class="NoteShade"><b>Tip: <img alt="pbut_new00101.gif" style="margin-bottom: -4.000pt;width: 29;height: 27;" id="image11" src="pbut_new00101_29x27.gif" /><br /></b>Click to display the New dialog box, or press <b>CTRL+N</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The New dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Course Reserve Template</b> in the Objects list, and click <b>OK</b>. </li>
|
||||
</ol>
|
||||
<p class="indent2">The template workform appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Fill in the template, as necessary. See <a href="Create_a_new_course_reserve_record.htm#XREF_38327_Create_a_new">Create a new course reserve record</a>.</li>
|
||||
<li value="4">Select <b>File </b>><b> Save </b>to save the template.</li>
|
||||
</ol>
|
||||
<p class="indent2">The status bar indicates that the template was saved successfully. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To create new records based on the template, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>File</b> > <b>New</b> from the Polaris Shortcut Bar to display the New dialog box.</li><li value="2">Select <b>Course Reserve Record</b> in the Objects list. The New dialog box expands with the existing templates in the Choose Template list.</li><li value="3">Select <b>Existing Template</b>. The templates become available for selection.</li><li value="4">Select your template in the Choose Template list, and click <b>OK</b>. The template workform appears.</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you are setting up many similar course reserve records, you can designate an existing template as the default course reserve template for the session. Select the template, and select <b>Make session default</b>. For subsequent new course reserve records, select <b>Use Default Template</b>. To remove the session default designation, select <b>Clear session default</b>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="5">
|
||||
<li value="5">Edit the record and select <b>File </b>><b> Save</b> to save it.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also use the Find Tool to search for an existing template. Select <b>Cataloging</b> (or <b>Patron Services</b>), <b>Templates</b>, <b>Course Reserve</b>. Right-click the template in the results list. From the context menu, you can open the template, or select <b>Create</b> to create a new course reserve record based on the selected template.</p>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_65321_Deactivate_a"></a>Deactivate a reserve item</h1>
|
||||
<p><a name="kanchor4167"></a><a name="IX_deactivating"></a>You can deactivate items that frequently go on and off reserve. When you deactivate a reserve item, the item is taken off reserve for a course, but the reserve item settings are stored so they can be readily used again. Use one of the following methods to deactivate a reserve item:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To deactivate a reserve item, the item’s reserve status must be On Reserve, and the circulation status must be In (except ILL items, which cannot have a status of In).</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task">From the Course Reserve record, Items view: Right-click the On Reserve item in the Reserve items list, and select <b>Deactivate</b> from the context menu (or click <img alt="pReactivateIcon00106.gif" style="width: 29;height: 18;" id="image33" src="pReactivateIcon00106_29x18.gif" class="imginline" />.)</p>
|
||||
</li>
|
||||
</ul>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task">From the item record, Reserves view: In the Linked courses list, right-click the course for which you want to deactivate the item, and select <b>Deactivate</b> from the context menu.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p>The Start Date and End Date values for the reserve item in effect for this course are removed, and the reserve status changes to Not Reserved. If the item is not on reserve for any other course, the primary circulation settings become active. If the item is not on reserve for any other course, the assigned branch for the reserved item is different from the primary assigned branch, and the item should be returned to the library collection, Polaris displays a message that the item should be returned to its primary branch. The primary circulation settings become active, and the primary circulation status changes to In Transit.</p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<p><a name="kanchor4168"></a><a name="IX_reactivating_1"></a><a name="kanchor4169"></a><a name="IX_reactivating_items"></a><span class="FM_BulletHead">Reactivate an item</span> - From the Course Reserve record (Items view), right-click the Not Reserved item in the Reserve items list, and select <b>Reactivate</b> from the context menu (or select the item and click <img alt="pReactivateIcon00107.gif" style="width: 29;height: 18;" id="image34" src="pReactivateIcon00107_29x18.gif" class="imginline" />.) From the item record (Reserves view), in the Linked courses list, right-click the course for which you want to reactivate the item, and select <b>Reactivate</b> from the context menu. The course must be Active. The reserve period for the item is set to the course reserve record start and end dates.</p>
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<h1><a name="XREF_58531_Managing_Course"></a>Managing Course Reserves</h1>
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<p><a name="kanchor3840"></a><a name="IX_course_reserves_overview"></a>If your Polaris system includes course reserve functions, you can place materials on reserve for use in a class during a semester or term. Materials can be taken from the regular collection and placed on reserve, or instructors may bring in personal material to be placed on reserve. The items may circulate outside the library, or within the library only.</p>
|
||||
<p>Polaris uses special course reserve records to process course reserves. These store information about the courses for which items are placed on reserve. In addition, Polaris handles the reserved items through reserve item “records,” which are views of Polaris item records for materials placed on reserve. The reserve item record can carry its own circulation settings, which may be different from those in effect if an item is taken off reserve and returned to the regular collection. Staff and patrons can search for course records and reserve materials from the staff client and the PAC.</p>
|
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<p class="NoteShade"><b>Note:<br /></b>3M ebooks cannot be placed on course reserve.</p>
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<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../EContent Integration/EContentPAC/Managing_EContent_in_the_PAC.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Managing Integrated EContent in the PAC</span></a>.</MadCap:conditionalText>
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<p>See also:</p>
|
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<ul type="disc">
|
||||
<li><a href="Setting_Up_Course_Reserve_Records.htm#XREF_91949_Setting_Up_Course">Setting Up Course Reserve Records</a>
|
||||
</li>
|
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<li><a href="../PPoutreach/Processing_Outreach_Services_Items.htm#XREF_57113_Placing_Items_on">Placing Items on Reserve</a>
|
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|
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<li><a href="Circulating_Reserved_Items.htm#XREF_33132_Circulating">Circulating Reserved Items</a>
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<li><a href="Taking_Items_Off_Reserve.htm#XREF_11140_Taking_Items_Off">Taking Items Off Reserve</a>
|
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<li><a href="Sending_Course_Reserve_Notices.htm#XREF_59891_Sending_Course">Sending Course Reserve Notices</a>
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<li><a href="Reports_for_Course_Reserves.htm#XREF_86144_Reports_for_Course">Reports for Course Reserves</a>
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<h1><a name="XREF_58057_Place_cataloged"></a>Place Cataloged Items on Reserve from an Item Record</h1>
|
||||
<p><a name="kanchor3835"></a><a name="IX_adding_to_a_course"></a><a name="kanchor3836"></a><a name="IX_reserving_items_from_an"></a>To place cataloged materials on reserve by working from the Item Record workform:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Right-click the item in the Find Tool results list, and select <b>Add to Course Reserve</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Cataloging, Item Records</b> to search for the item record with the Find Tool, and open the record from the results list.</li>
|
||||
<li value="2">Select <b>Tools</b>, <b>Add to Course Reserve</b> <b>Record.</b></li>
|
||||
</ol>
|
||||
<p class="indent2">The Add to Course Reserve dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Specify the course reserve record for which the item is to be placed on reserve, by following these steps:<ol style="list-style-type: lower-alpha;"><li value="1">On the Course & Item tabbed page, click <b>Find Course</b> to display the Polaris Find Tool.</li><li value="2">Search for the course reserve record.</li><li value="3">Right-click the course reserve record in the results list, and choose <b>Select</b> from the context menu.</li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">The Find Tool closes, and information from the selected course reserve record fills the course fields in the Add to Course Reserve dialog box.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Specify the circulation settings for the reserve item using one of these methods:<ul type="disc"><li>On the Course & Item tabbed page, specify the circulation information in the Reserve circulation section of the dialog box. For more information about these settings, see <a href="Placing_Items_on_Reserve.htm#XREF_86314_Reserve_Item">Reserve Item Records</a>.</li><li>If you want to use a reserve item template to set the circulation values in the reserve item record, click <b>Find Template</b> to display the Polaris Find Tool and search for the template. For more information about reserve item templates, see <a href="Create_a_reserve_item_template.htm#XREF_17666_Create_a_reserve">Create a reserve item template</a>.</li></ul></li>
|
||||
<li value="5">Select the <b>Disposition</b> tab in the Add to Course Reserve dialog box, and edit the disposition settings as needed. For more information about these settings, see <a href="Placing_Items_on_Reserve.htm#XREF_86314_Reserve_Item">Reserve Item Records</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">You can use the <b>Note</b> field for information about specific chapters or pages required for a particular course.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">Click <b>OK</b> to submit your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">The status bar indicates that the link has been created, and the selected course is displayed in the Linked Courses list on the Reserves view of the item record.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">To edit the circulation settings for the reserve item, select <b>View</b>, <b>Reserve</b> or click <img alt="pResItemVwIcon.gif" style="width: 27;height: 18;" id="image23" src="pResItemVwIcon_27x18.gif" class="imginline" /> on the Item Record workform.</li>
|
||||
</ol>
|
||||
<p class="indent2">For more information about reserve item settings, see <a href="Placing_Items_on_Reserve.htm#XREF_86314_Reserve_Item">Reserve Item Records</a>.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor3837"></a><a name="IX_searching_for"></a><span class="FM_BulletHead">Searching for reserve item records</span> - Select <b>Cataloging</b>, <b>Reserve Item Records</b> to search for a reserve item record (for example, by title). You can open a reserve item record from the results list. The results list also includes the course name, course number, reserve status, and instructor. If a reserve item is linked to more than one course, the Course Name field indicates <b>Multiple</b> and the other course fields are blank. Right-click the reserve item in the results list, and select <b>Links</b> from the context menu to access the associated course reserve records.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can limit searches for reserve item records by assigned branch, in addition to other options. The assigned branch is the assigned branch for the reserve item, which may differ from the assigned branch for the item when it is not on reserve.</p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor3838"></a><a name="IX_editing_dates_and_notes"></a><span class="FM_BulletHead">Editing reserve item settings for a particular course</span> - You can edit the <b>Start Date</b>, <b>End Date</b>, and <b>Note</b> for an item as it relates to a particular course, after the item has been placed on reserve.  In the Reserve Items view of the course reserve record, right-click the item and select <b>Edit Linked Information</b> from the context menu. In the Reserve view of the item record, right-click the course and select <b>Edit Linked Information</b> from the context menu. A dialog box is displayed where you can edit the start date, end date, and note.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the course reserve record’s Term/Year setting is changed, the reserved item’s Start Date and End Date are automatically updated. Edit the reserve item’s dates if you need to set values different from the new course dates.</p>
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<h1><a name="XREF_27556_Place_items_on"></a>Place Items on Reserve from a Course Reserve Record</h1>
|
||||
<p><a name="kanchor3709"></a><a name="IX_adding_items"></a>If you have a stack of items already pulled from the shelves, ready to place on reserve for one course, this method may be the most efficient. To place items on reserve by linking to the item records from an open course reserve record:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Cataloging</b>, <b>Course Reserve Records </b>(or <b>Patron Services</b>, <b>Course Reserve Records</b>) to search for the course reserve record with the Find Tool, and open the record from the results list.</li>
|
||||
<li value="2">Select <b>View, Items</b> or click <img alt="NResItemViewIcon00102.gif" style="width: 29;height: 18;" id="image16" src="NResItemViewIcon00102_29x18.gif" class="imginline" /> to display the Reserve Items view.</li>
|
||||
<li value="3">Click the Add Items icon <img alt="NAddItemIcon.gif" style="width: 26;height: 18;" id="image17" src="NAddItemIcon_26x18.gif" class="imginline" /> above the Reserve items list.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Add Items dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Specify an item or items to add by one of the following methods:<ul type="disc"><li>Scan or type the item barcode in the <b>Items</b> box.</li><li>Click <b>Find</b> to open a Find Tool, and search for and select the item record.</li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If an item in the list is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
</blockquote>
|
||||
<p class="indent2">The Items list displays the items you selected.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To set circulation values for the reserve item from a template, follow these steps:</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can set or edit circulation values after the reserve item is added to the course. See step 7.</p>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;">
|
||||
<li value="1">Click <b>Find</b> in the Template area of the dialog box. The Find Tool appears.</li>
|
||||
<li value="2">Search for and select a reserve item template. For more information about reserve item templates, see <a href="Create_a_reserve_item_template.htm#XREF_17666_Create_a_reserve">Create a reserve item template</a>.</li>
|
||||
<li value="3">Click <b>OK</b>.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<p class="indent2">The Add Item dialog box closes. The Reserve items list in the Course Reserve workform displays the linked item. The status bar indicates that the link has been created.</p>
|
||||
<p class="indent2">In all the item records you placed on reserve, you can see the Reserve Item settings by selecting <b>View</b>, <b>Reserve</b>. For more information about reserve item settings, see <a href="Placing_Items_on_Reserve.htm#XREF_86314_Reserve_Item">Reserve Item Records</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">To set or edit circulation values for a reserve item, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Double-click the item in the Reserve items list on the Course Reserve workform. The Reserves view of the item record appears.</li><li value="2">Set the circulation values in the Reserve Holding Detail section of the Reserves view, and click <b>File</b>, <b>Save</b>.</li></ol></li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Uncataloged material </span>- You can place temporary or instructor-owned items on reserve by creating item and bibliographic records on-the-fly from the course reserve record. See <a href="Place_uncataloged_material_on_reserve.htm#XREF_98601_Place_an">Place uncataloged material on reserve</a>.</li>
|
||||
<li><a name="kanchor3710"></a><a name="IX_editing_reserve_item"></a><span class="FM_BulletHead">Editing reserve item settings</span> - You can edit the <b>Start Date</b>, <b>End Date</b>, and <b>Notes</b>, after the item has been placed on reserve. In the Reserve Items view of the course reserve record, right-click the item and select <b>Edit Linked Information</b> from the context menu (or select the item and click <img alt="nEditItem.gif" style="width: 19.531pt;height: 18.028pt;margin-bottom: -8.000pt;" id="image19" src="nEditItem.gif" />). In the Reserve view of the item record, right-click the course and select <b>Edit Linked Information</b> from the context menu.</li>
|
||||
<li><span class="FM_BulletHead">Transferring items</span> - You can transfer reserve items from one course to another. See <a href="Transfer_a_reserve_item_to_a_different_course.htm#XREF_25387_Transfer_a_reserve">Transfer a reserve item to a different course</a>.</li>
|
||||
<li><a name="kanchor3711"></a><a name="IX_inactive_courses"></a><span class="FM_BulletHead">Inactive Courses</span> - If the course status is Inactive, all items added to the course reserve record have a status of Not Reserved, regardless of the default or template setting for the reserve item status. If the course status changes to Active, you can edit the status of the reserved items to On Reserve. Select the item in the Reserve Items view of the course reserve record and click <img alt="pReactivateIcon.gif" style="margin-bottom: -8.000pt;width: 29;height: 27;" id="image20" src="pReactivateIcon_29x27.gif" />.</li>
|
||||
<li><a name="kanchor3712"></a><a name="IX_repeated_courses_1"></a><span class="FM_BulletHead">Repeated courses</span> - If the same course is taught every term, you can create a course reserve record for each term, and transfer the items from one course to the next at the end of the term. See <a href="Transfer_a_reserve_item_to_a_different_course.htm#XREF_25387_Transfer_a_reserve">Transfer a reserve item to a different course</a>. Another method is to use a single course record, changing the Term/Year setting at the end of each term. When you change the Term/Year setting, the Start Dates and End Dates are automatically updated for all the reserved items for the course.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If a course is taught frequently, but not necessarily every term, you can set the course reserve status to Inactive at the end of the term. The status of the reserved items for the course automatically changes to Not Reserved. When the course is taught again, you can reactivate the course and the reserve items.</p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor3713"></a><a name="IX_opening_linked_item_1"></a><span class="FM_BulletHead">Opening reserve item records from course reserve search results</span> - In the Find Tool results list, right-click the course reserve record and select <b>Links, Existing, Items</b>. The associated records open.</li>
|
||||
<li><a name="kanchor3714"></a><a name="IX_opening_from_linked_item"></a><span class="FM_BulletHead">Open course reserve records from reserve item records </span>- In the item record, select <b>Links, Course Reserves</b>.</li>
|
||||
</ul>
|
||||
</div>
|
||||
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|
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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 Multiple Cataloged Items on Reserve from a Record Set</h1>
|
||||
<p><a name="kanchor5086"></a><a name="IX_reserving_multiple_items"></a>If all the items to be reserved have item records, you can place multiple items on reserve for a course:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information about creating temporary item records for instructor-owned materials, see <a href="Place_uncataloged_material_on_reserve.htm#XREF_98601_Place_an">Place uncataloged material on reserve</a>.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can place multiple cataloged items on reserve from a Find Tool results list. Right-click the items in the list and select <b>Add to Course Reserve</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">Create a record set of the item records you want to place on reserve. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Polaris_Basics/PIrecsets/Creating_and_Using_Record_Sets.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Creating and Using Record Sets</span></a>.</MadCap:conditionalText></li>
