*** 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 foundto check out, 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 Barcodesbarcodes, and put one barcode 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, handwritten call number, and call number label, IF it does not match the handwritten call number (or if there is no handwritten call number).
5. Access Services AS staff bring the card and photocopies to the Database Quality Supervisor staff 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 (see processing examples below).
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 DBQ/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.
9. 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.
10. LTS staff create a new Item record for that Holdings (using the Barcode on the card or photocopy), and paste add a Check-in Note paste the Manual Loan note (from the Holdings) in the “Note” area of the Item record (staff only).
11. The Instance, Holdings, and Item records associated with this loan will should all be active and /un-suppressed.
12. LTS staff return the card to Access Services, usually in the Public Services officeResource Services staff, so they can link the resource to the patron in the Check-Out appFOLIO.
13. When the Patron returns the piece, Access Staff staff will check it in, and bring it to the Database Quality Supervisor.
14. LTS staff catalog, re-instate, 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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Examples of LTS Manual Loans Processing::
There are many scenarios in which a resource will lack an Item record, and careful judgment must be used by the LTS 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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