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--- circ:holds [2019/09/24 18:57] – [Processing Holds] tmccanna
+++ circ:holds [2024/02/18 16:50] (current) – [Pulling Holds] 3.12 updates smorrison
@@ Line 1: / Line 1: @@
 ====== Holds ======
-PINES patrons may place holds on books owned by any PINES library, as well as on certain additional types of materials (such as audio-visual materials) within their own local library system. Items which are placed on hold will be delivered via courier from the owning library to the patron's desired pickup library.
+PINES patrons may place holds on most books and audiovisual materials owned by any PINES library, as well as on certain additional types of materials within their own local library system. Items which are placed on hold will be delivered via courier from the owning library to the patron's desired pickup library.
-Materials will retain the same circulation period regardless of whether the patron is local or from another PINES library.  When thinking of intra-PINES lending, it is important to remember that a PINES patron is a patron exactly like your local patron.  Intra-PINES loans are not ILLs – they are simply circulations like any other.  The PINES Executive Committee has ruled that circulations between PINES libraries must be free of charge to system libraries and to patrons [2008.09].
+//Note: Prior to March 1, 2022, holds on audiovisual materials were restricted to pickup at their owning library systems. [2021.12]//
+Circulation periods and allowed renewals are standardized across PINES libraries, but some types of materials have several different circulation options which are set by their owning libraries (see the [[cat:circulation_matrix|Circulation Matrix]] for details). When thinking of intra-PINES lending, it is important to remember that a PINES patron is a patron exactly like your local patron.  Intra-PINES loans are not ILLs – they are simply circulations like any other.  The PINES Executive Committee has ruled that circulations between PINES libraries must be free of charge to system libraries and to patrons [2008.09].
 The vision of the PINES statewide library card included as a key component the ability for patrons to see and borrow library materials from all participating public libraries in the state.  Our goal is maximum access for all patrons, while realistically addressing the logistics of moving materials around the state.  Member libraries have agreed that PINES membership would not relieve libraries of the responsibility for purchasing the materials needed to meet the demands of local patrons.
-Staff must never give preference to one patron over another regarding holds.  The PINES code of ethics requires that all libraries respect the integrity of the hold queue, and share equitably.
+Staff must never give preference to one patron over another regarding holds.  The [[circ:confidentiality|PINES Code of Ethics]] requires that all libraries respect the integrity of the hold queue, and share equitably.
+==== Hold Types or Levels ====
+There are five levels or types of holds that can be placed in Evergreen. Library staff can place holds at all levels. Patrons can place title, metaholds, or part level holds. Only staff can place item/copy and call number/volume level holds.
+=== Title level holds (T) ===
+Designated by a T, title holds are placed on a single title/bibliographic record and can be filled by any copy in a holdable state on that record. Patrons and library staff can place title level from either the staff catalog or patron OPAC.
+=== Part level holds (P) ===
+Designated by a P, part level holds are placed when a specific volume or part of a multi-part work is needed. Parts are chosen at the time the hold is placed from  a dropdown menu and apply to any volume or call number from any library with the same part label attached to the title record. Part level holds can be placed by either patron or library staff from either the staff catalog or patron OPAC.
+=== Item/Copy level holds (C) ===
+Designated by a C, Item/copy level holds are placed on a specific item on a bibliographic record and can only be filled by that specific item. Item/Copy holds should only be used by catalogers when they need to resolve a cataloging problem. Item level holds placed for patrons can negatively impact hold fulfillment and should not be used for patron holds. Item level holds can only be placed by library staff from the staff catalog.
+=== Call Number/Volume level holds (V) ===
+Designated by a V, call number/volume level holds are used when any item attached to a specific library’s call number or volume is needed. Call number/volume level holds should be rare since there are few occasions where a title or part level hold would not be a better option. Call number/volume level holds may also negatively impact hold fulfillment since the targetter will not look beyond that specific call number. Volume level holds can only be placed by library staff within the staff catalog.
+=== Metarecord holds (M) ===
+Designated by an M, metaholds are used when a patron will accept the first available copy of any format of a title, or any language available for a title. Placing a metahold groups titles together for hold availability using a machine-based algorithm that identifies like titles. Holds are not placed on all records in the group; but, will be fulfilled with the first available copy on one of the grouped records. At hold placement, patrons or staff can choose format and/or language under advanced options. Metaholds can be for all formats for the grouped records, only book formats (regular or large print) or editions, only sound recording formats, or only visual material formats. Metaholds can be placed by patron or library staff from either the staff catalog or patron OPAC.
 ===== Placing Holds =====
-  * Patrons may place their own holds via the OPAC, and may select their pickup location and notification method. The software will refuse holds requests which do not conform to PINES policies.  Patrons may choose any pickup location for holds.  Patrons may not place multiple holds on a single title record, but staff may place multiple holds on a single title record on behalf of the patron (e.g., for a book club) [2006.05].