|
||||
<li value="2">In the Record Set workform, select <b>Edit</b>, <b>Select All</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">All the items in the item list for the record set are highlighted.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Right-click in the item list, and select <b>Add to Course Reserve</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Add to Course Reserve Record dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Specify the course reserve record to which you want to link these items, and the reserve circulation settings for the items. For details, see <a href="Place_cataloged_items_on_reserve_from_an_item_record.htm#XREF_58057_Place_cataloged">Place cataloged items on reserve from an item record</a>.</li>
|
||||
<li value="5">Click <b>OK</b> to confirm your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">The status bar indicates that the links have been created, and the selected course is displayed in the Linked Courses list on the Reserves view of each item record in the record set.</p>
|
||||
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_98601_Place_an"></a>Place Uncataloged Material on Reserve</h1>
|
||||
<p><a name="kanchor1708"></a><a name="IX_creating_8"></a><a name="kanchor1709"></a><a name="IX_placing_uncataloged"></a>You may need to place an item on reserve that is not cataloged in the Polaris database, such as material supplied by an instructor. When you place an uncataloged item on reserve, you create minimal level item and bibliographic records on-the-fly, according to an on-the-fly item record template you set up in advance.</p>
|
||||
<p> To place uncataloged material on reserve:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You need an item record template named <b>Reserve on the fly</b> to create reserve items on the fly for uncataloged materials. Do step 1 of the procedure below to create the template.</p>
|
||||
<ol>
|
||||
<li value="1">(One time only.) Create the Reserve on the fly item template by following these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Select <b>File </b>><b> New</b> from the Polaris Shortcut Bar to display the New dialog box.</li><li value="2">Select <b>Item Template</b> from the Objects list, and click <b>OK</b>. The Item Template workform appears.</li><li value="3">Type <b>Reserve on the fly</b> in the <b>Name</b> box.</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Type the name <b>Reserve on the fly </b>exactly as it appears here.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="4">
|
||||
<li value="4">Select <span class="FM_Emphasis">your branch</span> (not yourself) in the <b>Template owner</b> box.</li>
|
||||
<li value="5">Set circulation, location, and request parameters as you would for a normal item.</li>
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the template.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Cataloging </b>(or <b>Patron Services</b>), <b>Course Reserve Records</b> to search for the course reserve record with the Find Tool, and open the record from the results list.</li>
|
||||
<li value="3">Select <b>View, Reserve Items</b> or click <img alt="NResItemViewIcon00103.gif" style="width: 24;height: 18;" id="image25" src="NResItemViewIcon00103_24x18.gif" class="imginline" /> to display the Items view.</li>
|
||||
<li value="4">Select the Create Item icon above the Reserve items list.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Brief Item Entry dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Specify the following information on the Brief Item Entry dialog box:<ul type="disc"><li><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Item barcode</b></li><li><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Title</b></li><li><b>Author </b>(optional)</li><li><b style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Call number</b></li><li>Any free text block, if appropriate</li><li>Circulation settings (<b>Material Code</b>, <b>Fine Period</b>, <b>Loan Period</b>, <b>Collection</b>)</li><li><b>Set OTF Block</b> - Leave this box unchecked. Typically, when a previously uncataloged OTF item is checked in, a block message notifies you that it requires full cataloging. You can override the block to check in the item and allow it to circulate. However, you will be blocked at circulation until the item is fully cataloged, or you save the item record and choose to stop blocking the item. For reserve items, the OTF block is disabled by default (the <b>Set OTF Block</b> option is not checked) for your convenience.</li></ul></li>
|
||||
</ol>
|
||||
<ol start="6">
|
||||
<li value="6">Click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The temporary bibliographic and item records are created, and the Add to Course Reserve dialog box is displayed.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">If you want to use a reserve item template to set values for the new reserve item, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Click <b>Find Template</b> in the Reserve Circulation area of the dialog box.</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="indent2">The Find Tool appears.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="2">
|
||||
<li value="2">Search for and select a reserve item template.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For more information about reserve item templates, see <a href="Create_a_reserve_item_template.htm#XREF_17666_Create_a_reserve">Create a reserve item template</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Edit the reserve circulation settings for the item, if necessary.</li>
|
||||
<li value="9">Select the <b>Disposition</b> tab in the Add to Course Reserve dialog box to edit disposition settings.</li>
|
||||
<li value="10">Click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Add to Course Reserve dialog box closes. The Reserve items list in the Course Reserve workform displays the linked item, and the status bar indicates that the link has been created.</p>
|
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<h1><a name="XREF_57113_Placing_Items_on"></a>Placing Items on Reserve</h1>
|
||||
<p><a name="kanchor2057"></a><a name="IX_placing_items_on_reserve"></a>You can reserve items in the library’s collection, temporary items such as photocopies, or items provided by the course instructor. When you place an item on reserve, you can assign circulation settings to the item that are different from those that apply when the item is part of the library’s ordinary circulating (non-reserve) collection. The same item can be placed on reserve for more than one course, but the same reserve circulation settings, such as the loan period and fine rate, apply to the item regardless of the course for which it is reserved. If you take an item off reserve for all courses, the primary item settings control the item record again. </p>
|
||||
<p>Any item to be placed on reserve needs a corresponding item record, even if that record is only temporary. Items from the library’s collection most likely already have item records, linked to corresponding bibliographic records. Some materials, such as those provided by an instructor, may not have item or bibliographic records in the library database. For more information about placing these materials on reserve, see <a href="Place_uncataloged_material_on_reserve.htm#XREF_98601_Place_an">Place uncataloged material on reserve</a>.</p>
|
||||
<h2><a name="TOC_Reserve_Item_Records"></a><a name="XREF_86314_Reserve_Item"></a>Reserve Item Records</h2>
|
||||
<p><a name="kanchor2058"></a><a name="IX_overview_45"></a>Polaris stores information about a reserve item in a reserve item “record,” which is a special view of the item record and is linked to a course reserve record.</p>
|
||||
<p class="indent2">
|
||||
<img alt="pItemRerserveView.gif" style="margin-bottom: 0.000pt;width: 415;height: 286;" id="image15" src="pItemRerserveView_415x286.gif" /> </p>
|
||||
<p>You can edit reserve circulation settings in the reserve item view of the item record:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Reserve Holding Detail (Assigned branch</b>, <b>Assigned collection</b>, <b>Shelf location</b>, <b>Loan period code</b>, <b>Fine code</b>, <b>Renewal limit</b>, and <b>Holdable)</b> - These settings can be different from those assigned in the primary item record.</li>
|
||||
<li><b>Copy Owner</b> - Select <b>Library Copy</b> or <b>Instructor Copy</b> to indicate who owns the item.</li>
|
||||
<li><b>Limited to Library Use</b> - Select this option to indicate that the item should not leave the library. At check-out, a message informs staff that the item should stay in the library.</li>
|
||||
<li><b>Requires full cataloging</b> - Select this option to indicate that the primary item record and bibliographic record are incomplete. You might flag the reserve item with this option if you create a reserve item on-the-fly. See <a href="Place_uncataloged_material_on_reserve.htm#XREF_98601_Place_an">Place uncataloged material on reserve</a>.</li>
|
||||
<li><b>Purchase</b> - Select this option to indicate that the library needs to purchase additional copies of the item, or purchase its own copies of an instructor-owned item. This setting is informational only, and does not start any automatic processing.</li>
|
||||
<li><a name="kanchor2059"></a><a name="IX_auto_delete"></a><b>Action when done</b> - Select <b>Discard</b>, <b>Return to collection</b>, or <b>Return to owner</b> to indicate what should happen to the item when it is taken off reserve. If you select <b>Discard</b> or <b>Return to owner</b>, you can also select <b>Autodelete</b> to have the primary item record and associated bibliographic record automatically deleted when the item is taken off reserve. You may want to select this option when material (such as photocopies) was specifically created for the reserve, and will be discarded when it is taken off reserve. See <a href="Taking_Items_Off_Reserve.htm#XREF_11140_Taking_Items_Off">Taking Items Off Reserve</a>.</li>
|
||||
<li><a name="kanchor2060"></a><a name="IX_copyright_settings"></a><a name="kanchor2061"></a><a name="IX_reserve_item_record"></a><b>Copyright</b> - Settings:<ul type="disc"><li><b>None</b> - Select this option if the reserve item is not a photocopy.</li><li><b>CCG</b> (Compliance with copyright guidelines) - Use this option for photocopied journal articles if the article is dated within the last five years, <span class="FM_Emphasis">and</span> your library does not own the journal title, <span class="FM_Emphasis">and</span> this is the fifth or fewer request made for this item within the current calendar year.</li><li><b>CCL</b> (Compliance with copyright law) - Use this option for all other photocopies; for example, if the article is older than five years, <span class="FM_Emphasis">or</span> your library owns the journal title, <span class="FM_Emphasis">or</span> this is the sixth or greater request within the calendar year and your library is paying royalties to the Copyright Clearance Center or a document delivery vendor.</li></ul></li>
|
||||
<li>Fee information - You can select <b>Fee Required</b> or <b>Fee Paid</b>, and specify the amount of the fee.</li>
|
||||
<li><b>Note field - </b>You can enter notes specifically related to the reserve item.</li>
|
||||
<li><a name="kanchor2062"></a><a name="IX_reserve_status"></a><a name="kanchor2063"></a><a name="IX_linked_courses"></a><b>Linked courses</b> - This area shows information about the courses with which the reserved item is associated. You can right-click a course in the list to open the course reserve record or take other actions regarding the item’s status in regard to the course. For each course, an item’s reserve status can be <b>On Reserve</b>, <b>Not Reserved, </b>or <b>Permanent</b>:</li>
|
||||
<li><b>On Reserve</b> - The item is on active reserve for the course.</li>
|
||||
<li><b>Not Reserved</b> - The item is not currently on reserve for the course, but may be placed on reserve again in the future.</li>
|
||||
<li><b>Permanent</b> - Some items are placed on permanent reserve and are never taken off. Materials for a course that is taught each semester, and frequently used or valuable reference books may be treated this way.</li>
|
||||
</ul>
|
||||
<p class="indent2">An item may be on reserve for one course and not reserved for another.</p>
|
||||
<p><a name="kanchor2064"></a><a name="IX_circulation_status_and"></a>You can place items on reserve with any circulation status other than Withdrawn or Lost. If the item’s status is In, you can select any reserve status for the item in relation to the course (On Reserve, Permanent, or Not Reserved). Items with circulation statuses other than In automatically receive a reserve status of Not Reserved. If an item is Out when you place it on reserve, you can flag the item with a library-assigned block, then activate the reserve when the item is checked in.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Place_items_on_reserve_from_a_course_reserve_record.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Items on Reserve from a Course Reserve Record</span></a>
|
||||
</li>
|
||||
<li><a href="Place_cataloged_items_on_reserve_from_an_item_record.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Cataloged Items on Reserve from an Item Record</span></a>
|
||||
</li>
|
||||
<li><a href="Place_multiple_cataloged_items_on_reserve_from_a_record_set.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Multiple Cataloged Items on Reserve from a Record Set</span></a>
|
||||
</li>
|
||||
<li><a href="Place_uncataloged_material_on_reserve.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Uncataloged Material on Reserve</span></a>
|
||||
</li>
|
||||
<li><a href="Transfer_a_reserve_item_to_a_different_course.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Transfer a Reserve Item to a Different Course</span></a>
|
||||
</li>
|
||||
<li><a href="Create_a_reserve_item_template.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create a Reserve Item Template</span></a>
|
||||
</li>
|
||||
</ul>
|
||||
<p> </p>
|
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<h1><a name="XREF_52820_Remove_an_item"></a>Remove an item from reserve</h1>
|
||||
<p><a name="kanchor2798"></a><a name="IX_removing_from_a_course"></a>Use this method to take an item off reserve when you do not expect that the item will be placed on reserve again. When you use this method, the reserve item settings are completely cleared and the link to the course reserve record is broken. To remove an item from reserve:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task">From the Course Reserve record, Items view: Right-click the item in the Reserve items list, and select <b>Remove from Course Reserve</b> from the context menu (or select the item and click <img alt="pRemoveItemIcon.gif" style="margin-bottom: -8.000pt;width: 27;height: 27;" id="image35" src="pRemoveItemIcon_27x27.gif" />).</p>
|
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</li>
|
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</ul>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task">From the Item record, Reserves view: In the Linked courses list, right-click the course from which you want to remove the item, and select <b>Remove from Course Reserve</b> from the context menu.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p>If the reserve item was linked to only one course reserve record, the primary item circulation parameters are restored, and the link between the item and course reserve records is removed. If the item was linked to more than one course reserve record, the link between the selected course and the item is removed, but the reserve item circulation parameters remain in effect for the other linked courses.</p>
|
||||
<p>If the reserve item has either <b>Discard</b> or <b>Return to Owner</b> selected, and <b>Auto-delete</b> was checked, the item and bibliographic records are deleted. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If the reserve item was linked to more than one course, or if the circulation status is other than In, the item and bibliographic records are not deleted even if the Auto-delete option was checked. Also, if more than one item is linked to the bibliographic record, the bibliographic record is not deleted.</p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<p><span class="FM_BulletHead">Manually deleting item records with links to course reserves</span> - When you try to delete an item record that is linked to at least one course reserve record, a message informs you of the link. You can break the link and continue to delete the item.</p>
|
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<h1><a name="XREF_86144_Reports_for_Course"></a>Reports for Course Reserves</h1>
|
||||
<p>Several course reserve reports help you manage course reserves. To access the course reserve reports, select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut bar, and select <b>Public Services, Circulation</b> in the Polaris Reports dialog box.</p>
|
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|
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|
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<p class="FM_Task">For detailed descriptions of specific Course Reserves reports, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Polaris_Basics/PIreports/Circ_Reports.htm#Circulat">Circulation Reports</a>.</MadCap:conditionalText></p>
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<h1>Send Course Reserve Notices</h1>
|
||||
<p><a name="kanchor2019"></a><a name="IX_notices_sending"></a>To send course reserve notices to instructors:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut Bar. </li>
|
||||
</ol>
|
||||
<p class="indent2">The Polaris Reports window opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>Notices, Course Reserves</b>.</li>
|
||||
<li value="3">Select <b>Course Reserve Notice</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Report Setup Wizard dialog box opens.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select a branch (the owner of the course reserve record).</li>
|
||||
</ol>
|
||||
<p class="indent2">The <b>Courses</b> list displays courses where the selected branch is the owner, the Course Reserve record status is Active, at least one instructor record is linked to the Course Reserve record, and at least one reserve item record with a status of Active or Permanent Reserve is linked to the Course Reserve record.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Select a course or courses.</li>
|
||||
<li value="6">Select a notice option:<ul type="disc"><li><b>Email & print notices</b> - After overnight processing, email notices will be sent to instructors associated with active courses whose patron records include at least a primary email address. Print notices are produced for those instructors without email addresses. </li><li><b>Print notices</b> - The notices are addressed to the address specified in the instructor’s patron record field <b>Address for notices and bills</b>.</li></ul></li>
|
||||
<li value="7">Click <b>Submit</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">Email notices are placed in the queue. Print notices appear as .pdf files in Adobe Reader. Click the Adobe Reader print icon to print the notices.</p>
|
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<h1><a name="XREF_59891_Sending_Course"></a>Sending Course Reserve Notices</h1>
|
||||
<p><a name="kanchor3086"></a><a name="IX_notices_overview"></a>You can send an email or print notice to primary and alternate course instructors, summarizing circulation statistics for their course reserve materials at the end of each semester. The notice also provides a way for instructors to respond and indicate items to be removed or added.</p>
|
||||
<h2><a name="TOC_Notice_Content"></a>Notice Content</h2>
|
||||
<p>The notice reports all or selected active courses for a branch. (The report content is the same as the Circulation report <b>Reserves Statistics by Course</b>.) Both the report and the notice deal with active courses only, and contain circulation statistics for reserve items with a reserve status of On Reserve or Permanent Reserve. (They do not include reserve item records with a status of Not Reserved.) If an item is on reserve for more than one course, the statistics shown in the report are for the selected course only.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Polaris recommends that you allow the Course Reserve status to remain Active for a time after the end of the semester to allow reporting and notification from the staff client and the instructor’s PAC patron account.  </p>
|
||||
<p>Detailed content of the notice and report includes the following information:</p>
|
||||
<ul type="disc">
|
||||
<li>List of items on reserve for each course</li>
|
||||
<li>Course name (primary sort), including course number if available</li>
|
||||
<li>Reserve Start and End date</li>
|
||||
<li>Author (secondary sort). If there are multiple authors, only the first is included. If no author is listed, the entry is placed at the end of the report.</li>
|
||||
