Withdrawing: holds/checkouts

Author: smoody
Posted in: Circulation Services Group

Please cancel holds and/or check items in before proceeding with the withdrawal procedures. 

1- Cancelling holds:

In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved.

Comes in two flavors – click on the one you need:

Things with Bib-level holds

Things with Item-level holds

NOTE: how to transfer holds is here

Things with Bib-level holds:

In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved.

First verify that no active order has been placed for a replacement. If there is an active order (not status z, with a reasonably recent order date), DO NOT cancel the hold – we want the replacement to satisfy the hold.  If the order is for a different edition (ie, a different bib) you can transfer the hold to the new bib instead of cancelling it.

If there is no active order:

Access item either through “Search/Holds” or through patron account

Select item by clicking checkbox to the left of the item’s information

Go to the hold tab for the item (the one that says “1 Bib-Level Hold” below)

Click on the “Cancel Holds” button above the item

A new dialog box will appear. Select “drop hold withdrawn” and click on “Yes”. This will let the patron know their hold is being cancelled, so they may access the item another way (ILL, another library, etc).

A final dialog box will appear. Click “OK”.

Proceed to Section 2, “Items that are Checked Out”, or to withdrawal procedures.

Things with Item-level holds (usually staff-placed holds):

In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved.

Access item either through search or through patron account

Select item by clicking checkbox to the left of the item’s information

Go to the hold tab for the item (the one that says “1 Item-Level Hold” below)

Click on the “Cancel Holds” button above the item

The following dialog box will appear. Select “Cancel hold”

Another dialog box will appear. Select “drop hold withdrawn” and click on “Yes”.  This will let the patron know their hold is being cancelled, so they may access the item another way (ILL, another library, etc).

A final dialog box will appear. Click “OK”.

Proceed to Section 2, “Items that are Checked Out”, or to withdrawal procedures.

Section 2: Items That are Checked Out:

Items checked out to departmental patrons– check the item in and continue with withdrawal procedures.

Items checked out to individual patrons who have lost Library items and need to replace/pay for the item:

What to do depends on the status of the item/if it has been billed yet.

  + Not yet billed (status -, will appear as DUE xxxx):

If the patron has indicated a desire to pay and the item has not yet been billed, please use the

Mark Lost procedure, then continue with the withdrawal procedures.

If the patron has not indicated a desire to pay, the item status must not be changed and this item must not be withdrawn. If a replacement is urgently needed it can be replaced, but no change to the status of the missing item can be made.

+ Has been billed but not yet paid: (status n):

If the item has been billed but not paid (status n), DO NOT CHANGE THE STATUS. Do NOT continue with the withdrawal procedure.

If desired, add an internal note that the intent was to withdraw on %date but this was not possible because the status was n [initials]

Systems will suppress billed not paid items in a form of pseudo-withdrawal that retains patron and checkout information: Billed Not Paid Items

  + The item has been billed AND paid by the patron (status $):

If the item has been billed and paid for, you may continue directly with the withdrawal procedures. There is no harm in changing this status to w.

Legacy Data
Author: Charis Takaro
Approval Group: ILSSC, CSG
Update Group: Circulation Services Group
Last updated date: 03/07/13

Archived Comments

Transfer holds
Tue, 02/28/2012 – 16:36 — Charis Takaro
transfer holds
Changed link to document on how to transfer holds, as a new document has replaced the old one.

holds@lists
Mon, 10/24/2011 – 12:21 — Charis Takaro
Added holds@lists option

Created: April 28, 2016
Last revised: December 8, 2016
Review date: None set

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