*** This version of Confluence is for testing only and contains a copy of content from June 29th 2026. No changes will be preserved. ***
Background: Manual loans occur when a patron signs out a resource that lacks an Item record in the database. When the Circulation staff don't see a record for the item, they have the patron fill out a card with some brief bibliographic information, and the patron's contact info. The patron can still take the resource, and the information is brought to LTS, along with new barcode data (if applicable), so that a record can be adjusted or created to match the piece. The information is then returned to Access Services, so that the material can be properly charged to the patron online, enabling the full range of services for the charge (i.e. renewals, recalls, etc.).
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Workflow:Anchor A A
1. Patron brings piece resource to the Circ. desk, and record is not found Staff find no Item record, so they 're asked ask the patron to fill out a manual loan card. The patron writes the name of the book, the author, the call number, and their contact contact information.
2. If the piece resource lacks a barcode, Access Services staff take a set of DOUBLE Barcodes, and put one on the pieceresource, and one on the manual loan card.
3. If the resource already has a barcode that doesn't match an existing Item record, Access Services staff do NOT need to apply a new barcode to the piece & card, but the existing barcode on the piece should be visible in the photocopy provided to LTS (see next steps below), or it OR the barcode can be written on the manual loan card.
AS 4. Access Services staff staff make a photocopy of the book’s title page, title page verso, and handwritten call number.
AS 5. Access Services staff bring the card and photocopies to the Database Quality Supervisor in LTS, or other designated staff, to be processed on a Rush basis.
6, LTS staff locate the best available Instance record based on the card and photocopy, whether using existing FOLIO records, importing from OCLC, or creating one new records as necessary.
7. 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.
8. 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 section below). The clearer the note, the better. The manual loan note should be checked as staff only.
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