Circulation

Workflow

Incoming Holds and Transfers

Outgoing Holds and Transfers

Checking in

1. Choose Check in on the header bar and scan the barcode
2. Scan and look! Your scanned items will appear in the generated table
3. Watch for messages

Reminders

• Check in returned items, those coming from the courier, and those going out on the courier
• Checking in updates the item status, refreshes the date last seen, puts holds in motion and completes transfers

Checking out

1. Choose Check out on the header bar and scan patron's card or search by name
2. Verify you have the correct patron
3. Scan each barcode into the checkout box; checkouts appear below
4. (Optional) Print a due slip

Placing holds

1. Search
   1. Choose Search the catalog on the header bar, type your search terms, and submit
   2. Click the title for the matching record
   3. Verify that you chose the right record; check title, format, etc.
2. Place hold
   1. Click Place hold button
   2. Search for your patron by scanning their card or typing their name
   3. Verify Hold details
   4. Click Place hold

Reminders

• Use the red X to delete a hold
• Use the dropdown to change the pickup location
• Use the suspend button to pause a hold; add a date to automatically unpause the hold later on

Pulling holds

1. Click Circulation at the top left
2. Click Holds queue under Holds
3. Click Submit
4. Print the holds queue by selecting File > Print or pressing Ctrl+P
5. Pull each item on the queue
6. Check in each item you pulled
7. For items going to another library
   1. Click Print slip, transfer, and confirm
   2. Place the slip in the item so that it is secure and easy to find
   3. Prepare the item for courier pickup
8. For items for your patrons
   1. Click Print slip and confirm
   2. Place the slip in the item
   3. Notify the patron the item is waiting if they have not already received an email or text.

Holds FAQ

• How long should I search for an item before marking it missing?

  One week. If you cannot find the item and other libraries have it, feel free to mark the item missing sooner to move the hold on faster.

• What should I do if I cannot find the item, and there are other copies available on the record?

  Mark your copy 'Missing' and the hold will roll over to the next library.

• What should I do if I cannot find the item and mine is the only one on the record?

  1. Mark the item 'Missing'
  2. Notify the library of the patron
  3. Have that library remove the hold

• What if a hold is placed on a local item that does not circulate in the consortium? (As in devices, special collections, fragile items, ect.)

  Most items of this nature should be cataloged in a way that disallows holds. If a hold does find its way on this type of item, you should:

  1. Notify the library of the patrons
  2. Let them know that the hold cannot be filled
  3. Have them remove the hold
  4. See if there's a better way to catalog the item to prevent future holds

• When I check the item in, nothing pops up -- what's going on?

  A number of factors can cause this to occur:

  • Someone from another library beat you to filling the hold -- you can check by looking at the item record to see if a copy is already in transit to fill the hold
  • The hold has been suspended -- check by looking at the holds page for that item; the button on the far right will say 'Unsuspend'
  • The hold is set for a future date -- check by looking at the holds page for the item; the date column will show a date in the future

• My patron asked for an item 2 weeks ago and it's still not here -- what's going on?

  Many factors can affect the speed a hold is filled, including the number of holds on the record and the number of copies available. Check the item record to see the status of the hold:

  • If the item is listed as available, contact the library to see what the holdup is
  • If the item is marked missing but you weren't notified, go ahead and delete the hold and look elsewhere
  • If the hold has become item specific and more copies are available, delete and replace the hold

Item statuses

1. Access the status screen by clicking the barcode of the item

2. For lost or missing items:

   1. Choose a status from the dropdown

      

   2. Click Set status

      

3. For items needed temporarily withdrawn:

   1. Choose Withdrawn from the withdrawn status dropdown:

   

   2. Click Set status

   