<li>Title (tertiary sort)</li>
|
||||
<li>Call number, including Volume and Copy if any</li>
|
||||
<li>Barcode</li>
|
||||
<li>Item material type (labeled <b>Format</b> in the report)</li>
|
||||
<li>Owner - Instructor copy or Library copy</li>
|
||||
<li>Circulation (sum of all check-outs and renewals) per title</li>
|
||||
<li>Patrons - Total number of  unique patrons transacting per title</li>
|
||||
<li>Total number of items on reserve per course</li>
|
||||
<li>Grand total check outs for all titles per course</li>
|
||||
</ul>
|
||||
<p>Email notices include the following additional elements:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Subject</span> - <b>Course Reserve Summary</b>. This text can be edited in Polaris Language Editor (WebAdmin).</li>
|
||||
<li><span class="FM_BulletHead">Reply-to address </span>- Can be specified for each branch in the Polaris Language Editor (WebAdmin). If none is specified, the notice uses the default reply-to address set in Polaris Administration (<b>Notification options</b> parameter; see <a href="../../Patron_Services_Admin/PDPnotices/Set_up_notification_methods_e-mail_options_and_export_location.htm" class="MCXref xref" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Set up notification methods, e-mail options, and export location</span></a>).</li>
|
||||
<li><span class="FM_BulletHead">Footer</span> - Text as defined in Polaris Administration (<b>Notification options</b> parameter; see <a href="../../Patron_Services_Admin/PDPnotices/Set_up_notification_methods_e-mail_options_and_export_location.htm" class="MCXref xref" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Set up notification methods, e-mail options, and export location</span></a>).</li>
|
||||
<li><span class="FM_BulletHead">Default message</span> - <b>Attached are your current course reserve statistics. Please note any additions or deletions and return this notice to the library. </b>The text can be customized in Polaris Language Editor.</li>
|
||||
</ul>
|
||||
<p>Printed notices include the following additional elements:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Header</span> - <b>Course Reserve Summary</b>. This text can be edited in Polaris Language Editor (WebAdmin).</li>
|
||||
<li><span class="FM_BulletHead">Default message</span> -  <b>Attached are your current course reserve statistics. Please note any additions or deletions and return this notice to the library.</b> The text can be customized in Polaris Language Editor (WebAdmin).</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The Polaris Language Editor (WebAdmin) is available on your library’s Web server. You must have the system-level System Administration permission <b>WebAdmin access: Allow</b> to use this application. For more information about using the Polaris Language Editor, see online Help for the application.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Send_course_reserve_notices.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Send Course Reserve Notices</span></a>
|
||||
</li>
|
||||
<li><a href="Viewing_course_reserve_statistics_from_the_PAC.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Viewing course reserve statistics from the PAC </span></a>
|
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<h1><a name="XREF_91949_Setting_Up_Course"></a>Setting Up Course Reserve Records</h1>
|
||||
<p><a name="kanchor5227"></a><a name="IX_overview_44"></a>Course reserve records store course, term, and instructor information, and maintain links to the items that have been placed on reserve for the course. The course reserve record is also linked to a patron record that contains information about the instructor.</p>
|
||||
<p>When you create a new course reserve record, you can select the course name, course number, and section number from options set in Polaris Administration, or you can select a course from a list of existing courses. If the appropriate course information is not available for selection, you can type the information. The new information is then added to the new course reserve record and to the Polaris Administration tables, so it is available for selection in other course reserve records for your branch. However, options for the term/year, school/division, and department must be set up in Polaris Administration. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPreceipts/Set_fine_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set fine receipt options</span></a>.</MadCap:conditionalText></p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The default values and available options in the Course Reserve workform are set in Polaris Administration. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPreceipts/Set_fine_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set fine receipt options</span></a>.</MadCap:conditionalText></p>
|
||||
<h2><a name="TOC_Finding_Existing_Course"></a><a name="XREF_84306_Finding_Existing"></a>Finding Existing Course Reserve Records</h2>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Use <b>Limit by</b> options to focus your search, and <b>Sort by</b> options to sort the results list.</p>
|
||||
<p><a name="kanchor5228"></a><a name="IX_finding_2"></a>Select <b>Cataloging</b> (or <b>Patron Services</b>), <b>Course Reserve Records</b> to search for existing course reserve records with the Find Tool. You can search by the following access points:</p>
|
||||
<ul type="disc">
|
||||
<li>Course Name - If the course name begins with an article (A, An, The), you must include the article or use a wildcard character. If you are not sure, use the wildcard character.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Example:<br /></b>To find a course named The Middle Ages, you can type <b>the middle ages</b>, <b>*middle ages</b>, or <b>*middle</b>. If you type <b>middle ages</b>, the search does not find the course record.</p>
|
||||
<ul type="disc">
|
||||
<li>Course Name/Number</li>
|
||||
<li>Course Number/Section - Type just the course number, or type the course number and section number.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Example:<br /></b>There are two History 101 sections, section 01 and section 02. If you type <b>101</b>, the results list includes both sections (as well as any other courses numbered 101). If you type <b>101 02</b>, the results list includes only History 101 section 02 (as well as any other courses numbered 101 section 02).</p>
|
||||
<ul type="disc">
|
||||
<li>Course Abbreviation</li>
|
||||
<li>Alternate Name</li>
|
||||
<li>Instructor (Last, First) - Type the name Lastname, Firstname. Searches both primary and alternate instructors. The results are the course reserve records linked to the instructor’s patron record.</li>
|
||||
<li>School/Division</li>
|
||||
<li>Department</li>
|
||||
<li>Title - Searches bibliographic record titles for records linked to a course reserve record. The results are the course reserve records linked to bibliographic records with this title.</li>
|
||||
<li>Author - Searches bibliographic record authors for records linked to a course reserve record. The results are the course reserve records linked to bibliographic records with this author.</li>
|
||||
<li>Course Status</li>
|
||||
<li>Course Start Date</li>
|
||||
<li>Course End Date</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can right-click a course reserve record in the Find Tool results list, and select <b>Links</b> in the context menu to access linked item and instructor records.</p>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_11140_Taking_Items_Off"></a>Taking Items Off Reserve</h1>
|
||||
<p><a name="kanchor1868"></a><a name="IX_taking_items_off_reserve"></a>You can take items off reserve in two ways. For items that frequently return to reserve, you may want to <span class="FM_Emphasis">deactivate</span> the item. When you deactivate an item from all courses, the primary item circulation settings are restored, but the reserve item record settings are stored for use when the item is placed on reserve again. The item record is still linked to the course reserve record, but the reserve status changes to Not Reserved. See <a href="Deactivate_a_reserve_item.htm#XREF_65321_Deactivate_a">Deactivate a reserve item</a>.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>As long as the item is on reserve <span class="FM_Emphasis">for at least one course</span>, the reserve item circulation settings remain in effect.</p>
|
||||
<p>For items that are not expected to return to reserve, you may want to <span class="FM_Emphasis">remove</span> the items from reserve. When you remove an item from reserve, the primary item circulation settings are restored (if the item belongs to the library’s collection), and the reserve item settings are completely cleared. The link between the course reserve record and the item record is broken. See <a href="Remove_an_item_from_reserve.htm#XREF_52820_Remove_an_item">Remove an item from reserve</a>.</p>
|
||||
<p>When items are removed from reserve for all courses, you dispose of the physical item according to the settings in the reserve item record. If the item belongs to the library, it is either returned to the library’s circulating (non-reserve) collection, or discarded. If the item belongs to an instructor, it is either returned to the instructor, or discarded. If the <b>Auto-delete</b> option is set in the reserve item record, item and bibliographic records are automatically deleted when an item is taken off reserve to be discarded or returned to the owner.</p>
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<h1><a name="XREF_25387_Transfer_a_reserve"></a>Transfer a Reserve Item to a Different Course</h1>
|
||||
<p><a name="kanchor1416"></a><a name="IX_transferring_reserve"></a>The item’s circulation status must be In.To transfer an existing reserve item from one course to another:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Cataloging </b>(or <b>Patron Services</b>), <b>Course Reserve Records</b> to search for the course from which you want to transfer the item.</li>
|
||||
<li value="2">Select <b>View, Items</b> or click <img alt="NResItemViewIcon00104.gif" style="width: 27;height: 18;" id="image29" src="NResItemViewIcon00104_27x18.gif" class="imginline" /> to display the Items view.</li>
|
||||
<li value="3">In the Reserve items list, right-click the item you want to transfer, and select <b>Transfer</b> <b>to another Course Reserve</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Find Tool appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Search for and select the course reserve record to which you want to transfer the item.</li>
|
||||
</ol>
|
||||
<p class="indent2">The item is removed from the original course reserve record, and the record closes. The item is displayed in the Reserve items list in the current course reserve record.</p>
|
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1>Viewing course reserve statistics from the PAC </h1>
|
||||
<p> If the patron is a primary or alternate instructor for at least one Active course, he or she can log on to the patron account in Polaris PowerPAC and click the <b>Courses</b> option to see course reserve statistics for the Active courses linked to the instructor’s patron record. To receive a copy of the report by email, the instructor clicks <b>Send me this report</b> at the bottom of the page.</p>
|
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<h1><a name="XREF_59596_Cancel_a_hold"></a>Cancel hold requests</h1>
|
||||
<p><a name="kanchor1506"></a><a name="IX_cancelling"></a>When you cancel a hold request, items can no longer fill the request. However, the request remains in the Polaris database and visible on workforms. For recordkeeping purposes, you might choose to cancel rather than delete a request. Also, if a patron decides she wants a title after all, you can easily reactivate the canceled request (see <a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>). You can manually cancel requests that are Active, Inactive, Pending, Not-supplied, or Shipped. </p>
|
||||
<p>To cancel holds that have the status Shipped, the option must be enabled on your system. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../UI_Ref/PRadminPat/hold_opt_staff_pac.htm">Hold Options Dialog Box - Staff Client and PAC Tab</a>.</MadCap:conditionalText></p>
|
||||
<p>To cancel one or more hold requests:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also display the hold requests in the Patron Status workform - Holds view or the Holds Queue workform. Right-click the requests in the list, and select <b>Cancel Hold</b> from the context menu. In the Hold Request workform, you can select <b>Tools, Cancel</b> or click the Cancel button. In a Bibliographic or Item Record workform, select <b>Links, All Hold Requests</b>, right-click the request in the Linked Hold Requests dialog box, and select <b>Cancel</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">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="2">Select a library in the <b>Branch name</b> box and one of the following options in the <b>By</b> box, according to the requests you want to display: <ul type="disc"><li><b>Item</b> - Displays requests for items that are owned by the selected library</li><li><b>Patron</b> - Displays requests for patrons who are registered at the selected library</li><li><b>Pickup</b> - Displays requests to be picked up at the selected library</li></ul></li>
|
||||
<li value="3">Select a hold request status in the <b>Status</b> box. </li>
|
||||
</ol>
|
||||
<p class="indent2">You can cancel requests that are active, inactive, pending, not-supplied, or shipped.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select the requests to cancel.</li>
|
||||
<li value="5">Click the <span class="bold">Cancel</span> button above the Requests list or press <b>CTRL+L</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The requests are no longer displayed because their status has changed to cancelled.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Automatic cancellation</span> - Hold requests may be canceled <span class="FM_Emphasis">automatically</span> in certain circumstances:</li>
|
||||
<li>Your library may automatically cancel an unclaimed request when the held item is checked in. </li>
|
||||
<li>An item record is deleted, it is the last item attached to the bibliographic record, and an Active, Inactive, or Pending request is bound to the title. A message indicates that deleting the item record cancels the request. If you continue, Polaris cancels the request.</li>
|
||||
<li><span class="FM_BulletHead">Automatic deletion</span> - Your library may automatically delete canceled requests after a specified period. </li>
|
||||
<li><span class="FM_BulletHead">Cancellation by patrons</span> - Your library may allow patrons to view and cancel their hold requests from the PAC patron account.</li>
|
||||
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|
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|
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<h1><a name="XREF_26045_Filling_Denying"></a>Daily Request Processing</h1>
|
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<p><a name="kanchor4389"></a><a name="IX_See_requests_to_fill"></a><a name="kanchor4390"></a><a name="IX_staff_client_processing"></a><a name="kanchor4391"></a><a name="IX_managing_requests_to"></a>A recommended workflow is to review the status of hold requests once a day, using the Request Manager workform - Hold Requests view. This is important because other libraries may be requesting items from you, and activities may be taking place at other libraries that affect your patrons’ requests.<a name="kanchor4392"></a></p>
|
||||
<p>Check the following requests every day:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may set up different descriptions for these hold request statuses. </p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Pending</span> - Requests from other libraries for items with a status of In at your library. The list of pending requests is also known as Requests-to-Fill. See <a href="Manage_pending_hold_requests_Requests-to-Fill.htm#XREF_82845_Review_hold">Manage pending hold requests (Requests-to-Fill)</a>.</li>
|
||||
<li><span class="FM_BulletHead">Cancelled</span> - Delete or reactivate these requests. See <a href="Manage_Cancelled_hold_requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Manage Cancelled Hold Requests</span></a>.</li>
|
||||
<li><span class="FM_BulletHead">Not-supplied</span> - Delete or reactivate these requests, or convert them to interlibrary loan requests. See <a href="Manage_Not-supplied_hold_requests.htm#XREF_90243_Manage_cancelled">Manage Not-supplied hold requests</a>.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can reactivate a Not-supplied request, but if the reason it was not supplied has not changed, the request becomes Not-supplied again.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Unclaimed</span> - Pull these materials from the holds pickup shelf, and check them in. See <a href="Manage_Unclaimed_hold_requests.htm#XREF_46604_Manage_unclaimed">Manage Unclaimed hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">Held</span> - The Held items to transfer list at the bottom of the Request Manager workform displays held items that need to be sent to another pickup location because the pickup location was changed. Open the hold request and check it in so that it 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 the new pickup location. See: <a href="../PPckin/Check_in_a_held_item_with_changed_pickup_location.htm">Check-in a held item with a changed pickup location</a>.</li>
|
||||
</ul>
|
||||
<p class="Note"><b>Note:</b>
|
||||
<br />This list includes held items for which the pickup location was changed by a staff member or a patron (if your library allows patrons to change the pickup location from the PAC. For more information, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Enable_patrons_pickup.htm">Set Holds options: Enable patrons to change the holds pickup branch from the PAC</a></MadCap:conditionalText>).</p>
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<h1><a name="XREF_92666_Delete_hold"></a>Delete hold requests</h1>
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<p><a name="kanchor3332"></a><a name="IX_deleting_6"></a>When you delete a hold request, the request is removed permanently from the Polaris system. You can manually delete requests that are Cancelled, Expired, Inactive, or Not-supplied. </p>
|
||||
<p>To delete one or more hold requests:</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also display the hold requests in the Patron Status workform - Holds view. Right-click the requests in the list, and select <b>Delete </b>from the context menu. In the Hold Request workform, you can select <b>File, Delete</b> or click the Delete button. In a Bibliographic or Item Record workform, select <b>Links, All Hold Requests</b>, right-click the request in the Linked Hold Requests dialog box, and select <b>Delete</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">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="2">Select a library in the <b>Branch name</b> box and one of the following options in the <b>By</b> box, according to the requests you want to display: <ul type="disc"><li><p class="FM_Bullet"><b>Item</b> - Displays requests for items that are owned by the selected library</p></li><li><p class="FM_Bullet"><b>Patron</b> - Displays requests for patrons who are registered at the selected library</p></li><li><p class="FM_Bullet"><b>Pickup</b> - Displays requests to be picked up at the selected library</p></li></ul></li>
|
||||
<li value="3">Select a hold request status in the <b>Status</b> box. </li>
|
||||
</ol>
|
||||
<p class="indent2">You can delete requests that are Cancelled, Expired, Inactive, or Not-supplied.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select the requests.</li>
|
||||
<li value="5">Click the Delete button above the Requests list, or press <b>CTRL+D</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">A message alerts you that deleting a hold request removes it permanently from the system. </p>
|
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<ol data-mc-continue="true">
|
||||
<li value="6">Click <b>Yes</b> to confirm that you want to delete the requests.</li>
|
||||
</ol>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<p><span class="FM_BulletHead">Automatic deletion</span> - Hold requests may be deleted <span class="FM_Emphasis">automatically</span> in certain circumstances:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">Your library may automatically delete an unclaimed request when the held item is checked in. </p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">Your library may automatically delete Expired, Cancelled, and Not-supplied requests after a specified period. </p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">When a non-holdable item is checked out to a patron who has a title-level hold request that the item would otherwise fill, the hold request (Active or Inactive) is deleted.</p>
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<h1><a name="XREF_20685_Deny_an_item_for"></a>Deny items for Requests-To-Fill</h1>
