How and when to place holds, and general information about holds and requests
In brief: If there is a request button in OskiCat, the patron should use that instead of circulation staff placing the hold for the patron in the Millennium client. Staff-placed holds for patrons can cause a number of problems for patrons, including affecting the order of holds on popular titles, and inability of a replacement/additional copy received to fulfill the hold.
NOTE: There are limited circumstances where Circulation staff must place an item-level hold in the Millennium client for patrons (because OskiCat won’t show the request button as nothing is requestable).
– placing an item on search when it can not be found in the stacks: Search Procedures
– paging NRLF restricted materials: Placing Staff Holds on NRLF Items on Behalf of Patron
– paging something from NRLF (like a US depository item) for a member of the public who does not have a library card (in which case the request button does appear but the patron has no record to log in with): Placing Staff Holds on NRLF Items on Behalf of Patron
– holds on two-hour and 1-day loan reserve materials (NOTE: not all libraries allow holds on this type of material, and this type of hold requires a supervisory override since the loan rules for short-term reserves are not holdable).
Item holds placed in the Millennium client are also used by reserve supervisors to page materials from other libraries for reserve: Course Reserve Processing-paging
What is a hold? A hold is a mechanism for uniting a patron with the patron’s desired item. Various “flavors” include:
– Staff-placed holds (“holds”, done through the Millennium client)
– Patron-placed requests (“requests” or “pages”, done through OskiCat)
– Course reserve requests (done by reserves supervisors)
A hold may be at:
– The Bibliographic (title) level – can be satisfied by any attached item being checked in (i.e. any copy)
– The Item level – can be satisfied only by the one specific item that carries the hold
How are holds stored and displayed? A hold is actually a field (usually invisible) in two places: patron record, and bib or item record (depending on the level of the hold). In the Millennium client, holds display as tabs in the Summary of Attached records (or by choosing holds as the type of record to display from the summary).
How long do holds last? Holds persist until either:
– Satisfying item is checked out to patron or
– Hold is cancelled
[Note: statuses of “in transit” and “on hold shelf” don’t cancel the hold]
Cancelling holds: Holds may be cancelled:
– By the patron via MyOskiCat
– By staff
– By the system, if it is on the hold shelf and not picked up by the pick up date, OR when the “not needed after” date arrives.
Bib-level holds become item-level holds when an item is checked in and the loan rule shows that that item is holdable by the patron who has the bib level hold.
Requests (pages) are placed online by patrons–or staff for themselves–in MyOskiCat.
When is OskiCat Request allowed?
When a “regularly circulating” campus, LBNL, or NRLF item is available. If there is a circulating item available, patrons can use the Request button in OskiCat to page the item. If there are no circulating items available, patrons can use the Request button to place a recall.
Some examples of “regularly” circulating items:
– Monographs on campus or LBNL
– Most items at NRLF
– Items with a status of at bindery, in process, missing, etc.
– Brief bibliographic record with no items attached (an order has been placed, but has not been received)
For titles with multiple volumes, the patron will be prompted to choose which volume to request. However, for titles with multiple copies, the patron does not get to choose which one to request – the system will randomly choose between the items and page one.
If multiple locations have a copy, the system will move the page from one location to the next until the hold is fulfilled. If no location fulfills the hold, then the page expires.
NOTE: In certain circumstances, the Request button will appear in OskiCat for items that should not be paged. Staff will need to handle these problem holds as they appear.
Requests are recorded by the catalog and placed in to a request file. “Readreq” process (running in the background) reads requests and turns them into holds.
Paging is the process by which the library is notified that an item needs to be pulled from the shelves to satisfy a hold. Use the Notices mode in Millennium Circulation to print pages daily. Staff will need to print both the title-paging list and item-paing slips to gather all holds. Paging procedures are located here.
What settings/rules affect holds?
On the OskiCat side:
– Rules for Requesting: Control if a patron request is allowed in OskiCat. Controls the presence of the request button, and is responsible for the text “sorry, request is not available…” that patrons may see in situations where the request button appears but the request is not allowed.
– WebOpac Locations Served table: Controls which locations qualify as “local” to support the “deny if local available” setting. When a library has a temporary closure we remove them from this table to keep their “available” items from displaying the request button.
On the Millennium client side:
Loan rules: govern holds, recalls, fines, and notices. Loan rule is chosen based on conjunction of: item type, patron type, and item location.
Transferring holds? Details are here.
Staff recalls are discussed here.
Author: Charis Takaro
Approval Group: PSC, CSG
Update Group: Circulation Services Group
Last updated date: 08/08/14
Approved CSG: 07 November 2011
Approved PSC: 13 December 2011
Updated information to more
Fri, 08/08/2014 – 14:51 — josgood
Updated information to more accurately reflect OskiCat requests after the implementation of online paging.
Added link to new holds
Tue, 02/28/2012 – 16:40 — Charis Takaro
Added link to new holds transfer doc.
Wed, 09/21/2011 – 16:15 — Charis Takaro
Hi CSG – this was adopted from a power point presentation Phil gave when we went live. It seems like it might need more added to make it useful for circ folks. I realize it has more “back end” stuff than you probably want, but it seemed a shame to lose this handy consolidation of info on a very complex topic. Please feel free to add to it or reformat it so it will be useful for circ!