Paging Procedures

Author: Jennifer Osgood
Posted in: Circulation Services Group

Paging is the process by which a library is notified that an item needs to be pulled from the shelf to satisfy a hold. Sometimes the item is needed by a patron, and sometimes there is an internal need, such as for course reserve, an exhibit, or a re-cataloging project. There are two types of pages that can be generated by the system: Title-level pages and Item-level pages. Title-level pages are bibliographic holds on available items, and remain at the bibliographic level until actually being pulled from the shelf and scanned in Millennium; Item-level pages are holds assigned to specific available items at the time a request is placed.

Most pages will be placed at the Title-level, using OskiCat. When placing a page in OskiCat, the system will determine whether the bibliographic record has any AVAILABLE items that can fulfill the request. An AVAILABLE item:

  • Has a status of ‘-‘ (i.e., available)
  • Is not checked out
  • Does not already have other holds
  • Is holdable by the patron (determined by loan rules)

If the item is pageable from multiple locations, the system will decide in what order to notify libraries that their item has a request:

  1. If there is an available item at the patron’s specified pickup location, the system will page that item first.
  2. If none of the available items belongs to the specified pickup location, the system will randomly select an available item from one of the owning libraries.

To get a list of items that have been paged from your library, library staff must use the Notices mode in Millennium. Staff will need to run two different jobs daily, to capture all paged items: a “Title Paging List” and “Item Paging Slips.”

The “Title Paging List” captures all title (bib)-level holds; title-level holds are commonly generated by patrons paging items (non-volume) in OskiCat. This list contains all of the holds placed on your AVAILABLE items since the last printing of the list, and any holds that have automatically transferred to your library from another unit.

The “Item Paging Slips” captures all item-level holds, which are generated when a patron requests a volume from a series using OskiCat. Item-level holds will also continue to be placed by Reserves processors and other departmental accounts.

NOTE: If you need to page for reserves or other internal uses, and the items are from your own collection, you may need to use a special login.

Both jobs must be run to ensure that all paged items have been collected.

Printing paging lists/slips

To print a Title Paging List or Item Paging Slips without a saved job:

Note: It is possible to send your jobs to an email address instead of sending them to a printer, but we recommend that units print all paging jobs.

  1. Log into Millennium using your regular login and password.
  2. Go to the Notices mode (located in the Navigation Bar, or choose Go > Notices).
  3. Click New.
  4. Under Notice Type, choose either Title Paging List or Item Paging Slips.
  5. (Recommended) Sorting pages by (sub)location and call number:
    1. Click Sort By.
    2. Type I (Item) in the Type column and 79 (Location) in the Field column.
    3. Click Append.
    4. Type I (Item) in the Type column and C (Call #) in the Field column.
    5. Click Save.
  6. Click Prepare.
  7. If prompted, choose a printer.
  8. Click Send Notices (DON’T click the Print icon in the upper right).
  9. Click OK.
  10. You should physically check to make sure all the notices printed properly. If they did print correctly, answer YES to “Clear all print notices?” If they didn’t print correctly, answer NO, fix the problem, and click Send Notices again.

WARNING: Item Paging Slips, once printed and cleared, will not appear again. Make sure you have all your paging slips before clearing the print job. A Title Paging List can be printed more than once, even after you’ve cleared all notices.

  1. Click Close.
  2. Click Close again.

If you want to save this job for future use:

  1. Answer Yes to “Save new job?”
  2. Choose a printer.
  3. Assign a job name. Names should identify what the job is (bib-level pages vs. item-level pages) and which location the job belongs to (i.e. MATH bib-level pages or MATH item-level pages).
  4. Click OK.

Note:  All jobs saved in Notices mode will display for all users in your location, making it easy to set up for student employees.

  1. If you do not want to save this job for future use, answer No to “Save new job?”

To print a Title Paging List or Item Paging Slips from a saved job:

  1. Log into Millennium using your regular login and password.
  2. Go to Notices mode (located in the Navigation Bar, or choose Go > Notices)
  3. Find your saved job for title or item paging.
  4. Highlight that line and click Prepare.
  5. If prompted, choose a printer.
  6. Click Send Notices (DON’T click the Print icon in the upper right).
  7. Click OK.
  8. You should physically check to make sure all the notices printed properly. If they did print correctly, answer YES to “Clear all print notices?” If they didn’t print correctly, answer NO, fix the problem, and click Send Notices again.
  9. Click Close.
  10. Click Close again.

Preparing paged items

  1. Find and pull items from shelf.
    • If you are unable to find a paged item, refer to the next section on ‘Editing item records for items not found’.
  2. Optional: Units may wish to separate the items for your own unit from the items that are needed for other libraries.
  3. Open up Check-In mode.
  4. Scan the barcode of the item.
  5. Select Fulfill Hold.
    • If the item is for another unit, choose to place the item In Transit.
    • If the item’s pick up location is your unit, print the hold slip and place on your hold shelf.
  6. Print Slip? Select YES.
  7. Place slip in book and then place in your outgoing mail.

Editing item records for items not found:

If you are unable to locate a paged item, change the status of the item to ‘m’ ON SEARCH. The item will become part of the normal search cycle, and will fulfill the page when found if the hold still exists.  This will allow the system to move the Title-level hold to the next available item (if there is one).  Unfulfilled items from paging lists with multiple pageable copies will automatically transfer to a new location overnight.