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<p><a name="kanchor5929"></a><a name="IX_denying_items"></a><a name="kanchor5930"></a><a name="IX_denying_for_RTF"></a>If you cannot or do not want to fill a hold for <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a>, you deny the item from filling the request. The request itself remains Active, and after the next RTF process runs, the request is routed to the next library in the sequence. This is part of your library’s regular process of checking the Requests-To-Fill (RTF) report. Follow these steps if you cannot or do not want to fill one or more hold requests:</p>
|
||||
<ol>
|
||||
<li value="1">From the Request Manager workform - Hold Requests view, print the Requests-To-Fill report. See <a href="Fill_hold_requests_for_Requests-To-Fill.htm#XREF_25337_Fill_a_hold_request">Fill hold requests for Requests-To-Fill</a>.</li>
|
||||
<li value="2">Display the Requests-To-Fill list on the Hold Requests view by making the following selections:<ul type="disc"><li>Your branch in the <b>Branch name</b> box</li><li><b>Item</b> in the <b>By</b> box</li><li><b>Pending</b> in the <b>Status</b> box</li></ul></li>
|
||||
<li value="3">Select the items in the Requests list that you want to deny for hold.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you have the same reason for denying several or all holds, deny these items at the same time. If you have different reasons, deny the items separately.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Click <img alt="pbutDenyHold.gif" style="width: 17.567pt;height: 15.830pt;margin-bottom: -2.000pt;" id="image62" src="pbutDenyHold.gif" /> or press <b>CTRL+R</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Deny Item for Hold Request dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Select the reason for not supplying the item or items.</li>
|
||||
<li value="6">Do one of the following actions:<ul type="disc"><li>To prevent this particular item or items from filling the request, simply click <b>OK</b>. In this case, if your branch has other items that could fill the request, the request may appear again on the RTF list during the next RTF cycle.</li><li>Select <b>Deny all available items at this branch</b>, and click <b>OK</b>. In this case, the request does not appear again on the RTF list, even if your branch has other items that could fill the request.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The Hold Requests view is displayed, but the request you denied no longer appears. After the RTF process is run, the request appears on the RTF list of the next library in the holds routing process.</p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor5931"></a><a name="IX_ignoring_items"></a><a name="kanchor5932"></a><a name="IX_ignoring_for_RTF"></a><span class="FM_BulletHead">Ignoring an RTF item</span> - If you take no action on an item in the Requests list, it is automatically routed to the next branch in the sequence. After a library-specified number of days, if no other library fills the request, the system routes it back to your library.</li>
|
||||
<li><a name="kanchor5933"></a><a name="IX_not_supplied_reason"></a><span class="FM_BulletHead">Viewing a Not-supplied reason</span> - You can view a Not-supplied reason for a patron’s hold request on the Hold Request workform - Notes view. Scroll the Request Satisfied By list to the right. The far column is Not Supplied Reason. If a request was denied, an icon appears next to the bibliographic record control number. The icon is red <img alt="DenyHoldIcon.gif" style="margin-bottom: -4.000pt;width: 22;height: 20;" id="image64" src="DenyHoldIcon_22x20.gif" /> for a request denied by a staff member, and blue <img alt="DenyHoldIconSys.gif" style="width: 13.096pt;height: 13.096pt;margin-bottom: -2.000pt;" id="image65" src="DenyHoldIconSys.gif" /> for a request denied by the system. The system may deny a request from the PAC if a patron has exceeded the request limit for an item’s material type and all the items attached to the bibliographic record are this material type.</li>
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<h1><a name="XREF_93097_Display_holds_by"></a>Display Hold Requests by Selected Criteria</h1>
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<p><a name="kanchor5133"></a><a name="IX_displaying_all_by"></a>You can view hold requests by selecting criteria on the Request Manager workform - Hold Requests view. This is the method you typically use to manage holds at your branch. </p>
|
||||
<p>To display hold requests by selecting associated criteria:</p>
|
||||
<ol>
|
||||
<li value="1">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>
|
||||
<p class="NoteShade"><b>Note:<br /></b>By default, when the view opens, all pending requests for your branch are listed. These are the requests you fill or deny in daily holds processing. See <a href="Daily_Request_Processing.htm#XREF_26045_Filling_Denying">Daily Request Processing</a>.</p>
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<p class="indent2">
|
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<img src="../../../Resources/Images/reqman1_600x404.gif" style="width: 600;height: 404;" alt="" />
|
||||
</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can open the Polaris Find Tool from the Request Manager workform to search for any hold request. Select <b> File, Open</b> on the Request Manager menu bar.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select a library in the <b>Branch name</b> box and one of the following options in the <b>By</b> box, according to the requests you want to display: <ul type="disc"><li><b>Item</b> - Displays requests for items that are owned by the selected library</li><li><b>Patron</b> - Displays requests for patrons who are registered at the selected library</li><li><b>Pickup</b> - Displays requests to be picked up at the selected library</li></ul></li>
|
||||
<li value="3">Select a hold request status in the <b>Status</b> box. For status descriptions, see <a href="Displaying_Hold_Requests.htm#XREF_54099_Displaying_Holds">Displaying Hold Requests</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If an item in the list is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<p class="indent2">The Request Manager displays the requests matching your criteria, in the Requests list.</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>If your library allows item-level or first-available-copy requests, these are indicated by the item-level icon <img alt="ItemHoldIcon00059.gif" style="margin-bottom: -8.000pt;width: 25;height: 24;" id="image25" src="ItemHoldIcon00059_25x24.gif" /> at the beginning of the request line.</li>
|
||||
<li>If your library does Borrow by Mail circulation, these requests are indicated by the Borrow by Mail icon <img alt="iconBBM00060.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image26" src="iconBBM00060.gif" /> at the beginning of the request line. Item-level Borrow by Mail requests include an I in the Borrow by Mail icon <img alt="iconItemBBM00061.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image27" src="iconItemBBM00061.gif" />.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Examples:<br /></b>-To display all <b>Held</b> hold requests where Community Library is the pickup branch, select the following criteria: <b>Community Library</b> (<b>Branch name</b> box), <b>Pickup</b> (<b>By</b> box), and <b>Held</b> (<b>Status</b> box).<br />-To display all unclaimed hold requests (that is, held requests that were not picked up) where Community Library is the pickup branch, select the following criteria: <b>Community Library</b> (<b>Branch name</b> box), <b>Pickup</b> (<b>By</b> box), and <b>Unclaimed</b> (<b>Status</b> box).</p>
|
||||
<p class="indent2">Column headings for the Requests list and the available option buttons vary, depending on your selections. The workform’s status panel (lower right corner) displays the date/time of the last binding and the date/time of the last <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a> (Requests-To-Fill) cycle. For more information about RTF processing, see <a href="Daily_Request_Processing.htm#XREF_26045_Filling_Denying">Daily Request Processing</a>.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Local hold request report</span> - You can run a report that lists requests for which a specific branch is the pickup library. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="../../Polaris_Basics/PIreports/Holds_Reports.htm#Holds">Holds Processing Reports</a>.</MadCap:conditionalText></li>
|
||||
<li><span class="FM_BulletHead">Borrow by Mail processing</span> - See <a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</a>.</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><a name="XREF_52341_Display_a_patron_s"></a>Display a Patron’s Hold Requests</h1>
|
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<p><a name="kanchor5090"></a><a name="IX_displaying_for_patron"></a>To display the hold requests for a specific patron:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Patron Status</b> to find and display the patron’s record in the Patron Status workform. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.</li>
|
||||
<li value="2">Select <b>View, Holds</b> or click <img alt="PatronStatHoldsBtn.gif" style="width: 21;height: 18;" id="image19" src="PatronStatHoldsBtn_21x18.gif" class="imginline" /> to display the Requests view.</li>
|
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<p class="NoteShade"><b>Tip:<br /></b>If an item in the list is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation. Similarly, you may need to manually expand the call number column (drag the right border of the column header) to see the entire call number.</p>
|
||||
<p class="indent2">The patron’s hold requests appear in the Polaris requests list.</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>If your library allows item-level or first-available-copy requests, these are indicated by the item-level icon <img alt="ItemHoldIcon.gif" style="margin-bottom: 0.000pt;width: 16;height: 16;" id="image21" src="ItemHoldIcon_16x16.gif" /> at the beginning of the request line.</li>
|
||||
<li>If your library does Borrow by Mail circulation, these requests are indicated by the Borrow by Mail icon <img alt="iconBBM.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image22" src="iconBBM.gif" /> at the beginning of the request line. Item-level Borrow by Mail requests include an I in the Borrow by Mail icon <img alt="iconItemBBM.gif" style="width: 13.521pt;height: 13.521pt;margin-bottom: -4.000pt;" id="image23" src="iconItemBBM.gif" />.</li>
|
||||
<li>The Queue column displays the patron’s position in the holds queue for a title or item.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Example:<br /></b>If a patron places a request for a title and four other requests are pending for that same title, the Queue column displays <b>5</b>, indicating that the patron’s request is fifth in line.</p>
|
||||
<p class="indent2">Certain administration settings for your library may affect a request’s queue position, so that requests are not always filled in strict date and time order. </p>
|
||||
<p class="indent2">To change the patron’s queue position, you must reorder the hold requests for the title or item in the Holds Queue workform. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden">See <a href="Rearrange_hold_requests_in_the_queue.htm#XREF_84177_Rearrange_hold">Rearrange hold requests in the queue</a>.</MadCap:conditionalText></p>
|
||||
<p class="indent2"><a name="kanchor5091"></a><a name="IX_patron_summary_1"></a><a name="kanchor5092"></a><a name="IX_patron_summary"></a>The top left portion of the Patron Status workform summarizes the patron’s hold requests. The <b>Items Held</b> field reports the total number of items with a status of Held, and includes Hold requests and ILL requests with a status of Held or Unclaimed. (Unclaimed hold requests are linked to items that are still Held, so the count reflects the items actually on the pickup shelf.) The <b>Total holds/ILL</b> field reports all hold requests/ILL requests regardless of status, including held requests. The same information appears on the Check Out workform.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Change the unclaimed date</span> - You can change the unclaimed date for a hold request when the request status is Held. See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>.</li>
|
||||
<li><span class="FM_BulletHead">Grouping holds</span> - You can group a patron’s related holds so that when one request is filled, the others in the group are cancelled. See <a href="Group_patron_hold_requests.htm#XREF_28957_Group_a_patron_s">Group a patron’s hold requests</a>. The Group column identifies group membership of a hold. You may need to scroll to the right to display the Group column.</li>
|
||||
<li><span class="FM_BulletHead">Requests in the PAC patron account</span> - Patrons can view and manage their hold requests in the PAC. The header area of PAC patron account pages displays a summary count of the patron’s requests, and patrons can view detailed information, cancel, and suspend/reactivate their requests on the requests page. </li>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPholds/Display_requests_linked_to_a_bibliographic_or_item_record.htm">Open topic with navigation</a>
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<h1><a name="XREF_49713_Display_all"></a>Display requests linked to a bibliographic or item record</h1>
|
||||
<p><a name="kanchor4825"></a><a name="IX_displaying_all_linked"></a>You can view all the hold requests linked to a bibliographic or item record, regardless of request status, and work with those requests. </p>
|
||||
<p>To see all the hold requests linked to a bibliographic or item record:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If an item is linked to a different bibliographic record after an item-level hold request is placed, the hold request is updated with the new bibliographic information.</p>
|
||||
<ol>
|
||||
<li value="1">Open the list of linked requests by one of these methods:<ul type="disc"><li><span class="FM_BulletHead">Bibliographic or Item Record workform</span> - Select <b>Links, All Hold Requests</b> from the menu bar.</li><li><span class="FM_BulletHead">Hold Request workform</span> - Select <b>Links, All Hold Requests</b> from the menu bar.</li><li><span class="FM_BulletHead">Holds Queue</span> - Select <b>Links, All Hold Requests</b> from the menu bar.</li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For more information about the Holds Queue for a title or item, see <a href="Managing_the_Holds_Queue.htm#XREF_30510_Viewing_Title_Holds">Managing the Holds Queue</a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Patron Status workform - Requests view</span> - Right-click the request, and select <b>Links, All Hold Requests</b> from the context menu.</li>
|
||||
<li><span class="FM_BulletHead">Find Tool results - hold requests</span> - Right-click the request, and select <b>Links, All Hold Requests</b> from the context menu. For more information about finding hold requests, see <a href="Find_hold_requests.htm#XREF_53005_Find_hold_requests">Find hold requests</a>. The Linked Hold Requests dialog box opens. The dialog box lists the hold requests associated with the record. Item-level and first-available-copy requests are indicated by the item-level icon <img alt="ItemHoldIcon00062.gif" style="width: 25;height: 18;" id="image30" src="ItemHoldIcon00062_25x18.gif" class="imginline" />. Borrow by Mail requests are indicated by the Borrow by Mail icon <img alt="iconBBM00063.gif" style="width: 13.521pt;height: 13.521pt;" id="image31" src="iconBBM00063.gif" class="imginline" />. Item-level Borrow by Mail requests include an I in the Borrow by Mail icon <img alt="iconItemBBM00064.gif" style="width: 13.521pt;height: 13.521pt;" id="image32" src="iconItemBBM00064.gif" class="imginline" />.</li>
|
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</ul>
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</blockquote>
|
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<blockquote>
|
||||
<p class="NoteShade"><b><b>Note:<br /></b></b>If only one request is associated with the record, the Hold Request workform opens for that request.</p>
|
||||
</blockquote>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Double-click any line item to open the hold request, or select one or more line items and right-click to choose options from the context menu.</li>
|
||||
</ol>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<ul type="disc">
|
||||
<li data-mc-conditions="Primary.Hidden,Primary.Online">
|
||||
<p class="FM_Task"><a href="Rearrange_hold_requests_in_the_queue.htm#XREF_84177_Rearrange_hold">Rearrange hold requests in the queue</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Cancel_hold_requests.htm#XREF_59596_Cancel_a_hold">Cancel hold requests</a>
|
||||
</p>
|
||||
</li>
|
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<li>
|
||||
<p class="FM_Task"><a href="Delete_hold_requests.htm#XREF_92666_Delete_hold">Delete hold requests</a>
|
||||
</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>
|
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</p>
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<h1><a name="XREF_54099_Displaying_Holds"></a>Displaying Hold Requests</h1>
|
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<p><a name="kanchor3898"></a><a name="IX_status_descriptions"></a><a name="kanchor3899"></a><a name="IX_displaying_overview"></a>You can display a specific patron’s hold requests, or any hold requests that meet selected criteria. The status of a hold request indicates the stage it has reached in holds processing:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The library may specify its own names for these hold request statuses. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Defining_Hold_Statuses_and_Hold_Not_Supplied_Reasons.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Defining Hold Statuses and Hold Not Supplied Reasons</span></a>.</MadCap:conditionalText></p>
|
||||
<ul type="disc">
|
||||
<li><b>Active</b> - When a hold request is placed in the queue, its status is automatically set to Active. All items that can fill the hold request are bound to it, and the items can be <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> to fill the request. The system is actively looking for items to fill the request. You can cancel an active request, or convert it to an interlibrary loan request.</li>
|
||||
<li><b>Cancelled </b>- Cancelled hold requests remain in the database and visible on Polaris workforms. A Cancelled request cannot be filled. However, you can reactivate or delete it.</li>
|
||||
<li><b>Expired</b> - If a hold request is not filled within the specified period of time, the request status automatically changes to Expired. (The current date is later than the Expiration date on the Hold Request workform.) An Expired request cannot be filled. However, you can reactivate or delete the request, or convert it to an interlibrary loan request. You can run a report that lists Expired hold requests. </li>
|
||||
<li><b>Held</b> - A Held request indicates that an item has been trapped to fill the request, and the item’s circulation status is also Held. The item is ready for the patron to pick up.</li>
|
||||
<li><b>Inactive</b> - An Inactive hold request has an activation date in the future. The request does not appear in the queue, and an item cannot be trapped to fill the request until the activation date. You can cancel or delete an Inactive request, or convert it to an interlibrary loan request.</li>
|
||||
<li><b>Located </b>- Used during picklist processing, a status of Located allows staff to indicate that an item has been found to fill a request. Staff can select the entry from the pending list and select <b>Located </b>to indicate the item has been located on the shelf. It is not necessary to scan the item barcode.</li>
|
||||
<li><b>Not-supplied</b> - If no items can fill the request (for example, if no items are attached to the bibliographic record), the request status is Not-supplied. You can delete the request or convert it to an interlibrary loan request. You can also reactivate a Not-supplied request, but if the reason it was not supplied has not changed, the request becomes Not-supplied again.</li>
|
||||
<li><b>Out</b> - An item has been linked to the hold request, and the item’s circulation status has changed to Out. This status is useful in keeping track of items requested and circulated by Borrow by Mail. See <a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</a>. Your library may also choose to enable it even if you do not offer Borrow by Mail.</li>
|
||||
<li><b>Pending</b> - When an Active request can be filled by an item with a status of In at your library, or the request has been routed to another library that has the item with a status of In, the status changes to Pending. If none of the items there have a status of In, the request keeps its Active status, and items can be trapped to fill the request.</li>
|
||||
<li><b>Shipped</b> - A Shipped hold request status indicates that an<span style="font-style: italic;"> </span>item was trapped at a branch other than the pickup branch, and is being shipped to the pickup branch.</li>
|
||||
