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Unit: Acquisitions Services
Date last updated: 09/22/2021
Date of next review: April 20172025
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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. The patron pus writes the name of the book, the author, the call number, and their contact 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 , but the existing barcode number is on the piece should be visible in the photocopy provided to LTS (see next 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.
AS Circ. staff staff make a photocopy of the book’s title page, title page verso, and written handwritten call number.
Circ. AS 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.
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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.
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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. Access Staff 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 catalog, re-instate or catalog , and/or re-mark the resource as appropriate, and delete the manual loan notes from the Holdings and Items records, set the Item Status to “Not Charged”, and send the item back to the stacks.
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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.
1. One of the more common cases case is when a patron signs out a book that has been withdrawn because it was lost. In this case, the original item record will have been deleted. Following the steps above, Holdings note . but the Holdings would probably still have a Call number. Check to see if there may be a call number mismatch between the book and the database. If the photocopy doesn't include the written call number, wait for the book to come back and be sure to check-- there's a reason why it was "lost" but found in the stacks: usually a call number mismatch. Holdings and Item notes could say something like: "Manual Loan: please send to 110 Olin when returned by patron–had been withdrawn, but found in stacks. Will confirm cataloging when book is in hand".
2. If a Patron has found & checked out a piece of a multi-volume or serial that is not reflected in the Holdings, a new Holdings record does NOT need to be created just for the checked-out piece. That is, if the patron has no. 5, and the Holdings shows that we have 1-4 and 6-8, the Holdings note can say something like “MANUAL LOAN for No. 5. Please send to Olin 110 when returned by patron, new Item created for it on this Holdings”.
23. If the patron has found & checked out a second copy of a work that was not in the database, a new “In Process” Holdings (and corresponding Item record) may be created for the existing bibliographic record, with the Holdings and Item notes stating: “MANUAL LOAN: Please send to 110 Olin when returned. Looks like a Copy 2 of this piece that was not in the database.” , will need re-marking” (In this case, 2 records are created: a new Holdings, plus a new Item record).
34. If the patron has found & checked out a resource for which there are no records at all, LTS staff may import a good bibliographic match from OCLC, or create one from scratch, and assign a new “In Process” Holdings for it, plus a corresponding Item record. (In this case, 3 new records are created: Bibliographic, Holdings, and Item).
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