Placing Staff Holds on Behalf of a Patron

Author: James Lake
Posted in: Circulation Services Group

Placing Holds on items on behalf of a patron (in the Millennium client).

(If a patron doesn’t have a patron record, the hold can be placed for the requesting unit’s departmental patron id, for example CIRC SUP/ENGI.)

Holds for Unrestricted or Building Use Only (BUO) items (location codes n***u; n***b):

**Placing a hold in the “Search/Holds” module (by item record):

  • Select Hold Selected Item’ in the ‘Summary’ view.
  • Search for patron by name, barcode, etc.
  • Select ‘Place hold; print paging slip.’
  • Select desired ‘Pickup Location.’  There is no need to fill out ‘Not Wanted Before/After’ fields.  If a unit wishes to place the hold for their departmental patron record, staff can add the patron’s name and/or any other information in the ‘Hold Note’ field.

**Placing a hold in the “Circulation Desk” module (by patron record (name, barcode, etc.)):

  • Click on the ‘Holds’ tab and select ‘Add Holds.’
  • Select item by Title, Author, Call #, Barcode, etc.
  • Select ‘Hold Selected Item’ in the ‘Summary’ view.
  • Select ‘Place hold; print paging slip.’
  • Select desired ‘Pickup Location.’  There is no need to fill out ‘Not Wanted Before/After’ fields.  If a unit wishes to place the hold for their departmental patron record, staff can add the patron’s name and/or any other information in the ‘Hold Note’ field.

Holds for Restricted Use items (location code n***r):

Restricted Use items cannot be requested in OskiCat.  Patrons rely on staff at the owning units to place the hold on their behalf in the Millennium client.

**Staff should place holds only on items that are owned by their library.**

  • Follow the procedures above until “Select desired ‘Pickup Location’.”:
  • When a hold is placed correctly, the pickup location automatically populates with the owning library’s location.  If not, it is a signal that something is wrong.
  • For example, staff at MAIN should place item level holds only on NRLF Restricted Use items that are owned by MAIN (location code is “nbmar”).  The default pickup location in this case displays as “ma.”  When staff at ANTH places a hold on a “nbanr” item, the pickup loc is “an”).
  • There is no need to fill out ‘Not Wanted Before/After’ fields.  If a unit wishes to place the hold for their departmental patron record, staff can add the patron’s name and/or any other information in the ‘Hold Note’ field.

Detailed explanation of consequences to possible hold-placing actions:

— MAIN (erroneously) places an item level hold for an individual patron on a BANC NRLF restricted item: default pickup location is _blank_.  It is grayed out and may only be changed in a second step using the Modify Holds button. The _blank_ pickup location is the signal to the staff member that something is wrong.  Staff should not place the hold and should refer the patron to the owning location (in this case, Bancroft Library) to page the item.

— MAIN places an item level hold for an individual patron on a MAIN NRLF restricted item: default pickup location is _ ma_.  It is grayed out and may only be changed in a second step using the Modify Holds button.  Since _ma_ is correct, staff would not change the pickup location.

— MAIN (erroneously) places an item level hold for an individual patron on a checked out AH-C item (on campus, 2 hour): This item requires an override to place the hold.  If staff overrides, the default pickup location is _blank_.  It is grayed out and may only be changed in a second step using the Modify Holds button. Both the need for override and the _blank_ pickup location are signals to the staff member that something is wrong.  Staff should not place the hold and should refer the patron to the owning location (in this case, Art History/Classics Library).  Since it’s a 2 hour item, patron must go to AH-C to request and pickup the item.

— MAIN (erroneously) places a title level hold for an individual patron on a checked out AH-C item (on campus, 2 hour). The AH-C item is the only item:  Again, override is required to place the hold.  If staff overrides, the default pickup location is _ma_.  It is not grayed out and may be changed as part of the hold process.  However, since AH-C is not in the Hold pickup location table, AH-C is not is among the available choices for pickup location. The need for override is the signal to the staff member that something is wrong.  Staff should not place the hold and should refer the patron to the owning location (in this case, Art History/Classics Library).  Since it’s a 2 hour item, patron must go to AH-C to request and pickup the item.

— BANC places an item level hold for an individual patron on a BANC NRLF restricted item: default pickup location is _nbtbr_. It is grayed out and may only be changed in a second step using the Modify Holds button.  Recommend that Bancroft not place holds for individual patrons until they start using MillCirc to checkout their items for use within the library.

— BANC places an item level hold for the BANC departmental patron on a BANC NRLF restricted item: default pickup location is _tb_. It is not grayed out and may be changed during the place hold process.  However, since _tb_ is correct, staff would not change the pickup location.

— Paging login places either an item level or title level hold on any item (NRLF or not, restricted or not) for any patron (individual or department):  default pickup location is _zs_ (as now).  It is not grayed out and may be changed during the place hold process.  Since _zs_ is not correct, staff would change the pickup location.

Legacy Data
Author: Jim Lake
Approval Group: CSG
Update Group: Circulation Services Group
Last updated date: 08/09/12

Archived Comments

Overhaul of document to relect current procedures
Wed, 08/10/2011 – 16:53 — Tim Converse
Overhaul of document to reflect current procedures, especially regarding Restricted circulation NRLF items.

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

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