Page History

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1.  Patron brings resource to the Circ. desk to check out,  Staff find no Item record, so they 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 information.

2.  If the resource lacks a barcode, Access Services staff take a set of DOUBLE Barcodesbarcodes, and put one barcode on the resource, and one on the manual loan card.

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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 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 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 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we appear to have an Instance and a Holdings record for the piece, but it lacked an item record, e.g. because it was withdrawn/lost. 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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