+  * Patrons may place their own holds via the OPAC, and may select their pickup location and notification method. The software will refuse holds requests which do not conform to PINES policies.  Patrons may choose any pickup location for holds.  Patrons may not place multiple holds on a single title record, but staff may place multiple holds on a single title record for specific purposes (e.g., for a book club) [2006.05].
   * Patrons whose PINES cards are expired will not be allowed to place holds until the card privilege is renewed.
   * Most patrons may place 50 holds at any given time on their account [2006.11]. Certain user categories are restricted to different number of holds limits.
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 ===== Pulling Holds =====
-An automated process (the Holds Targeter) runs periodically throughout the day and identifies copies of items at PINES libraries that can fulfill holds.
+An automated process (the holds targeter) runs periodically and identifies copies of items at PINES libraries that can fulfill holds.
-Each weekday (M-F) morning, each PINES library location will print a report (the Pull List) of items on their shelves which have hold requests (Circulation > Pull List for Hold Requests). The items on this list should be retrieved from the shelves and processed within 24 hours.
+Each weekday (M-F) morning, each PINES library location will print a report (the Holds Pull List) of items on their shelves which have hold requests. To access the **Holds Pull List**, you can either click the link at the bottom of the **Circulation and Patrons** section on the main staff client splash page, or go to **Circulation > Pull List for Hold Requests**.
-If an item should be on the shelf but cannot be found, mark the item Missing (Circulation > Item Status > Scan Barcode > Actions > Mark Item as Missing).  This will direct the Holds Targeter to look for a different copy of the item within PINES.  It will also allow you to generate a report of missing items in your library.
+As of the 3.12 upgrade, there are three ways you can filter the pull list: circulation library, pickup library, and shelving location.
-If you receive an inappropriate holds request on your list (for an item type that is not eligible for intra-PINES loans), contact the requesting library via e-mail or telephone and ask them to remove the hold.   Please DO NOT ignore such holds, as they will continue to appear on your list each day until they are resolved.
+{{:circ:holds_pull_list_filters.png?600|}}
+The **Circulation Library** filter (designated by "View Pull List For") will default to your workstation. You can change the library location by clicking in the field and choosing an option from the dropdown menu. The **Pickup Library** filter works the same as the circulating library filter. To remove the Pickup Library filter, click **Clear** next to the Pickup Library field.
+To add **Shelving Location** filters:
+  - Click anywhere in the **Shelving Location** box to bring up the filter pop-up window.
+  - Make sure **Shelving Locations** is selected (this is the default), click in the **Shelving Locations** box, and click on the shelving location in the dropdown. You can add multiple shelving locations by opening the dropdown and clicking on the shelving location name.\\ {{:circ:holds_pull_list_filters_shelving_location.png?400|}}
+  - Once you have chosen the necessary shelving locations, you can remove any individually by clicking the **X** next to the shelving location name, or you can click **Remove All** to clear all selections at one time.\\ {{:circ:holds_pull_list_filters_shelving_location_remove.png?400|}}
+  - Once you have chosen which shelving locations you’d like to filter by, click **Apply**.\\ {{:circ:holds_pull_list_filters_shelving_location_apply.png?400|}}
+  - To clear shelving locations filters, click on the filter to delete them individually (step 3 above), or click **Clear** next to the filter on the main page.\\ {{:circ:holds_pull_list_filters_shelving_location_clear.png?400|}}
+  - A pop-up will appear asking if you’d like to clear the shelving location filter(s). Click **Confirm**.\\ {{:circ:holds_pull_list_filters_shelving_location_clear_confirm.png?400|}}
+Once you’ve selected your filters, you can print the list by clicking **Print Full List**.
+{{:circ:holds_pull_list_print.png?400|}}
+The items on this list should be retrieved from the shelves and processed within 24 hours.
+If an item should be on the shelf but cannot be found, mark the item Missing (Circulation > Item Status > Scan Barcode > Actions > Mark Item as Missing). This will direct the holds targeter to look for a different copy of the item within PINES. It will also allow you to generate a report of missing items in your library.
+If you receive an inappropriate holds request on your list (for an item type that is not eligible for intra-PINES loans), contact the requesting library via e-mail or telephone and ask them to remove the hold. Please DO NOT ignore such holds, as they will continue to appear on your list each day until they are resolved.
 Libraries may choose to pull and process holds more than once per day if desired, and may also choose to pull and process holds on weekend days if desired.
@@ Line 42: / Line 90: @@
   * Holds that are not processed within 24 hours will be re-targeted to another library if possible.  For 5 days, the hold targeter will only select items within the pickup library.  After 5 days, the hold may be filled by any copy within PINES [2007.12].  Borrowed items should be promptly sent back to the owning library or on to the next library to fill a hold.