<li><b>Unclaimed</b> - If the requesting patron does not pick up the held item within the specified period of time, the hold request status automatically changes from Held to Unclaimed. (The current date is later than the Unclaimed date on the Hold Request workform.) You can run a report that lists Unclaimed items. </li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The unclaimed date is determined by the <b>Maximum days held for pickup</b> setting for <b>Holds options</b> (Request parameters) in Polaris Administration; dates closed and hours of operation (days closed) are included in the calculation. The item becomes available to circulate or to trap for the next request. Your library system chooses whether to delete or cancel unclaimed requests automatically when the held item is checked in. </p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Display_patron_hold_requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Display a Patron’s Hold Requests</span></a>
|
||||
</li>
|
||||
<li><a href="Display_hold_requests_by_selected_criteria.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Display Hold Requests by Selected Criteria</span></a>
|
||||
</li>
|
||||
<li><a href="Find_hold_requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Find Hold Requests</span></a>
|
||||
</li>
|
||||
<li><a href="Display_requests_linked_to_a_bibliographic_or_item_record.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Display requests linked to a bibliographic or item record</span></a>
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<h1><a name="XREF_25956_Edit_a_hold_request"></a><a name="kanchor5948"></a>Edit Hold Request Data</h1>
|
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<p><a name="kanchor5949"></a><a name="IX_editing_2"></a>Some hold request data can be edited, depending on the status of the hold request. For example, you can add or edit notes for all requests, but you can change the expiration date for Active, Inactive, and Pending requests only. You can change the pickup location for holds with a status of Active, Pending, Located, Inactive, Held, and Shipped.</p>
|
||||
<p>To edit a hold request:</p>
|
||||
<ol>
|
||||
<li value="1">Display the hold request you want to edit from one of the following locations:<ul><li><span class="FM_BulletHead">Hold Request Find Tool </span>- See <a href="Find_hold_requests.htm#XREF_53005_Find_hold_requests">Find hold requests</a>.</li><li><span class="FM_BulletHead">Patron Status > Requests view</span> - See <a href="Display_patron_hold_requests.htm#XREF_52341_Display_a_patron_s">Display a patron’s hold requests</a>.</li><li><span class="FM_BulletHead">Request Manager > Hold Requests view</span> - See <a href="Display_hold_requests_by_selected_criteria.htm#XREF_93097_Display_holds_by">Display hold requests by selected criteria</a>.</li><li><span class="FM_BulletHead">Holds Queue </span>- Select <b>Circulation, Holds Queue</b> to find and display the queue for a specific bibliographic or item record.</li><li><span class="FM_BulletHead">Bibliographic or Item Record </span>- See <a href="Display_requests_linked_to_a_bibliographic_or_item_record.htm#XREF_49713_Display_all">Display requests linked to a bibliographic or item record</a>.</li></ul></li>
|
||||
</ol>
|
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<p class="indent2">The hold requests are displayed in a list view, such as on the Holds view of the Patron Status workform .</p>
|
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<ol data-mc-continue="true">
|
||||
<li value="2">Right-click the hold request in the list, and select <b><b>Open</b></b>from the context menu.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If your library allows patrons to change the pickup location from the PAC, the pickup branch column indicates the original pickup location and the new pickup location to which the item is being routed.</p>
|
||||
<p class="indent2">The Hold Request workform appears. The specific information fields available for editing on the workform depend on the request’s status.</p>
|
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<ol data-mc-continue="true">
|
||||
<li value="3"><a name="kanchor5950"></a>Edit the information applicable to the hold request status:<ul><li>To add or edit notes, select the Notes view and type in the notes fields.</li><li>To change the expiration date (Active, Inactive, or Pending), select a different date in the <b>Expiration</b> box. </li><li>To change the pickup location (Active, Pending, Located, Inactive, Held, or Shipped), select a different branch in the <b>Pickup</b> box. When you change the pickup location for a held item in the staff client, the item must be transferred to the new pickup location. </li></ul></li>
|
||||
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|
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<blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li> If the item is held at your library (the pickup branch is the same as your log-in branch), and you change the pickup branch, the hold will automatically change from Held to Shipped. </li>
|
||||
</ul>
|
||||
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|
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|
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<blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>If you change the hold pickup location for an item held at another branch, a message box displays. If you select <b>Yes</b>, a message under the Pickup box in the Hold Request workform indicates the held item is being rerouted to the new pickup location. The held items that need to be sent to the new pickup location are listed in the <b>Held items to transfer list</b> in the Request Manager. See: <a href="Daily_Request_Processing.htm">Daily Request Processing</a>. A staff member at the branch where the item is held can use this list to pull the item from the holds shelf and transfer it to the new location. See: <a href="../PPckin/Check_in_a_held_item_with_changed_pickup_location.htm">Check-in a held item with a changed pickup location</a>.</li>
|
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|
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|
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<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you change the pickup library, certain policies regarding the holds request may change.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>To change the unclaimed date (Held), select a different date in the <b>Unclaimed</b> box. If the pick-up branch is closed on the new date, the unclaimed date is set to the next day the pick-up branch is open when you save the request. A message informs you of the change.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><a name="kanchor5951"></a><a name="IX_unclaimed_date_changing"></a><b>Important:<br /></b>If you change the unclaimed date for a request with the status of Held, you will need to manually change the pick-up slip. Cross out the old date on the slip and write in the new date.</p>
|
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</blockquote>
|
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<ol data-mc-continue="true">
|
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<li value="4">Select <b>File </b>><b> Save</b> to save your changes.</li>
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<h1><a name="XREF_33296_Modifying_Holds"></a><a name="kanchor3199"></a>Editing Hold Requests</h1>
|
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<p>After hold requests have been placed, you can edit them in the following ways:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Transferring requests from one bib or item to another </span>- You can transfer active or inactive hold requests from one bibliographic or item record to another. For example, you may want to transfer a hold request from a bibliographic record with many hold requests to a record with few requests or more copies. See <a href="Transfer_a_hold_request.htm">Transfer a hold request from one bib or item to another</a>.</li>
|
||||
<li><b><span class="FM_BulletHead">Change the hold pickup location</span> </b>- You can change the hold pickup location in the Polaris staff client, and your library may allow patrons to change the hold pickup location from the PAC (PowerPAC and Mobile PAC). See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>. </li>
|
||||
<li><span class="FM_BulletHead">Cancelling/deleting requests</span> - If a patron no longer wants a requested title, you can cancel or delete the hold request manually. Whether you choose to cancel or delete requests depends on the situation, the request’s status, and your library’s policy. See <a href="Cancel_hold_requests.htm#XREF_59596_Cancel_a_hold">Cancel hold requests</a> and <a href="Delete_hold_requests.htm#XREF_92666_Delete_hold">Delete hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">Reactivating requests</span> - You can reactivate hold requests to permit items to fill them. When you reactivate a hold request, the request immediately becomes Active with a new expiration date, and items can be <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 it. See <a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">Converting requests</span> - You can manually convert hold requests to interlibrary loan (ILL) requests. The hold requests must have one of the following statuses: Active, Expired, Inactive, Not-supplied. You might decide to convert a hold request if items are not trapping for it. See <a href="../PPill/Creating_Interlibrary_Loan_Requests.htm#XREF_70121_Status_Table">Creating Interlibrary Loan Requests</a>.</li>
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<h1><a name="XREF_89230_Trap_an_item_for_a"></a>Fill a Hold Request at Circulation</h1>
|
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<p><a name="kanchor3766"></a><a name="IX_filling_at_circulation"></a>You may have received an item from another library to fill a request, or you may be alerted to the item during other circulation tasks. To fill a hold request at circulation, usually during the check-in process:</p>
|
||||
<p class="NoteShade"><b>Note: <br /></b>At bulk mode check-in, your library’s Polaris Administration settings determine whether the item is automatically held or if you are prompted to hold the item. <span class="FM_Emphasis">At check-out</span>, another Polaris Administration setting determines whether an item can be <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> to fill a request. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Alerts_and_blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define staff client and PAC alerts and blocks</span></a>.</MadCap:conditionalText></p>
|
||||
<ol>
|
||||
<li value="1">Check in an item from one of the following locations:<ul type="disc"><li>Check In workform - Normal view <span class="FM_LinkArea">(see </span><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><span class="FM_LinkArea">)</span></li><li>Check In workform - Bulk view <span class="FM_LinkArea">(see </span><a href="../PPckin/Check_in_items_in_bulk.htm#XREF_49124_Check_in_items_in">Check in items in bulk</a><span class="FM_LinkArea">)</span></li><li>Item record workform (select <b>Tools, Check In</b>, or click <img alt="CheckInBut00077.gif" style="margin-bottom: 0.000pt;width: 27;height: 27;" id="image72" src="CheckInBut00077_27x27.gif" />)</li></ul></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>This procedure also applies if you are renewing an item (refer to <a href="../PPckout/Renewing_Items.htm#XREF_64663_Renewing_at_Check">Renewing Items</a>) or checking out an item (<a href="../PPckout/Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>).</p>
|
||||
<p class="indent2">A message appears. If your branch is not the pick-up library, the message asks if you want to transfer the item to the pick-up library for a hold. If your branch is the pick-up library, the message asks if you want to hold the item.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Click <b>Yes </b>in the message box and the following occurs, depending on the message:<ul><li>If the item belongs to another library, the status is updated to Transferred and the request status is Shipped. It will be checked in at the other library and held.</li><li>If the item belongs to the same library where it is checked in, the hold is placed.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">If there is a display note in the hold request, a second message shows the note. Click <b>OK</b>.</p>
|
||||
<p class="indent2">The following events occur automatically:</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>The circulation status and the request status change to Held. </li>
|
||||
<li>A hold slip prints if hold slip printing has been set up for this workform. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can reprint a hold slip for a held item by checking in the held item a second time, keeping the Held status for the item.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>A charge is applied to the patron’s account if that is your library’s policy. </li>
|
||||
<li><a name="kanchor3767"></a><a name="IX_notices_1"></a><a name="kanchor3768"></a><a name="IX_hold_request"></a>Polaris produces a hold notice to notify the patron that the item is available for pickup. The delivery method for the hold notice is determined by Polaris Administration settings. </li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The patron has a library-defined number of days to pick up the item before its request status becomes Unclaimed. However, you can change this date by editing the hold request’s <b>Unclaimed date</b> box. See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>.</p>
|
||||
<h4><a name="XREF_84706_Related_Topics"></a>Related Information</h4>
|
||||
<p class="indent2">The following additional holds messages may appear at circulation:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">The hold request for...needs to be either reactivated or canceled</span> - To reactivate the request, click <b>Yes</b>. To cancel the request, click <b>No</b>. </li>
|
||||
<li><span class="FM_BulletHead">This item cannot be checked out, because it is being held </span>- To override the hold and continue with check-out, click <b>Yes</b>, and a message asks if you want to reactivate the hold request. To stop the check-out, click <b>No</b>.</li>
|
||||
<li><span class="FM_BulletHead">This item is held for...Continue to hold the item?</span> - To continue the current hold, click <b>Yes</b>. To continue the circulation process, click <b>No</b>. If the item can fill another request, a message indicates that this item satisfies a hold request.</li>
|
||||
<li><span class="FM_BulletHead">Outreach services patron</span> - This note may appear on a holds message if your library uses Polaris outreach services. It indicates that the item fills a hold request for an outreach services patron. See <a href="../PPoutreach/Outreach_Services_Processing.htm#XREF_58531_Outreach_Services">Outreach Services Processing</a>.</li>
|
||||
</ul>
|
||||
</div>
|
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|
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<meta name="OriginalFile" content="file:///Z:/Projects - Polaris/POLARIS ILS Help/FM/PPholds.fm" /><title>Fill a hold request with Fill Now</title>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPholds/Fill_a_hold_request_with_Fill_Now.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_53984_Fill_a_hold"></a>Fill a Hold Request with Fill Now</h1>
|
||||
<p><a name="kanchor1742"></a><a name="IX_using_for_holds"></a><a name="kanchor1743"></a><a name="IX_using_Fill_Now"></a>You might use the Fill Now function if the item with which you want to fill the request is not identical to what has been requested. Also, you might use it for an item that would be restricted from filling the request under normal circumstances. (The function is available for Not-supplied requests, as well as requests with other statuses.)</p>
|
||||
<p> To use Fill Now:</p>
|
||||
<ol>
|
||||
<li value="1">Open the hold request you want to fill in the Hold Request workform. See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>.</li>
|
||||
<li value="2">Click <img alt="pbutFillNow.gif" style="width: 32;height: 18;" id="image73" src="pbutFillNow_32x18.gif" class="imginline" />, press <b>CTRL+F</b>, or select <b>Tools, Fill Now</b> from the menu bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Scan/Enter Item Barcode dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Scan the item’s barcode in the <b>Item</b> <b>barcode</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The following events occur automatically:</p>
|
||||
<ul type="disc">
|
||||
<li>The circulation status and the request status change to Held. </li>
|
||||
<li>A charge is applied to the patron’s account if that is your library’s policy (<a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Charge_for_hold_requests.htm" class="MCXref xref" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Charge for hold requests</span></a>).</li>
|
||||
<li><a name="kanchor1744"></a><a name="IX_notices_2"></a><a name="kanchor1745"></a><a name="IX_hold_request_1"></a>Polaris produces a hold notice to notify the patron an item is available for pickup. Polaris Administration settings determine the delivery method for the hold notice (see <a href="../../Patron_Services_Admin/PDPnotices/Set_up_request_pick-up_second_pick-up_cancelled_request_notices.htm" class="MCXref xref" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Set up request pick-up, second pick-up, and cancelled request notices</span></a>).</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The patron has a library-defined number of days to pick up the item before its request status becomes unclaimed. However, you can change this date by editing the hold request’s <b>Unclaimed date</b> box.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">If a message asks whether you want to transfer the item to the pickup library, click <b>Yes</b>, and ship the item to the library, where it will be checked in and held.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you have set up printing for in-transit slips from this workform, the slip is printed automatically. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>. </p>
|
||||
<h4>Related Information</h4>
|
||||
<p class="indent2">The following messages may appear when you fill a request with the Fill Now function. Follow the instructions:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">The item is designated not-holdable</span> - To fill the request with the item, click <b>Yes</b>. To stop filling the request, click <b>No</b>.</li>
|
||||
<li><span class="FM_BulletHead">This item is held for...Continue to hold the item?</span> - To continue the current hold, click <b>Yes</b>. To continue the circulation process, click <b>No</b>. If the item can fill another request, a message indicates that this item satisfies a hold request.</li>
|
||||
<li><span class="FM_BulletHead">Transfer this item to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead"> for hold?</span> - To transfer the item, click <b>Yes</b>. If you do not want to transfer the item, click <b>No</b>. </li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1><a name="XREF_25337_Fill_a_hold_request"></a>Fill Hold Requests for Requests-To-Fill</h1>
|
||||
<p><a name="kanchor1294"></a><a name="IX_filling_requests"></a><a name="kanchor1295"></a><a name="IX_filling_for_RTF"></a>Pending requests are requests for items with a status of In at your library. The items must be pulled and scanned to fill the requests. To fill hold requests as part of your library’s regular process of checking the Requests-To-Fill (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a>) report:</p>
|
||||
<ol>
|
||||
<li value="1">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="2">Select your branch in the <b>Branch name</b> box, <b>Item</b> in the <b>By</b> box, and <b>Pending</b> in the <b>Status</b> box.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Request-To-Fill list appears on the workform.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select <b>File > Holds to Fill</b> to print the Requests-To-Fill report.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also print the workform list view. Select the column header by which you wish to sort the list, then select <b>File > Print > List View</b>.</p>
|
||||
<p class="indent2">The report is generated and the Report Preview window opens.</p>
|
||||
<p class="indent2">
|
||||
<img alt="RTFReport.gif" style="margin-bottom: 0.000pt;width: 303;height: 324;" id="image60" src="RTFReport_303x324.gif" /> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Click the printer icon.</li>
|
||||
</ol>
|
||||
<p class="indent2">The report is printed on the default printer for your workstation. It lists the items at your branch with a status of In that can fill a pending hold request. The report contains the same information as the Requests list in the Request Manager workform, as well as the requesting patron’s patron code, registration branch, barcode, and phone number. Requests for specific items (item-level hold requests) are indicated by the text <b>This item only</b>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also print the RTF report from the Polaris Reports dialog box. Select <b>Utilities</b> > <b>Reports and Notices</b> on the Polaris Shortcut Bar. Running the report by this method allows you to sort by specific fields, such as call number and collection.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Pull the requested items from the shelves.</li>
|
