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Workflow:Anchor A A
Patron brings piece to Circ. desk, and record is not found, so they're asked to fill out a manual loan card
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. The patron pus the name of the book, the author, the call number, and their contact information.
If the piece lacks a barcode, Access Services staff take a set of DOUBLE Barcodes, and put one on the piece, and one on the manual loan card.
If the resource already has a barcode that doesn't match an existing Item record, Access Services staff do NOT need to apply a barcode to the piece & card. They just need to make sure that the existing barcode number is visible in the photocopy provided to LTS (see steps 3-4), or it can be written on the manual loan card. This scenario happens less often than the above example, where there's no barcode at all.
Circ. staff staff make a photocopy of the book’s title page, verso, and written call number.
Circ. staff bring the card and photocopies to the Database Quality Supervisor in LTS, or other designated staff, to be processed on a Rush basis.
LTS staff locate the best available Instance record based on the card and photocopy, whether using existing FOLIO records, searching/importing from OCLC, or creating one as necessary.
To find or input the correct record, LTS Staff may need to consult with fellow staff who have more appropriate language expertise for the material.
LTS staff create an “In Process” Holdings record for the Instance, if applicable, with a Holdings Note (note type: note) saying: “Manual Loan, send to 110 Olin when returned”, and any other appropriate explanatory information (see examples in the Examples section below). The clearer the note, the better. The manual loan note should be checked as staff only.
If it is not necessary to create a new Holdings, LTS staff will add the Manual Loan note to the appropriate existing Holdings. This would occur in cases where we appear to have an Instance and a Holdings record for the piece, but it lacked an item record, e.g. because it was withdrawn/lost.
LTS staff create a new Item record for that Holdings (using the Barcode on the card or photocopy), and paste the Manual Loan note (from the Holdings) in the “Note” area of the Item record (staff only).
The Instance, Holdings, and Item records associated with this loan will be active and un-suppressed.
LTS staff return the card to Circ. staff/ Access Services, usually in the Public Services office, so they can link the resource to the patron in the Check-Out app.
When the Patron returns the piece, Circ. staff will check it in, and bring it to the “Manual Loan Returns” shelf in LTS, or directly to the Database Quality Supervisor.
LTS staff re-instate or catalog the resource as appropriate, and delete the manual loan notes from the Holdings and
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Items records, set the Item Status to “Not Charged”, and send the item back to the stacks.
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Examples::
There are many scenarios in which a resource will lack an Item record, and careful judgment must be used by the staff member who is processing the resource. Below are a few cases requiring different approaches, and there are others not covered here. Please consult the appropriate staff if questions arise.
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