Here is everything you need to know about handling Holds, Transit, and Intercampus Loans at Bucks Libraries.
Created 3/25/11 by Brian T. Johnstone
A basic rule of thumb with using the ILS: item movements/transactions/etc happen both physically and on the system.
Said another way— physical: stick a book in a brown envelope, label it to go to another campus, stick it in interoffice mail on the system: create ‘Hold’ and place item ‘In Transit’
So in writing up this what-I-hope-to-be-useful jammy, I’m going to be speaking about both events interchangeably. I will make every attempt to differentiate the two and to use the same systems language as the buttons you need to click when talking about the systems side of things.
It’s also helpful to know that the WorkFlows logins determine location. For example, when you log on as BC3BCSTAFF, that tells the system you are working from LBC.
And finally, from a user's perspective, they will use the ILL request forms on the library web site for both ILL (getting books from outside Bucks) and Holds (transferring books between campuses).
When users place a request using either the Book ILL or Journal ILL request form, an email is generated and sent to infobc3@bucks.edu. When working at the Newtown reference desk, the librarian will monitor this account.
When an email arrives, the following workflow is employed
Patrons may also initiate requests in person at any campus by visiting the reference desk. The same principles apply as in the above example. The conversation between the patron and the librarian will result in either document retrieval online, creation of Hold on the system (directly), or completion of the ILL request form on library web site and/or placing ILL request inbox at Newtown circulation.
This is the system function that tags items for specific users, and also plays a part in moving items between libraries (or branches).
Creating the Hold
From LBC or UBC, that’s it. This Hold will show up next morning in an email on the Hold Pick List.
If you’re doing this at the Newtown reference desk (for example, based on an email from an ILL request form), you can then do the following:
Transit is the function that moves items between campuses. For example, when an item is placed In Transit, then it shows as Unavailable in the online catalog to others—this is good. If an item is only physically placed in interoffice mail, then it still shows as available on the shelf and another patron may go looking for it in the stacks—this is not good.
This function can be done as soon as a Hold is placed in the system. If it is not done right away it will queue to the Hold Pickup List. This list is emailed to infobc3@bucks.edu every morning. It is also emailed to several librarians, ones who generally work at extension sites (an item from either UBC or LBC can be requested at another campus—so check the list please).
Whether reading items from the Hold Pickup List or responding directly to an email request (see the section above), do the following to properly route items to another campus:
Items are physically moved by courier among the campuses
When discharging an item that lives at another campus, the system will prompt you to place the item In Transit. Note: this may be for any reason (i.e. the user is not required to return the item to the campus from which it was borrowed—they can return it to any campus)
There may be several different reasons a hold needs to be canceled. Most commonly a user will indicate they no longer require the item.
If the Hold is on the Holds Shelf (and therefore, Available), you can remove the Hold by Item ID.
Holds Maintenance Reports are also run to remove old holds. Also, this is why it is important to place a hold expiration date when creating the hold in the first place. Our practice is to allow 3 months for the hold to be filled—this is derived from the approximate length of our semesters.