||||
<li value="6">Check in each item from one of the following locations:</li>
|
||||
</ol>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Check In workform - Normal view</span> - 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>
|
||||
<li><span class="FM_BulletHead">Item record workform</span> - Select <b>Tools > Check In</b> or click <b><img alt="CheckInBut.gif" style="margin-bottom: -11.250pt;width: 35;height: 32;" id="image61" src="CheckInBut_35x32.gif" /></b>.</li>
|
||||
</ul>
|
||||
<p class="indent2">A message asks whether you want to transfer the item to the pick-up branch.</p>
|
||||
<ol start="7">
|
||||
<li value="7">Click <b>Yes</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The circulation status is Transferred, and the request status is Shipped.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Repeat steps 6-7 for each item you are supplying.</li>
|
||||
<li value="9">Ship each item to its pick-up library, where the item will be checked in and held for pickup. See <a href="Fill_a_hold_request_at_circulation.htm#XREF_89230_Trap_an_item_for_a">Fill a hold request at circulation</a>.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Denying items</span> - See <a href="Deny_items_for_Requests-To-Fill.htm#XREF_20685_Deny_an_item_for">Deny items for Requests-To-Fill</a>.</p>
|
||||
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.5</span></div>
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<h1><a name="XREF_16052_Satisfying_Hold"></a>Filling Holds at Circulation</h1>
|
||||
<p>If an item that fills a hold request is scanned during circulation, you can choose to hold the item for the requesting patron. If you hold the item, 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>, and the request is filled. The patron has a library-defined number of days to pick up the item before its request status becomes unclaimed.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also fill a request by using the Fill Now function on the Hold Request workform. After you scan the item’s barcode, Polaris automatically holds the item. See <a href="Fill_a_hold_request_with_Fill_Now.htm#XREF_53984_Fill_a_hold">Fill a hold request with Fill Now</a>.</p>
|
||||
<p>If you choose not to hold an item for a request, you can either reactivate or cancel the hold request. If you reactivate the request, items can still be trapped to fill it, including the item you just denied for the hold. If you cancel the request, items cannot be trapped to fill it. However, you can manually reactivate a cancelled request at any time (see <a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>). </p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Fill_a_hold_request_at_circulation.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Fill a Hold Request at Circulation</span></a>
|
||||
</li>
|
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<li><a href="Fill_a_hold_request_with_Fill_Now.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Fill a Hold Request with Fill Now</span></a>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_53005_Find_hold_requests"></a>Find Hold Requests</h1>
|
||||
<p><a name="kanchor1082"></a><a name="IX_finding"></a>To find hold requests using the Polaris Find Tool:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If an item is linked to a different bibliographic record after an item-level hold request is placed, the hold request is updated with the new bibliographic information.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Hold Requests</b> from the Polaris Shortcut Bar, or click <img alt="HoldIconOrb.gif" style="width: 33;height: 18;" id="image28" src="HoldIconOrb_33x18.gif" class="imginline" />.</li>
|
||||
</ol>
|
||||
<p class="indent2">The General tabbed page of the Find Tool appears. <b>Hold Requests</b> is selected in the <b>Object</b> box.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>For fast navigation, press the <b>TAB</b> key to move among the <b>Object</b>, <b>Search by</b>, <b>Type</b>, <b>For, Limit by</b>, and <b>Values</b> boxes. Type the first letter of the search option in the <b>Object</b>, <b>Search by</b>, <b>Type, </b>and <b>Limit by </b>boxes.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select the criterion to search by in the <b>Search</b> <b>by</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you often search by the same criteria but they are not the default settings, you can save your own settings by selecting <b>Options, Save as User Default</b> from the Find Tool menu bar. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select the type of search in the <b>Type</b> box.</li>
|
||||
<li value="4">If you want your search results to be sorted, select the <b>Sort by</b> checkbox and select a value.</li>
|
||||
<li value="5">Type a search string in the <b>For</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you are searching by ISSN, include a dash in your search string if the ISSN is stored with a dash. Or use a wildcard character (*) before the dash and eliminate the rest of the ISSN.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">If you want to focus the search, select a limiter in the <b>Limit by</b> box, and set a value for the limiter in the <b>Value</b> box.</li>
|
||||
<li value="7">Click <b>Search</b> to begin the search, or press <b>ENTER</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">Your results appear in the results list at the bottom of the Find Tool window. To load all the results in a large results list, press <b>CTRL+SHIFT+A</b>.</p>
|
||||
<p class="NoteShade"><a name="kanchor1083"></a><a name="IX_searching_by_date_1"></a><b>Note:<br /></b>If you searched in <b>Normal</b> mode by <b>Activation date</b>, <b>Expiration date</b>, or <b>Unclaimed date</b>, the appropriate date appears in the Date column of the search results list. All other hold request searches display the request date in the Date column.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If an item in the list is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Do one of the following actions to work with an item in the results list:<ul type="disc"><li>Double-click a request line item to open the hold request.</li><li>Right-click a request line in the results list to work with the request without opening it. The context menu displays the available options. Among other options, you can link to associated patron, bibliographic, or item records, to the holds queue for the associated title or item, or to all hold requests linked to the same title or item.</li></ul></li>
|
||||
</ol>
|
||||
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|
||||
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|
||||
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_28957_Group_a_patron_s"></a>Group a Patron’s Hold Requests</h1>
|
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<p><a name="kanchor3883"></a><a name="IX_grouping_procedure"></a>You can group hold requests with a status of Active, Inactive, or Pending. A group can contain requests with any or all these statuses, and you can add any number of hold requests to an existing group.</p>
|
||||
<p>To group hold requests:</p>
|
||||
<ol>
|
||||
<li value="1">Open the patron’s record in the Patron Status workform - Requests view. See <a href="Display_patron_hold_requests.htm#XREF_52341_Display_a_patron_s">Display a patron’s hold requests</a>.</li>
|
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|
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<p class="indent2">The patron’s hold requests are listed under <b>Polaris requests</b>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select the requests you want to group.</li>
|
||||
<li value="3">Click <img alt="pbut_Group.gif" style="width: 28;height: 18;" id="image35" src="pbut_Group_28x18.gif" class="imginline" /> or press <b>CTRL+G</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">A letter is assigned to the new group. It appears in the <b>Group</b> column for each of the grouped requests. Use the horizontal scroll bar to see this column.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>The letter <b>A</b> is assigned to the patron’s first group. If the patron already has a group A, the letter <b>B</b> is assigned to the new group.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">If you want to add one or more hold requests to an existing group, follow these steps:</li>
|
||||
<li value="5">Select any one request in the existing group.</li>
|
||||
<li value="6">Select the requests you want to add to the group.</li>
|
||||
<li value="7">Click <img alt="pbut_Group00065.gif" style="width: 29;height: 18;" id="image37" src="pbut_Group00065_29x18.gif" class="imginline" />.</li>
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<h1><a name="XREF_13358_Grouping_a_Patron"></a>Grouping a Patron’s Hold Requests</h1>
|
||||
<p><a name="kanchor2099"></a><a name="IX_grouping_overview"></a>If a patron wants any one of several requested titles, you can group the related hold requests. When one of the grouped requests is filled, Polaris automatically deletes the other requests in the group because they are no longer needed. The group is counted as a single request against the patron’s total request limit.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Group_patron_hold_requests.htm#XREF_28957_Group_a_patron_s">Group a patron’s hold requests</a>
|
||||
</li>
|
||||
<li><a href="Ungroup_patron_hold_requests.htm#XREF_33675_Ungroup_a_patron_s">Ungroup a patron’s hold requests</a>
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<h1>Hold Request Messages and Blocks</h1>
|
||||
<p><a name="kanchor1548"></a><a name="IX_messages_1"></a>Messages and blocks might appear as you create hold requests:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">All items attached to this title are restricted from filling requests</span> - If you click <b>Yes </b>to place the request, the request is saved as Active, which means the system will keep looking for items to fill the request. You can cancel an active request, or convert it to an interlibrary loan request. Click <b>No </b>to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Title: </span><span class="FM_Emphasis" style="font-style: italic;">Title Name</span><span class="FM_BulletHead"> This item is restricted from filling requests</span> -  Click <b>Yes </b>to place the request with a Not Supplied status. Click <b>No </b>to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Patron has exceeded request limit for </span><span class="FM_Emphasis">Title Name</span> - Click <b>Yes </b>to place the request with an Active status. Click <b>No </b>to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Item Blocks dialog box</span> - Click <b>Yes</b> to override the block and create the item request. Click <b>No</b> to stop creating the request. See <a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Items are not available to fill the request for the following reasons</span> - Click <b>Yes </b>to place the request with an Active status. Click <b>No </b>to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">No items are attached to the bibliographic record</span> - Click <b>Yes</b> to place the request with an Active status. Click <b>No</b> to stop saving the request. A Polaris Administration setting controls whether this message appears or the request is placed automatically. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Alerts_and_blocks.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define staff client and PAC alerts and blocks</span></a>.</MadCap:conditionalText></p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">First available copy messages</span> - Your library may allow <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> on specific issues of serials or specific parts of multi-part titles (such as Season One of a television series on DVD). Polaris Administration settings control these features. See the <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Enabling_Item_Status_Restrictions_First.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Set Holds Options: Enable Hold Requests by Patrons and Define Restrictions</span></a>.</MadCap:conditionalText></p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">The item is in</span> - The item is available in the library. Click <b>Yes</b> to place the request. Click <b>No</b> to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">No matching patron record was found</span> - Click <b>OK</b>, and check the patron barcode. To express-register a patron, see <a href="../PPckout/Express-register_a_new_patron_at_check-out.htm#XREF_97787_Express_register_a">Express-register a new patron at check-out</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Patron blocks dialog box</span> - You can override the blocks and place the request, or cancel the request. From this dialog box, you can also view the Patron Status and the Patron Registration workforms to see more details about the blocks, and perhaps resolve them. For more information about blocks, see <a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p>Minimum age alert - The patron does not meet the minimum age requirements for this material type. Click <b>Continue</b> to override the block and place the hold request or <b>Cancel</b> to stop placing the request. For more information on this feature, see "Using Age-Related Loan Policies" in the Leap documentation.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Duplicated Requests dialog box</span> - Click <b>Yes</b> to place a duplicate request for the patron. Click <b>No</b> to stop saving the request.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Outreach services patron</span> - This note may be displayed for the hold request if your library uses Polaris outreach services. It indicates that the hold request is for an active outreach services patron. See <a href="../PPoutreach/Outreach_Services_Processing.htm#XREF_58531_Outreach_Services">Outreach Services Processing</a>.</p>
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<h1><a name="XREF_26938_Holds_Processing"></a>Holds Processing Reports</h1>
|
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<p>Reports related to holds are part of the regular holds processing workflow. They identify a branch’s hold requests to fill, requests awaiting pickup, unclaimed requests, titles that have a high volume of holds, expired requests, and other useful information. To access these reports, select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut bar, and select <b>Circulation, Holds</b> in the Polaris Reports dialog box.</p>
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<li>For detailed descriptions of specific holds reports, see <a href="../../Polaris_Basics/PIreports/Holds_Reports.htm#Holds">Holds Processing Reports</a>.</li>
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<h1>Manage Cancelled Hold Requests</h1>
|
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<p><a name="kanchor5875"></a><a name="IX_cancelled_deleting_or"></a>To delete or reactivate Cancelled hold requests:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
|
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</ol>
|
||||
<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="2">Select your branch in the <b>Branch name</b> box, <b>Patron</b> in the <b>By</b> box, and <b>Cancelled</b> in the <b>Status</b> box.</li>
|
||||
<li value="3">Click <img alt="pbutdelete00073.gif" style="width: 25;height: 18;" id="image66" src="pbutdelete00073_25x18.gif" class="imginline" /> to delete the requests or click <img alt="" style="width: 31;height: 18;" id="" src="pbutReactivate_31x18.gif" class="imginline" /> to reactivate them. See <a href="Delete_hold_requests.htm#XREF_92666_Delete_hold">Delete hold requests</a> and <a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>.</li>
|
||||
</ol>
|
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<p class="NoteShade"><b>Note:<br /></b>Your library may automatically delete cancelled hold requests after a specified period of time. </p>
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<h1><a name="XREF_90243_Manage_cancelled"></a>Manage Not-Supplied Hold Requests</h1>
|
||||
<p><a name="kanchor5438"></a><a name="IX_not_supplied"></a>You can also convert these requests to interlibrary loan requests. To delete or reactivate Not-supplied hold requests for your patrons:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A Not-supplied request cannot be made Active if the conditions that made it Not-supplied have not changed. You can reactivate the request, but as soon as the system determines that it cannot be filled, the status again becomes Not-supplied.</p>
|
||||
<ol>
|
||||
<li value="1">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="2">Select your branch in the <b>Branch name</b> box, <b>Patron</b> in the <b>By</b> box, and <b>Not Supplied</b> in the <b>Status</b> box.</li>
|
||||
<li value="3">Delete, reactivate, or convert the requests:<ul type="disc"><li>Click <img alt="pbutdelete00075.gif" style="margin-bottom: -4.000pt;width: 25;height: 24;" id="image68" src="pbutdelete00075_25x24.gif" /> to delete the requests. See <a href="Delete_hold_requests.htm#XREF_92666_Delete_hold">Delete hold requests</a>.</li><li>Click <img alt="" style="margin-bottom: -8.500pt;width: 31;height: 30;" id="" src="pbutReactivate_31x30.gif" /> to reactivate the requests. See <a href="Reactivate_hold_requests.htm#XREF_39613_Reactivate_hold">Reactivate hold requests</a>.</li><li>Click <img alt="pbutConvILL.gif" style="margin-bottom: -4.000pt;width: 25;height: 24;" id="image70" src="pbutConvILL_25x24.gif" /> to convert the requests. See <a href="../PPill/Convert_hold_requests_to_ILL_requests.htm#XREF_12475_Create_an_ILL">Convert hold requests to ILL requests</a>.</li></ul></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may automatically delete Not-supplied hold requests after a specified period of time. </p>
|
||||
<h4>Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Cancel a not-supplied request</span> - You can cancel a Not-supplied request from the Hold Request workform. Click the Cancel icon in the workform toolbar.</p>
|
||||
<p class="indent2">
|
||||
<img alt="CancelRequest.gif" style="margin-bottom: 0.000pt;width: 439;height: 213;" id="image71" src="CancelRequest_439x213.gif" /> </p>
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<h1><a name="XREF_46604_Manage_unclaimed"></a>Manage Unclaimed Hold Requests</h1>
|
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<p><a name="kanchor1784"></a><a name="IX_managing"></a><a name="kanchor1785"></a><a name="IX_unclaimed_managing"></a>The item status changes from Held to Unclaimed at 11:59 p.m. on the hold request’s unclaimed date if the item is not picked up. The unclaimed date is determined by the <b>Maximum days held for pickup</b> setting in Polaris Administration (see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Define_Terms.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define terms and limits</span></a></MadCap:conditionalText>); dates closed and hours of operation (days closed) are taken into account in the calculation.</p>
|
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<p> To manage Unclaimed hold requests for items that were supposed to be picked up at your branch, but were not picked up:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>As long as an item’s status is still Held, you can <span class="FM_Emphasis">manually</span> extend the unclaimed date when a patron is unable to pick up the item by the original date. Change the <b>Unclaimed</b> date for the item in the Hold Request workform (see <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>).</p>
|
||||
<ol>
|
||||
<li value="1">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>
|
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<ol data-mc-continue="true">
|
||||
<li value="2">Select your branch in the <b>Branch name</b> box, <b>Pickup</b> in the <b>By</b> box, and <b>Unclaimed</b> in the <b>Status</b> box, if they are not already selected.</li>
|
||||
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|
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<p class="NoteShade"><b>Note:<br /></b>For a paper copy of this information, select <b>Utilities</b>, <b>Reports</b> <b>and Notices</b> on the Polaris Shortcut Bar, and print the Unclaimed Checklist report. </p>
|
||||
<ol data-mc-continue="true">
|
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<li value="3">Pull the unclaimed materials from the holds pickup shelf. </li>
|
||||
<li value="4">Check in each 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>
|
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|
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<p class="indent2">All unclaimed requests are automatically deleted or cancelled when the held items are checked in, depending on your library’s policy. </p>
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<h1><a name="XREF_82845_Review_hold"></a>Manage Pending Hold Requests (Requests-to-Fill)</h1>
|
