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circ:circulation:lost [2019/06/27 15:10] – [Long Overdue Items] tmccannacirc:circulation:lost [2024/01/19 15:52] (current) smorrison
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 ====== Item Statuses and Actions ====== ====== Item Statuses and Actions ======
  
 +For complete list of possible statuses, see: [[https://pines.georgialibraries.org/dokuwiki/doku.php?id=cat:status_of_items|Cataloging Manual: Item Statuses]]
 ===== Available ===== ===== Available =====
  
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 [{{ :circ:circulation:mark-damaged.jpg?direct&400 |}}] [{{ :circ:circulation:mark-damaged.jpg?direct&400 |}}]
  
-If the damaged item belongs to another library, you may mark it damaged with No Charge so that it will return to its owning library and cannot be captured by a hold. If you do so, be sure to put a note on the physical item explaining that you have marked it damaged but have not charged for it so that it will be routed to the appropriate department at the owning library. The owning library may then go through the steps to mark it damaged a second time, and choose the fee they wish to apply.+If the damaged item belongs to another library, you may mark it damaged with No Charge so that it will return to its owning library and cannot be captured by a hold. If you do so, be sure to include a note with the physical item explaining that you have marked it damaged but have not charged for it so that it will be routed to the appropriate department at the owning library. The owning library may then go through the steps to mark it damaged a second time, and choose the fee they wish to apply
 + 
 +Libraries should never use tape to attach notes to directly books [2019.09]
  
 ===== Discard/Weed ===== ===== Discard/Weed =====
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 ===== In Process ===== ===== In Process =====
  
-A new item has been purchased by library but is not yet available for checkout.+Items in this status have been cataloged and are awaiting check in at the circulation library, which makes item active. Items in process can be placed on hold. If patron has placed hold on the item, checking in triggers notification that item is needed to fill a hold. Otherwise, after check in item is now in Available status.
  
 ===== In Transit ===== ===== In Transit =====
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 ===== Long Overdue Items ===== ===== Long Overdue Items =====
  
-Items that are overdue for longer than 180 days are automatically changed to a status of LONG OVERDUE (unless the patron has been flagged for collections). The price of the item, plus an optional processing fee of up to $10 (set per library in the Library Settings Editor), is applied to the patron’s card. Overdue fines on the item are automatically voided. +Items that are overdue for longer than 3 months are automatically changed to a status of LONG OVERDUE (unless the patron has been flagged for collections). The price of the item, plus an optional processing fee of up to $10 (set per library in the Library Settings Editor), is applied to the patron’s account. Overdue fines on the item are automatically voided. 
  
 See [[circ:bills:reimbursal|Payment Retention and Reimbursal]] regarding payments on Long Overdue Items that are accepted by a non-owning library. See [[circ:bills:reimbursal|Payment Retention and Reimbursal]] regarding payments on Long Overdue Items that are accepted by a non-owning library.
  
-If the patron finds the item and returns it within 6 months (180 days) of payment, the system will void the item price and re-apply the overdue fines that had been previously voided. The system will not void processing fees.+If the patron finds the item and returns it within 6 months (180 days) of payment*, the system will void the item price and re-apply the overdue fines that had been previously voided. The system will not void processing fees. 
 + 
 +//* Although the PINES Executive Committee approved the policy of automatically refunding a payment based on the payment date, the software only automates this action based on the item's due date. If an item is paid for and then returned more than 6 months after the due date, the library may refund the amount following local procedures.// 
  
 If the patron has not paid for the item, but finds and returns it within 6 months (180 days), the system will void the item price and re-apply the overdue fines that had been previously voided. The system will not void processing fees.   If the patron has not paid for the item, but finds and returns it within 6 months (180 days), the system will void the item price and re-apply the overdue fines that had been previously voided. The system will not void processing fees.  
  
-Historical Note: The PINES Executive Committee agreed upon a Long Overdue policy in May of 2006 [2006.05], but the system was not capable of automating it at the time. Implementation of this feature occurred October 2014 and eligible items for the previous three years were marked Long Overdue.+If the patron has not paid for the item, and finds and returns it after 6 months (180 days), the system will not void the item price and the overdue fines that had been previously voided will not be reinstated. The system will not void processing fees. 
 + 
 +It the patron is flagged for collections, the Long Overdue process will bypass additional items that become Long Overdue. Staff may manually mark those items that would have been marked Long Overdue as Lost according to local policy and procedure. 
 + 
 +//Historical Note: The PINES Executive Committee agreed upon a Long Overdue policy in May of 2006 [2006.05], but the system was not capable of automating it at the time. Implementation of this feature occurred October 2014 and eligible items for the previous three years were marked Long Overdue.// 
 + 
 +//Historical Note: Prior to July 1, 2022, the Long Overdue process affected items that were overdue for longer than 180 days [2021.12].//
  