   Lost statuses

   Status	When to use	Clears on check-in?	Holds allowed?	OPAC Visible?
   Claims returned	Do not use at this time	Yes	No	No
   Missing	Use for items that are temporarily misplace; items that cannot be found on the holds queue	Yes	No	No
   Long Overdue (Lost)	Automatically applied at 99 days overdue	Yes	No	No
   Lost	Use for items that are unlikely to be found: items not seen during inventory, or missing for an extened period	Yes	No	No
   Lost and Paid For	Use on lost items that have been paid for and are awaiting replacement	Yes	No	No

   Withdrawn status

   Status	When to use	Clears on check-in?	Holds allowed?	OPAC Visible?
   Withdrawn	Use on items that need temporarily taken out of circulation (i.e. damaged items, items returned without parts)	No	No	Yes

Incoming ILL

For items requested through SHAREit from outside the consortium, you can add temporary records to keep track.

1. Add the temporary record
   1. Click SHAREit then Add temporary record
   2. Enter author, title, format
   3. Click Save
2. Add the temporary item.
   1. Fill in:
      1. Your initials
      2. The call number from the item
      3. A barcode from a barcoded card
      4. Item type
         • Incoming ILL for regular circ periods
         • Incoming ILL: Shorter Term for shorter circ periods (rules may need set up for this)
      5. Owning/Lending library
   2. Click Add item
3. Add your hold
   1. Place a hold on the newly created record
   2. Check the item in using the barcoded card
   3. Click Print slip and confirm
4. Check the item out to the patron when they come to pick it up
5. Check the item in when it is returned
6. Delete the item and record
   1. Click More then Tools
   2. Click Batch item deletion
   3. Scan each card into the Barcode list box then click Continue
   4. Scroll to the bottom and click Delete selected items

Item reimbursement

Library A: Transacting library of the lost item

1. Charge the patron

   1. Pull up the patron

   

   2. Click the barcode of the lost item

   

   3. Make sure a replacement price is present

   (If there's no price, ask the lending library to fill it in before you continue)

   4. Change the status to Lost and Charged

   

   5. Click Set Status

   

2. Send payment to the lending library where appropriate. Include title and barcode information.

   

Library B: Owning library of the lost item

If you are replacing the item:

1. Pull up the item and click edit

2. Change status to Lost and Paid For

3. Change the current location back to your library (if necessary)

4. Add a non-public note including: *Who paid you *When paymen was received *Method of payment (i.e. materials replacement fund, check from library)

5. Once the replacement copy arrives 1. Delete the old, lost item 2. Add the new item

If you are not replacing the item, delete it.

Note: This process is also appliciable when your patron loses your items. You should charge the patron then decide if you want to replace or delete the missing item.

Replacement responsibilty

"As soon as an item departs a lending library, it becomes the responsibility of the borrowing library. If the item never arrives at the borrowing library, or never finds its way back to the lending library, the borrowing library is responsible for replacing the item either via reimbursement or materials replacement claim." (Policy 3.4.3)

Transfers from your library

Transfers to your library

Transfers cleanup

“Items lost in transit to and from your library must be investigated and accounted for.“(Policy 3.4.1)

Use the Transfers to receive report under Circulation > Circulation reports to find items in limbo

Additional steps

• Post on the SEKnFind listserv (koha-l@sekls.org)
• Check your Rotation boxes
• Contact the courier coordinator (courier@nekls.org) if you suspect that the item was lost on the courier

Materials Replacement Fund

• 8 claims may be made each year
• Itmes must be missing for over 2 months, but less than 1 year
• The minimum claim is $5.00
• A document verifying item price must be included with the claim
• Full details are available at www.sekls.org/material-replacement

Long overdue lost cleanup

Use Report 1854 - Long Overdue Cleanup

1. Location long overdue lost items
2. Verify replacement cost is present
3. Note when items are not yours
4. Change the status of the item to "Lost and Charged" and click Set Status*
5. Bring the patron account in-line with your policies by writing off/adjusting fines
6. For your items, replace or delete the missing item; for borrowed materials, reimburse the lending library