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<p><a name="kanchor715"></a><a name="IX_pending"></a><a name="kanchor716"></a><a name="IX_reviewing_in_Request"></a>Polaris processes requests-to-fill once a day, during overnight processing. You view or print the Requests-To-Fill (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a>) report daily to see what items other branches are requesting from you. For each pending request, you either check in the item to change its status and send it to the pickup branch, or deny the request in Polaris. Your library system determines how many days you have to respond to a request before it is routed to the next library in the sequence and no longer displays in your RTF list. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>An item filling a request can be <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 any branch in the routing sequence, at any time. RTF is simply a report to library staff that they have an item with a status of In that can fill a pending request.</p>
|
||||
<p>To review and process pending hold requests regularly:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation </b>><b> Request Manager</b> from the Polaris Shortcut Bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Request Manager workform - Hold Requests view appears. When the view opens, the pending requests for your branch are listed. If the view is already open and they are not listed, select your branch in the <b><b style="font-weight: bold;">Branch name</b></b> box, <b><b style="font-weight: bold;">Item</b></b> in the<b><b style="font-weight: bold;">By</b></b> box, and <b><b style="font-weight: bold;">Pending</b></b> in the <b><b style="font-weight: bold;">Status</b></b> box.</p>
|
||||
<p class="NoteShade"><b>Note:</b>
|
||||
<br />If the pickup location was changed for any held items, the items are listed in the Held items to transfer list. These held items can be pulled from the holds shelf and sent to the new pickup location.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Print the Requests-To-Fill report. See <a href="Fill_hold_requests_for_Requests-To-Fill.htm#XREF_25337_Fill_a_hold_request">Fill hold requests for Requests-To-Fill</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also print the workform list view. Select the column header by which you wish to sort the list, then select <b>File </b>><b> Print </b>><b> List View</b>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Fill or deny items for RTF. See <a href="Fill_hold_requests_for_Requests-To-Fill.htm#XREF_25337_Fill_a_hold_request">Fill hold requests for Requests-To-Fill</a>, and <a href="Deny_items_for_Requests-To-Fill.htm#XREF_20685_Deny_an_item_for">Deny items for Requests-To-Fill</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you take no action on a pending request, the request is routed automatically to the next library in the RTF sequence after a library-defined number of days.</p>
|
||||
<p class="FM_Heading4n" data-mc-conditions="Primary.Hidden,Primary.Online">See also: <a href="../../Patron_Services_Admin/PDPrequests/Setting_Up_Holds_and_ILL_Request_Processing.htm">Setting Up Holds and ILL Request Processing</a>.</p>
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<div role="main" id="mc-main-content">
|
||||
<h1><a name="XREF_30510_Viewing_Title_Holds"></a>Managing the Holds Queue</h1>
|
||||
<p><a name="kanchor4597"></a><a name="IX_queue"></a><a name="kanchor4598"></a><a name="IX_overview_41"></a>The holds queue is the prioritized list of Active, Pending, Located, or Shipped hold requests for a specific title or item. By default, hold requests are arranged from the oldest request at the top to the most recently created request at the bottom. The oldest request is usually filled first. However, you can manually change the order of the requests. </p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Certain administration settings for your library may also affect a request’s queue position, so that requests are not always filled in strict date and time order. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Queue_and_Trapping_preferences.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Trapping preferences, queue settings</span></a>. </MadCap:conditionalText>Libraries may also choose not to display the request queue position in the PAC patron account. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Public_Access_Admin/PDOPatAcc/Enable_patron_account_access_-_PowerPAC.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Enable patron account access - PowerPAC</span></a>.</MadCap:conditionalText></p>
|
||||
<p><a name="kanchor4599"></a><a name="IX_rearranging_requests"></a><a name="kanchor4600"></a><a name="IX_rearranging_requests_in"></a>To change the order in which hold requests for a title are filled, by rearranging the requests in the queue:</p>
|
||||
<p class="NoteShade"><b>Note:<br></br></b>You need the Circulation permission <b>Modify hold queues: Allow </b>to do this procedure. </p>
|
||||
<p class="FM_Step">Open the Holds Queue by one of these methods:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Shortcut Bar </span>- Select <b>Circulation </b>><b> Holds Queue</b> to find the bibliographic or item record. When you double-click the record in the Find Tool results list, the Holds Queue workform for the record is displayed.</li>
|
||||
<li><span class="FM_BulletHead">Patron Status workform - Requests view</span> - Right-click the title, and select <b>Links </b>><b> Holds Queue</b> from the context menu.</li>
|
||||
<li><span class="FM_BulletHead">Hold Request workform</span> - Select <b>Links </b>><b> Holds Queue</b> from the menu bar.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To see all the requests for the title, not just the active and pending requests, select <b>Links </b>><b> All Hold Requests</b> from the Holds Queue workform menu bar.</p>
|
||||
<p class="indent2">The Holds Queue workform opens. The workform lists the active and pending requests for the title. If your library allows item-level or first-available-copy requests, these are indicated by the item-level icon <img alt="ItemHoldIcon00066.gif" style="width: 25;height: 18;" id="image39" src="ItemHoldIcon00066_25x18.gif" class="imginline" /> at the beginning of the request line. Borrow by Mail requests are indicated by the Borrow by Mail icon <img alt="iconBBM00067.gif" style="width: 13.521pt;height: 13.521pt;" id="image40" src="iconBBM00067.gif" class="imginline" /> at the beginning of the request line. Item-level Borrow by Mail requests include an I in the Borrow by Mail icon <img alt="iconItemBBM00068.gif" style="width: 13.521pt;height: 13.521pt;" id="image41" src="iconItemBBM00068.gif" class="imginline" />.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Other users may be creating requests for a title, or request statuses may be changing. To view the most current request data for a title, select <b>View </b>><b> Refresh</b>, click the Refresh button, or press F5.</p>
|
||||
<p class="FM_Step">To see the queue for a specific volume in a multi-volume set, or a specific serial issue, select the volume or issue from the <b>Volume</b> or <b>Issue</b> filter list in the workform header area.</p>
|
||||
<p class="FM_Step">Select the hold request line item to be moved in the Queue list.</p>
|
||||
<p class="FM_Step">Choose one of the following options:</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Bullet">To move the request up in the queue one or more positions, click <img alt="pbut_MoveUpHold.gif" style="margin-bottom: -4.000pt;width: 21;height: 20;" id="image45" src="pbut_MoveUpHold_21x20.gif"></img> or press <b>CTRL+U</b>. Repeat as needed.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">To move the request down in the queue one or more positions, click <img alt="pbut_MoveDownHold.gif" style="margin-bottom: -4.000pt;width: 22;height: 20;" id="image46" src="pbut_MoveDownHold_22x20.gif"></img> <b>CTRL+W</b>. Repeat as needed.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">To move the request to the first position in the queue, click <img alt="pbut_MoveTopHold.gif" style="margin-bottom: -4.000pt;width: 21;height: 19;" id="image47" src="pbut_MoveTopHold_21x19.gif"></img> or press <b>CTRL+T</b>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Bullet">To move the request to the last position in the queue, click <img alt="pbut_MoveBotHold.gif" style="margin-bottom: -6.000pt;width: 24;height: 24;" id="image48" src="pbut_MoveBotHold_24x24.gif"></img> or press <b>CTRL+B</b>.</p>
|
||||
</li>
|
||||
</ul>
|
||||
<p class="indent2">The hold request appears in its new position, with the other requests in the Queue list rearranged accordingly.</p>
|
||||
<p class="FM_Step">Select <b>File </b>><b> Save</b> to save your changes.</p>
|
||||
<p class="indent2">The status bar indicates that the order of the holds was changed successfully.</p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Local preferred</span> - Patrons may not have their hold requests filled in the exact order of the queue. A pickup library may choose to have requests for its own items filled before requests for other branches’ items. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Queue_and_Trapping_preferences.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Trapping preferences, queue settings</span></a></MadCap:conditionalText></p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Queue position for patron-suspended or reactivated requests</span> - If your library allows patrons to suspend and reactivate their own hold requests from the PAC, the library can specify whether these requests retain their positions in the holds queue or are placed at the end of the queue. See <![CDATA[ ]]><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Queue_and_Trapping_preferences.htm" class="MCXref xref" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Trapping preferences, queue settings</span></a></p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Loan periods for high-demand items</span> - Your library may choose to automatically shorten an item’s loan period if a specified number of hold requests are placed for the title.  This option allows high-demand titles to circulate more quickly. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Alerts_and_blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define staff client and PAC alerts and blocks</span></a>.</MadCap:conditionalText></p>
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</li>
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</ul>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2023 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_78255_Place_multiple"></a>Place Hold Requests - Multiple Patrons, One Title</h1>
|
||||
<p><a name="kanchor5952"></a><a name="IX_placing_for_multiple"></a>If your library has patrons fill out request slips that you set aside for later processing, and several patrons have requested the same title, you can request the title once for all the patrons who want it.</p>
|
||||
<p> To place holds when multiple patrons request the same title:</p>
|
||||
<ol>
|
||||
<li value="1">On the Hold Request workform, fill in the <b>Pickup</b> box, <b>Activation</b> box, and <b>Expiration</b> box. See <a href="Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</li>
|
||||
<li value="2">If you want to use a different pickup branch, activation date, or expiration date for a particular patron, you must change the setting for that patron’s request after all the requests are created.</li>
|
||||
<li value="3">Select multiple patrons by doing the following steps:<ol style="list-style-type: lower-alpha;"><li value="1">Click the patron <b>Find</b> button to search for the first patron record.</li><li value="2">Select the appropriate records in the results list.You must select more than one patron to set up the multiple request. You can delete patrons from the multi-request later (see step 3).</li><li value="3">Right-click in the results list, and choose <b>Select</b> from the context menu. </li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">The Multi-Request view appears with the selected patrons in the Patrons list. The Patrons list includes each patron’s name, barcode, registration library, and patron code.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">To edit the patron list, choose one of the following options:</li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To add a patron to the list, click <img alt="pbut_Add.gif" style="width: 25;height: 18;" id="image9" src="pbut_Add_25x18.gif" class="imginline" /> or press <b>CTRL+R</b> to do a patron record search. Right-click the patron in the results list, and choose <b>Select</b> from the context menu.</li>
|
||||
<li>To remove one or more patrons, select the patrons in the Patrons list, and click <img alt="pbut_Remove.gif" style="width: 25;height: 18;" id="image10" src="pbut_Remove_25x18.gif" class="imginline" /> or press <b>CTRL+E</b>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To select a title, do the following steps:<ol style="list-style-type: lower-alpha;"><li value="1">Click <img alt="pbut_Add00052.gif" style="width: 23;height: 18;" id="image11" src="pbut_Add00052_23x18.gif" class="imginline" /> or press <b>CTRL+T</b> to do a bibliographic (or item) record search.</li><li value="2">Right-click the record in the results list, and choose <b>Select</b> from the context menu.</li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">The Multi-Request view appears with the selected title in the Titles list. For a bibliographic record, the title and author are included. For an item record, the title, author, material type, assigned branch, call number, and barcode are included.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you want to select a different title, select the title in the Titles list, click the minus button or press <b>CTRL+M </b>to delete it, and click the plus sign to do a bibliographic record search.</p>
|
||||
<ol start="6">
|
||||
<li value="6">If you want to input notes, fill in the appropriate boxes on the Notes view. </li>
|
||||
</ol>
|
||||
<p class="indent2">If you want a different note for a specific request, you must change that request’s note after all the requests are created.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Select <b>File </b>><b> Save</b> to save the requests.</li>
|
||||
</ol>
|
||||
<p class="indent2">The requests are saved as several individual requests. The <b>Status</b> (<b>multi-request</b>) and <b>Request date</b> boxes are filled in. For item requests, the <b>This item only</b> checkbox is selected.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">If you want to edit a request, close the Hold Request workform and open the request. See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">You must edit the requests individually. You cannot edit all the requests at the same time.</p>
|
||||
<p class="FM_Heading4n"><a name="XREF_93035_Related_Topics"></a>Related Information</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Request one title for one patron</span> - See <a href="Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Request multiple titles for one patron</span> - See <a href="Place_hold_requests_-_multiple_titles_one_patron.htm#XREF_80771_Place_hold">Place hold requests - multiple titles, one patron</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task"><span class="FM_BulletHead">Messages/dialog boxes</span> - See <a href="Hold_Request_Messages_and_Blocks.htm#XREF_13072_Hold_Request">Hold Request Messages and Blocks</a>.</p>
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<h1><a name="XREF_80771_Place_hold"></a>Place Hold Requests - Multiple Titles, One <a name="kanchor4750"></a>Patron</h1>
|
||||
<p><a name="kanchor4751"></a><a name="IX_placing_for_multiple_1"></a>You can request multiple titles for one patron at once. For example, a patron may request several volumes in a series or several books by the same author. </p>
|
||||
<p>To request multiple titles for one patron:</p>
|
||||
<ol>
|
||||
<li value="1">On the Hold Request workform, fill in the <b>Pickup</b>, <b>Activation</b>, and <b>Expiration</b> boxes. </li>
|
||||
</ol>
|
||||
<p class="indent2">If you want to use a different pickup branch, activation date, or expiration date for a request, you must change the setting for the request after all the requests are created.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">To specify or change the requesting patron, choose one of the following options:<ul type="disc"><li>Scan 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="3">Select multiple titles by doing the following steps:<ol style="list-style-type: lower-alpha;"><li value="1"><span class="FM_StepNumber"><span style="word-spacing: normal;font: 6.0pt "Times New Roman";"> </span></span>Click Find and search for the bibliographic records. Or, if you are placing item-specific holds, you can change the object in the Find Tool and search for the item records. </li><li value="2">Select the appropriate records in the Results list. You can remove titles from the multi-request later.</li><li value="3">Right-click in the Results list, and choose <b>Select</b> from the context menu. </li></ol></li>
|
||||
</ol>
|
||||
<p class="indent2">The Multi-Request view shows the selected patron in the Patrons list and the selected titles in the Titles list. For bibliographic records, the title and author are included. For item records, the title, author, material type, assigned branch, call number, and barcode are included.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">To modify the Titles list, choose one of the following options:<ul type="disc"><li><p class="FM_Bullet">To add one or more titles, click the plus sign button <img alt="pbut_Add00055.gif" style="width: 23;height: 18;" id="image15" src="pbut_Add00055_23x18.gif" class="imginline" /> or press <b>CTRL+T</b> to do a bibliographic record search. Select the appropriate titles in the results list, right-click in the results list, and choose <b>Select</b> from the context menu.</p></li><li><p class="FM_Bullet">To remove one or more titles, select the titles in the Titles list, and click the minus sign button <img alt="pbut_Remove00056.gif" style="width: 24;height: 18;" id="image16" src="pbut_Remove00056_24x18.gif" class="imginline" /> or press <b>CTRL+R</b>.</p></li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you want to select a different patron, select the patron in the Patrons list, click <img alt="pbut_Remove00057.gif" style="margin-bottom: -4.000pt;width: 20;height: 18;" id="image17" src="pbut_Remove00057_20x18.gif" /> to delete the entry, and click <img alt="pbut_Add00058.gif" style="margin-bottom: -4.000pt;width: 20;height: 18;" id="image18" src="pbut_Add00058_20x18.gif" /> to do a patron record search.</p>
|
||||
</blockquote>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To add notes, type them in the appropriate boxes on the Notes view. See <a href="Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you want a different note for a specific request, you must change that request’s note after all the requests are created.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">Select <b>File </b>><b> Save</b> to save the requests.</li>
|
||||
</ol>
|
||||
<p class="indent2">The requests are saved as several individual requests. The Status (<b>multi-request</b>) and <b>Request date</b> boxes are filled in. For item requests, the <b>This item only</b> checkbox is selected.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">To edit a request, close the Hold Request workform and open the request. See <a href="Edit_hold_request_data.htm#XREF_25956_Edit_a_hold_request">Edit hold request data</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">You cannot edit all the requests at the same time.</p>
|
||||
<h4><a name="XREF_38062_Related_Topics"></a>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Grouping holds</span> - You can group a patron’s related holds so that when one request is filled, the others in the group are cancelled. See <a href="Group_patron_hold_requests.htm#XREF_28957_Group_a_patron_s">Group a patron’s hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">One title for one patron</span> - See <a href="Place_single_or_consecutive_hold_requests.htm#XREF_17602_Request_a_title">Place single or consecutive hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">One title for multiple patrons</span> - See <a href="Place_hold_requests_-_multiple_patrons_one_title.htm#XREF_78255_Place_multiple">Place hold requests - multiple patrons, one title</a>.</li>
|
||||
<li><span class="FM_BulletHead">Messages/dialog boxes</span> - See <a href="Placing_Hold_Requests.htm#XREF_13072_Hold_Request">Hold Request Messages and Blocks</a>.</li>
|
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<h1><a name="XREF_17602_Request_a_title"></a>Place Single or Consecutive Hold Requests</h1>
|
||||
<p><a name="kanchor536"></a><a name="IX_placing_one_or"></a>After you have saved a hold request, you can place another request for the same patron or title using much of the information from the saved request. For information on messages that may appear, see <a href="Hold_Request_Messages_and_Blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Hold Request Messages and Blocks</span></a>.</p>
|
||||
<p>To place a single hold request or multiple hold requests consecutively:</p>
|
||||