 **Long Overdue Items Report** **Long Overdue Items Report**
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 **Payment for Long Overdue Items** **Payment for Long Overdue Items**
  
-If a Long Overdue item is paid for at a different library than the owning library, the payment amount may be kept by the payment library unless the owning library sends an invoice for reimbursal within 90 days.+Bills for outstanding Long Overdue items are highlighted in yellow-orange. If a Long Overdue item is paid for at a different library than the owning library, the payment amount may be kept by the payment library unless the owning library sends an invoice for reimbursal within 90 days. Note that the item will stay in the Other/Special Circulations tab until the corresponding bill is paid for and/or resolved.
  
-See Also:+**See Also:**\\ 
 +//Note: These documents were created at the time Long Overdue was implemented when the process was triggered at 6 months. The process is now triggered at 3 months, but is otherwise unchanged.//
   * {{ :circ:circulation:long_overdue_staff_instructions.pdf |Staff Workflows for Long Overdue Processing}}   * {{ :circ:circulation:long_overdue_staff_instructions.pdf |Staff Workflows for Long Overdue Processing}}
   * {{ :circ:circulation:longoverdueprocessing.pdf |How Long Overdue Processing Works}}   * {{ :circ:circulation:longoverdueprocessing.pdf |How Long Overdue Processing Works}}
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 If an item has been marked lost that has not been paid for is returned within 180 days, Evergreen will automatically void the item’s cost and reinstate any overdue fines that had previously been voided when the item was marked lost. The system will not void processing fees. If an item has been marked lost that has not been paid for is returned within 180 days, Evergreen will automatically void the item’s cost and reinstate any overdue fines that had previously been voided when the item was marked lost. The system will not void processing fees.
 +
 +Bills for Lost items are highlighted in red on the bills screen. Note that the item will stay in the Other/Special Circulations tab until the corresponding bill is paid for and/or resolved.
 +
 +<note important>You should never mark an item Lost if it has already been marked Long Overdue. If an item has already been marked Long Overdue, then it has already been appropriately billed. If you mark it Lost, it will essentially double-bill the item. If this happens and you do not know how to correct the bill, contact the Help Desk with the details.</note>
  
 **Refunds on Lost and Long Overdue Items** **Refunds on Lost and Long Overdue Items**
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 Missing is a status assigned to items which show as available in the library catalog, but which are not found on the shelf.  When an item is not found on the shelf, a staff member should manually mark the item Missing in Evergreen using the Item Status editor.  The library should then run a regular report of items in Missing status to try to locate them, and then delete them as they see fit. Missing is a status assigned to items which show as available in the library catalog, but which are not found on the shelf.  When an item is not found on the shelf, a staff member should manually mark the item Missing in Evergreen using the Item Status editor.  The library should then run a regular report of items in Missing status to try to locate them, and then delete them as they see fit.
 +
 +===== Missing Pieces =====
 +
 +If an item is returned with pieces missing (e.g., a DVD set is missing a disc), the item can be marked as such. To mark an item as having missing pieces:
 +
 +  - Go to **Circulation > Scan Item as Missing Pieces**.
 +  - Scan the item barcode.
 +  - Click **Mark Item as Missing Pieces**. \\ {{:circ:circulation:scan_item_as_missing_info.png?300|}}
 +  - A print dialog box will automatically appear to print a slip, which includes the timestamp, item barcode, transaction ID, and item title. This can be printed to keep with the item.
 +  - A pop-up for **Apply Standing Penalty / Message** will also appear. Choose the **Penalty Type** and input a note for the patron's account.
 +  - In the initials field, input your first initial, last name, branch, and date. (ex: SMorrison STATELIB-A 1.19.23).
 +  - Click **OK**. \\ {{:circ:circulation:scan_item_as_missing_apply_penalty.png?400|}}
 +  - The note/penalty will appear on the last borrower's account, and the item is marked //Damaged// and renewed on the patron's account, if there are remaining renewals.
 +  - A letter is generated that can be edited and mailed to the patron. To print, click **Print Letter**. \\ {{:circ:circulation:scan_item_as_missing_print_letter.png?300|}}
 +  - If any subsequent items need to be marked as missing pieces, click **Reset Form** and repeat the steps above. \\ {{:circ:circulation:scan_item_as_missing_reset_form.png?300|}}
 +
 +<note>Items can also be marked as missing pieces from the Check In screen, but this does not generate the pop-up to apply a note to the patron's account or the letter to send to the patron.</note>
  
 ===== On Holds Shelf ===== ===== On Holds Shelf =====
circ/circulation/lost.1561648229.txt.gz · Last modified: 2019/06/27 15:10 by tmccanna