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- Patron brings piece to Circ. desk, record is not found, and is asked to fill out a manual loan card.
- 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, 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 on the manual loan card.
- If the resource already has a barcode, 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 on the manual loan card.
- Access Services staff make a photocopy of the book’s title page, t.p. verso, and written Call number.
- Access Services bring the card and photocopy to the Inputting Supervisor, Acquisitions Coordinator, or Database Quality Supervisor in LTS, to be processed on a Rush basis.
- LTS staff locate the best available 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 others who have the appropriate language expertise.
- To find or input the correct record, LTS Staff may need to consult with others who have the appropriate language expertise.
- LTS staff create an “In Process” Holdings record for the new Instance, if applicable, with Holdings Note (note type: note) saying: “Manual Loan, send to 110 Olin when returned”, and any other appropriate explanatory information (see examples in the Notes section below). The clearer the note, the better.
- 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 simply lacked an item record, or the item record didn't match the barcode. This is one of the most common scenarios for manual loans.
- 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.
- All records associated with this loan will be active and un-suppressed.
- LTS staff return the card to Access Services, usually in the Public Services office, so they can link the resource to the patron in the Circulation ModuleCheck-Out app. This will make it appear as “charged” in the OPAC.
- When the Patron returns the piece, Access Services staff will discharge check it in, and bring it to the “Manual Loan Returns” shelf in LTS, or directly to the Inputting Supervisor, Acquisitions coordinator, or Database Quality Supervisor.
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