Pages resulting in Item-level holds will need to be transferred by staff.

Denying a page request:

After retrieving an item from the stacks, you may determine that the item should not be lent because of its poor condition or because it should be non-circulating. If staff determine that an item is too fragile to lend, they have the option of changing the status of the item to “o” LIB USE ONLY or adding an OPAC message “l” LIB USE ONLY.  These changes will prevent further page requests on the item.

If other circulating copies are available, the system will transfer the hold after a certain period of time. If no other copies are available, email the patron, explain the situation, and let them know their options.

  • Explain that the item is in need of repair and can be used in-house at the owning location before being sent to preservation.
  • If necessary, change the pickup location to the owning location to prevent the possibility of further damage.

Receiving paged items:

Paged items are no different from holds sent in-transit to your unit. Check them in and satisfy the hold as normal.

How pages move from one library to the next:

Libraries will only have a certain length of time to attend to Title-level pages before they stop appearing on their paging lists. If other pageable copies exist, the request will move to the next location. If no other pageable copies exist, the hold remains, but will not appear on any paging lists.

Pages will appear on paging lists and slips almost immediately, no matter when the items are requested. However, the system will only transfer eligible pages to other owning units at a set time every day. Transfers occur 23 hours after 4 am every morning.

Here’s a scenario for what happens if pages are set to transfer after 23 hours:

  1. A patron places a hold at 6 pm on a Monday.
  2. The system identifies items at Library A and Library B that can fill the page and randomly queues it to be printed on Library A’s “Title Paging List.” If Library A runs notices at 6:01 pm, the page will appear on their list.
  3. The 23-hour clock for Library A to retrieve that item would start at 4 am on Tuesday.
  4. If Library A does not retrieve the item and set it in-transit before 3 am on Wednesday, the page moves on to Library B at 3:01 am.
  5. The 23-hour clock for Library B to retrieve that item would start at 4 am on Wednesday.
  6. If Library B fails to fill the page by Thursday at 3 am, and there are no other items are available, the hold remains as a title-level hold, but it will no longer appear on any library’s list.

Reminder: If a paged item cannot be found or is damaged, staff can change the status of the item to ‘m’ On Search or ‘i’ In Repair (or another appropriate status). The title will not appear on the list after this point, although it will not move on to the next library until 23 hours has elapsed.

Exceptions

Possible reasons why patrons cannot place a request on an item in OskiCat:

  • The patron has reached the max hold limit (20 for most patrons, 40 for graduate students and faculty).
  • The patron’s privileges are either blocked or expired.
  • The patron already has a copy checked out.
  • The patron already has a bib-level hold or item-level hold on the item.
    Note: it is possible for library staff to place an item-level hold after the patron already has a bib-level hold using the client, and vice versa.  It is not possible for the patron to add the 2nd hold using OskiCa>.
  • The item is non-circulating.
  • The Item is not pageable by the patron due to a Millennium loan rule. This makes it difficult to place holds on certain items.
  • The item’s status is MISSING.

Possible reasons why pages are not being filled:

  • The item was overlooked or missed when paged items were being pulled from the shelves.
  • See: Denying a page request above.
  • Library staff paged the item using the Millennium client, and chose “Do NOT page” in error.
  • Item Paging Slips were sent and cleared, but the slips failed to print. (Staff will need to go into View Holds mode to find the pages.)

Possible reasons why a paged item in hand does not trigger a hold after it is checked in:

  • The hold was satisfied at another location between the time the notices were printed, and the time the item was retrieved and checked in.

Because of the above situation, it is best to NOT let your paging list/slips sit untouched overnight. If you are unable to retrieve all items on your paging list/slips the day it is printed, you increase your chances of encountering unfilled holds. If multiple copies are available the page will jump to another location. If there are no other available copies and the item is not paged in a timely manner, the request will be much more difficult to find.

To avoid Item-level pages remaining unfulfilled, staff should check the View Holds mode regularly.  Some problems to look for are:

  • Holds placed more than a few days ago with a status of Available.
  • Holds with a status of Missing.
  • Holds with an In Transit status of more than 5 days.

For Title-level pages, Systems will run a report twice a week to capture all timed-out pages and distribute the report to units.

Other Notes:

  • Oskicat will default to placing an item-level hold on a monograph if there are multiple copies, and at least one of them includes a volume number.

Example: http://oskicat.berkeley.edu/record=b11405252~S1

It will also do this for accompanying material, so patrons can pick the specific item they would like to request.

  • Oskicat enables requests of unlinked analytic records (often these items are stored at NRLF).  Place a new request on the item with the correct barcode and cancel the original page. After the request work is finished, report the one unlinked analytic to the cataloging unit that performs catalog maintenance for your location (e.g., BadCat for most locations).

Legacy Data
Author: josgood
Approval Group: ILSSC, CSG
Update Group: Circulation Services Group
Last updated date:01/28/16

Archived Comments
Under “Preparing paged items”
Wed, 05/14/2014 – 11:02 — Mark Marrow
Under “Preparing paged items” the sentence “Place slip in book and then place in mail lug.” please edit to say “Place slio in book and then place in mail lug or in the case of MAIN place on the shelves for delivery to the Mail Room”

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

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