<p class="NoteShade"><b>Tip: <br /></b>Click <b><img alt="but_hold.gif" style="width: 21.912pt;height: 22.649pt;margin-bottom: -6.000pt;" id="image0" src="but_hold.gif" /> </b>to display the Hold Request workform. This button appears on any workform where you can also select <b>Tools </b>><b> Place Hold</b>. On the Check Out, Check In, and Patron Status workforms, you can press <b>CTRL+H</b>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Hold Request workform from one of the following locations:<ul type="disc"><li><span class="FM_BulletHead">Bibliographic record</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Check In workform</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Check Out workform</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Find Tool Results list (patron, bibliographic or item records)</span> - Right-click a record, and select <b>Place Hold</b> from the context menu.</li><li><span class="FM_BulletHead">Holds Queue</span> - Click <img alt="pbut_Hold.gif" style="width: 25;height: 18;" id="image1" src="pbut_Hold_25x18.gif" class="imginline" />. For information about working with the Holds Queue, see <a href="Managing_the_Holds_Queue.htm#XREF_30510_Viewing_Title_Holds">Managing the Holds Queue</a>.</li><li><span class="FM_BulletHead">Item Record</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Patron Registration workform</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Patron Status workform</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li><li><span class="FM_BulletHead">Polaris Shortcut Bar</span> - 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>.</li><li><span class="FM_BulletHead">Request Manager (Hold Requests view)</span> - Click <img alt="pbut_Hold00051.gif" style="width: 25;height: 18;" id="image2" src="pbut_Hold00051_25x18.gif" class="imginline" />. For information about working with the Request Manager, see <a href="Daily_Request_Processing.htm#XREF_26045_Filling_Denying">Daily Request Processing</a>.</li><li><span class="FM_BulletHead">Purchase Order workform, Line Items view</span> - Right-click a line item and select <b>Place Hold</b> from the context menu.</li><li><span class="FM_BulletHead">Purchase Order Line Item workform</span> - Select <b>Tools </b>><b> Place Hold</b> from the menu bar.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The Hold Request workform appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">In the <b>Pickup</b> box, select the branch where the patron wants to pick up the item. </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The <b>Borrow by mail</b> and <b>Tracking number</b> fields are used by libraries that check out and send requested materials to patrons. See <a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</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 can 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>
|
||||
<blockquote>
|
||||
<p class="FM_List">The <b>Name</b>, <b>Barcode</b>, <b>Code</b>, and <b>Registered at</b> boxes are filled in.</p>
|
||||
</blockquote>
|
||||
<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>
|
||||
<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>, a message appears. If the bibliographic record includes issue designations, you can select a specific issue. If there are no issue designations, you can select a specific item. If the bibliographic record is not a serial, but it has volume data, you can select a specific volume.</p>
|
||||
<p class="indent2">The applicable boxes in the Details frame are filled in.</p>
|
||||
<p class="NoteShade"><a name="kanchor537"></a><a name="IX_serial_issues"></a><a name="kanchor538"></a><a name="IX_unlocking"></a><b>Note:<br /></b>You can also specify the title by typing its information. However, you must unlock the hold request. This is risky, since the request may not be filled if the information does not match the database. Also, you cannot lock a request after unlocking it. To use this method, select <b>Tools, Unlock Request</b>. A message indicates that the request may not be filled. Click <b>Yes</b> to continue. All the boxes in the Details frame, except <b>Item barcode</b>, are available for editing. Type the title’s information in the appropriate boxes.</p>
|
||||
<p class="indent2">For serial issues with linked item records, you can make item-level requests as you would for a monographic item. Use the <b>Unlock Request</b> function for serial issues without linked item records, you can select <b>Tools, Unlock Request </b>to make the <b>Copy</b> and <b>Issue</b> fields available for data entry. Data in the <b>Copy</b> and <b>Issue</b> fields is informational only and is not used to match an item to the hold request. However, if you convert the hold request to an ILL request, information in these fields is placed in the appropriate fields of the ILL request. See <a href="../PPill/Creating_Interlibrary_Loan_Requests.htm#XREF_70121_Status_Table">Creating Interlibrary Loan Requests</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">If you want to enter notes for the hold request, select <b>View</b>, <b>Notes</b> or click <img alt="HoldReqNotesBtn.gif" style="margin-bottom: -8.000pt;width: 25;height: 24;" id="image4" src="HoldReqNotesBtn_25x24.gif" /> to display the Notes view, and type the note as follows:<ul type="disc"><li><p class="FM_Bullet"><a name="kanchor539"></a><a name="IX_display_notes"></a>If you want a note to appear on the hold slip, type the information in the <b>Staff Display</b> box. This note is also displayed in a message to staff 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 hold at circulation.</p></li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The library may set default text for this note for Borrow by Mail Requests. See <a href="../PPBorrowBM/Placing_Borrow_by_Mail_Requests.htm#XREF_91208_Placing_Borrow_by">Placing Borrow by Mail Requests</a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>If you want a note to be viewed online by staff only, but <span class="FM_Emphasis">not</span> appear on the hold slip, type the information in the <b>Non-public</b> box.</li>
|
||||
<li>If you have the Circulation permission <b>Modify PAC display note: Allow, </b>you can add or modify the PAC display note on the Hold Request workform - Notes view. This note is available to patrons in the PAC patron account - Requests page.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The library may set default text for this note for Borrow by Mail Requests. See <a href="../PPBorrowBM/Placing_Borrow_by_Mail_Requests.htm#XREF_91208_Placing_Borrow_by">Placing Borrow by Mail Requests</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">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, the <b>This item only</b> checkbox is selected.</p>
|
||||
<p class="indent2">If the hold request includes a note, the Notes view icon is yellow <img alt="NotesBtnYellow.gif" style="width: 21;height: 18;" id="image6" src="NotesBtnYellow_21x18.gif" class="imginline" />.</p>
|
||||
<p class="indent2">On the Notes view, the <b>Request Satisfied By</b> list displays the items that can fill the hold request.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you are placing more requests for the same patron or title, do not close the workform. Go to step 9.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9">If you want to place another request, choose one of the following options:<ul type="disc"><li><span class="FM_BulletHead">Same title, different patron</span> - 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><span class="FM_BulletHead">Different title, same patron</span> - 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><span class="FM_BulletHead">Different title, different patron</span> - Select <b>File </b>><b> New </b>><b> Blank</b>, or press <b>CTRL+N</b>.</li></ul></li>
|
||||
</ol>
|
||||
<p class="FM_List">A new blank Hold Request workform appears.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor540"></a><a name="IX_item_holdability"></a><span class="FM_BulletHead">Item holdability</span> - Holdability is an item’s eligibility to be trapped for a hold request. A specific item may be holdable without restrictions, with specified restrictions, or not holdable under any conditions. The Item Record workform - Circulation view indicates an item’s holdability status. In addition, your library may prevent items with selected circulation statuses from being held. </li>
|
||||
<li><a name="kanchor541"></a><a name="IX_item_level_holds_and"></a><span class="FM_BulletHead">Items relinked to a new bibliographic record</span> - If an item is linked to a different bibliographic record after an item-level hold request is placed, the hold request is updated with the new bibliographic information.</li>
|
||||
<li><a name="kanchor542"></a><a name="IX_request_history_viewing"></a><span class="FM_BulletHead">Request history</span> - You can see the request’s status as it passes from branch to branch in the request-to-fill (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a>) cycle. Each time the request passes to a different branch, the status is displayed as Pending. On the Hold Request workform, select <b>View, Notes</b>. Request history information is located at the bottom of the Notes view. For Pending requests, the Branch column lists the current branch in the RTF cycle that has an item eligible to fill the request. For example, if the status is Pending and Library A is the listed branch, the request appears on Library A’s requests-to-fill report. For more information about RTF processing, see <a href="Daily_Request_Processing.htm#XREF_26045_Filling_Denying">Daily Request Processing</a>.</li>
|
||||
<li><span class="FM_BulletHead">Multiple hold requests</span> - You can request one title for multiple patrons, or multiple titles for one patron, at the same time. See <a href="Place_hold_requests_-_multiple_patrons_one_title.htm#XREF_78255_Place_multiple">Place hold requests - multiple patrons, one title</a> and <a href="Place_hold_requests_-_multiple_titles_one_patron.htm#XREF_80771_Place_hold">Place hold requests - multiple titles, one patron</a>.</li>
|
||||
<li><span class="FM_BulletHead">Grouping holds</span> - You can group a patron’s related holds so that when one request is filled, the others in the group are cancelled. See <a href="Group_patron_hold_requests.htm#XREF_28957_Group_a_patron_s">Group a patron’s hold requests</a>.</li>
|
||||
<li><span class="FM_BulletHead">Patron-initiated hold requests</span> - Your library may allow patrons to place hold requests from the PAC. See PAC online Help.</li>
|
||||
<li><span class="FM_BulletHead">Borrow By Mail</span> - On the Hold Request workform, the <b>Borrow by mail</b> and <b>Tracking number</b> fields are used by libraries that check out and send requested materials to patrons. See <a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</a>.</li>
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<h1><a name="XREF_58179_Creating_Hold"></a>Placing Hold Requests</h1>
|
||||
<p><a name="kanchor5414"></a><a name="IX_placing_overview"></a>You can request one or multiple titles for a patron, or the same title for multiple patrons. You can also request specific items and your library may also allow <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> on a specific issue of a serial or a specific part of a multipart set. A hold request can be placed on any bibliographic or item record, unless the record is provisional (incomplete) or an item is restricted from holds in some way.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>EContent cannot be requested from the Polaris staff client. Patrons place holds on eContent using the PAC. </p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Place_single_or_consecutive_hold_requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Single or Consecutive Hold Requests</span></a>
|
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</li>
|
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<li><a href="Place_hold_requests_-_multiple_patrons_one_title.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Hold Requests - Multiple Patrons, One Title</span></a>
|
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</li>
|
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<li><a href="Place_hold_requests_-_multiple_titles_one_patron.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Place Hold Requests - Multiple Titles, One Patron</span></a>
|
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</li>
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<li><a href="Hold_Request_Messages_and_Blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Hold Request Messages and Blocks</span></a>
|
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</li>
|
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</ul>
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<p class="FM_Heading3"><a name="TOC_Hold_Request_Messages"></a><a name="XREF_13072_Hold_Request"></a>
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<h1><a name="XREF_39613_Reactivate_hold"></a>Reactivate Hold Requests</h1>
|
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<p><a name="kanchor4412"></a><a name="IX_reactivating"></a>You can reactivate Canceled, Expired, and Not-supplied hold requests to permit items to fill them. When you reactivate a hold request, the request immediately becomes active with a new expiration date, and items can be <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 it. The reactivated request’s position in the holds queue is determined by a Polaris Administration setting. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Queue_and_Trapping_preferences.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Trapping preferences, queue settings</span></a>. </MadCap:conditionalText>You might reactivate a cancelled request if a patron decides she wants a title after all. You might choose to reactivate Expired and Not-supplied requests to provide another opportunity to trap items for the request. </p>
|
||||
<p>To reactivate one or more hold requests:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A Not-supplied request cannot be made Active if the conditions that made it not supplied have not changed. You can reactivate the request, but as soon as the system determines that it cannot be filled, the status again becomes Not-supplied.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also display the hold requests on the Patron Status workform - Holds view. Right-click the requests in the list, and select <b>Reactivate</b> from the context menu. In the Hold Request workform, select <b>Tools, Reactivate</b> or click <img alt="pbutReactivate.gif" style="width: 29;height: 18;" id="image56" src="pbutReactivate_29x18.gif" class="imginline" />. In a Bibliographic or Item Record workform, select <b>Links, All Hold Requests</b>, right-click the request in the Linked Hold Requests dialog box, and select <b>Reactivate</b> from the context menu.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
|
||||
<p>The Request Manager workform - Hold Requests view appears.</p>
|
||||
<li value="2">Select a library in the <b>Branch name</b> box and one of the following options in the <b>By</b> box, according to the requests you want to display: <ul type="disc"><li><b>Item</b> - Displays requests for items that are owned by the selected library</li><li><b>Patron</b> - Displays requests for patrons who are registered at the selected library</li><li><b>Pickup</b> - Displays requests to be picked up at the selected library</li></ul></li>
|
||||
<li value="3">Select a hold request status in the <b>Status</b> box. </li>
|
||||
<p>You can reactivate requests that are Cancelled, Expired, or Not-supplied.</p>
|
||||
<li value="4">Select the requests.</li>
|
||||
<li value="5">Click <img alt="" style="width: 31;height: 18;" id="" src="pbutReactivate_31x18.gif" class="imginline" /> above the Requests list, or press <b>CTRL+A</b>.</li>
|
||||
<p>The list shows requests with the status Canceled, Expired, or Not-supplied, so the requests you reactivated are no longer displayed. Their status has changed to Active.</p> </ol>
|
||||
<h4>Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Patron control of hold requests</span> - Your library may allow patrons to suspend Active or Pending hold requests and place hold requests with activation dates in the future from the PAC. A Polaris Administration setting controls the queue position of these requests when they are re-activated or the activation date is reached. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Set_Holds_options_Alerts_and_blocks.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Holds options: Define staff client and PAC alerts and blocks</span></a>.</MadCap:conditionalText></p>
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<h1>Set a hold request to Ask me later</h1>
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<p>You can mark a hold with Ask me later when your branch has an item on the <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
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sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a> list that staff cannot immediately locate. When this option is selected, the system removes the item from display in the library’s pending list and moves the request to the next step in RTF, allowing the request to go to the next branch as soon as possible. When enabled, the Ask Me Later icon appears next to the item in the Items list. Unlike Deny, which removes the item from eligibility to fill the request, Ask Me Later leaves the item eligible to fill the request, giving the library another chance to fill the request.</p>
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<p>The following are exceptions and additional functions for Ask Me Later: </p>
|
||||
<p><span style="font-weight: bold;">If there are no In items - </span>If other branches have items, but none are In, the request cannot be routed. In this case, set the request to Active, wait for the “Days at Branch” defined for this branch to pass, re-submit to RTF.</p>
|
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<p>There are no eligible items, as in the following conditions: </p>
|
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<ul>
|
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<li><span style="word-spacing: normal;font: 6.0pt "Times New Roman";"> </span>If this is the only item that can fill the request because all other items are restricted or set Not-holdable.</li>
|
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<li><span style="word-spacing: normal;font: 6.0pt "Times New Roman";"> </span>If the request is an item-level request.</li>
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<li>If no other branch has any holdable items, but this branch has more than one holdable item. </li>
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</ul>
|
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<p>In each of these cases, a message displays indicating that the request cannot be routed, and the request remains Pending at the branch until some other action is taken. </p>
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<p>Ask Me Later will not work in the following conditions:</p>
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<ul type="disc">
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<li>
|
||||
<p class="FM_Bullet"><span style="font-weight: bold;">Only one routing cycle -</span> If there are no items in the secondary cycle and only one cycle is allowed in the primary, if Ask Me Later is selected, the request will not go back to the primary and ask again. In this case there would be no further RTF activity, the request would remain Active.</p>
|
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</li>
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<li>
|
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<p class="FM_Bullet"><span style="font-weight: bold;">One day left in number of days defined for the primary cycle - </span>The request will not be routed back to the library.</p>
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<h1>Suspend/Reactivate Holds in Bulk from Patron Account</h1>
|
||||
<p>You can update the activation dates for multiple requests from the patron record. This option is enabled when all selected holds are in a status of Active, Inactive, or Pending/Located.</p>
|
||||
<ol>
|
||||
<li value="1">Right-click one or more holds from the Patron Holds View, and select <b>Suspend/Reactivate</b>.<br /><img src="../../../Resources/Images/SusReactBlkHldsPatStffClnt1.png" alt="" /><br /></li>
|
||||
<li value="2">Select an activation date from the <b>Activation Date</b> dialog box, and select <b>OK</b>. Only the current and future dates are enabled.<br /><img src="../../../Resources/Images/SusReactBlkHldsPatStffClnt2.png" alt="" /><br />The activation dates for the selected holds are updated. Holds that are now inactive or may now be pending/located will display those statuses.<br /><img src="../../../Resources/Images/SusReactBlkHldsPatStffClnt3.png" alt="" /><br /></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:</b> <br />Limit checks are performed when a hold is placed, not when the activation date is updated. There is no message when a hold is re-activated, but the limits are still respected during the <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">RTF<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Requests-To-Fill or RTF processing
|
||||
sends hold requests to designated libraries in a specified order. A library chooses to fill or deny the request. The request is routed until it is filled, it expires, or every library denies it.</span></a> processing, which will leave a request active (or not supplied based on SA) until the patron is under their limits.</p>
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