-  * A database of PINES delivery addresses in mailing label format is provided to each library (see [[admin:ids|Library Routing, Courier, and Contact Info]]); you can print out the addresses needed on demand.  For convenience, the Evergreen receipt templates for transit items are configured by default to print the library policy name and courier code for each item (see [[admin:workstations:receipts|Print Templates]]). All items should be sent out within 24 hours of receipt of the holds list.
+  * A spreadsheet of PINES delivery addresses is provided to each library (see [[admin:ids|Library Routing, Courier, and Contact Info]]); you can print out the addresses needed on demand.  For convenience, the Evergreen receipt templates for transit items are configured by default to print the library policy name and courier code for each item (see [[admin:workstations:receipts|Print Templates]]). All items should be sent out within 24 hours of receipt of the holds list.
   * Items should be placed in a green PINES courier bag with the courier code and library policy name in clearly showing through the window of the bag. Multiple items may be placed in a green bag, but all items within a bag must be destined for a single library branch (ie, an item going to ARL-ATH and an item going to ARL-BOG must be packaged in separate bags).
   * Holds notices will be emailed within an hour of when the item is available for those patrons who have email addresses in their user records and who have chosen to be notified by email.  Each library is responsible for contacting users who have chosen to be telephoned regarding available holds.  No paper notices will be mailed centrally.
@@ Line 56: / Line 104: @@
 **Identify the holds which should be placed back into circulation.**
-  - View the holds shelf (Circulation > Holds Shelf). The list you see should match the books that are actually present on your holds shelf. (Sorting is not available in the 2.12 web client, but is targeted to be available in the 3.0 web client.)
-  - Determine which items should be pulled off of the holds shelf.
+) Go to **Circulation > Holds Shelf**. The list you see should match the books that are actually present on your holds shelf.
-    * If you check the View Clearable Holds box, it will show you which items have been on the holds shelf for more than 7 days.
+) Make sure the Status and Shelf Expire Time columns are showing and that 100 rows are showing. (If you are setting this up for the first time, be sure to also click Save Columns so that you won't need to do it again.
+{{:circ:hold_shelf_shelf_expire_time_column.png?400|}}
+) Click on the **Status** column header to sort the **Canceled** holds to the top of the page. Locate those items on the Holds Shelf (or in the stacks if they've been reshelved) and check them in. If you are unable to locate an item, it should be marked Missing.
+{{:circ:hold_shelf_status_column.png?400|}}
+) Click on the **Shelf Expire Time** header to sort the oldest expired holds to the top (you may need to click it twice).
+{{:circ:hold_shelf_shelf_expire_time.png?400|}}
+    * If you click the Show Clearable Holds box, it will show you which items have been on the holds shelf for more than 7 days.
     * The Available On column displays the date that the item was actually placed on the holds shelf.
     * Each library system may determine how many days to allow their own items to remain on the holds shelf. However, items belonging to a different library system should not be held for more than 7 days.
-  - Scan the items in the Checkin interface using the ‘Clear Holds Shelf’ Checkin Modifier (see [[https://pines.georgialibraries.org/dokuwiki/doku.php?id=circ:circulation:checkin#checkin_modifiers|Checkin Modifiers]]).
-    * If you have checked the View Clearable Holds box and you press the Clear These Holds button, the current holds for the listed items are all cancelled at once, but their item status will still read 'On holds shelf' until you check the items in. If you use this method, you do not need to use the 'Clear Holds Shelf' Checkin Modifier, you can just check the books in as normal.
-    * If you use the 'Clear Holds Shelf' Checkin Modifier, be sure to disable the modifier before checking in other books. (On the Check In screen, press the Checkin Modifiers button on the bottom-right of the screen and select Clear Holds Shelf to remove the checkmark.)
+) Locate each of those items and scan the items in the **Check In** and enable the **Clear Holds Shelf** checkin modifier (see [[https://pines.georgialibraries.org/dokuwiki/doku.php?id=circ:circulation:checkin#checkin_modifiers|Checkin Modifiers]]).
+{{:circ:hold_shelf_clear_holds_shelf.png?400|}}
+) Check each of the items in.
+<note>Don't forget to UNCHECK the Clear Holds Shelf checkin modifier after you are done!</note>
+If you have checked the Show Clearable Holds box and you press the Clear These Holds button, the current holds for the listed items are all canceled at once, but their item status will still read 'On holds shelf' until you check the items in. If you use this method, you do not need to use the 'Clear Holds Shelf' Checkin Modifier, you can just check the books in as normal.
 ===== Checking in Returned Holds =====
@@ Line 92: / Line 155: @@
 ===== Holds Behind Circ Desk =====
-A library may choose to have the holds shelf located in a staff-only area or in a public area where patrons can retrieve their own holds. Libraries that have public holds shelves can offer patrons the ability to request that their holds are placed in a private area. To make use of this feature, the library should set the “Behind Desk Pickup Supported” option to “true” in the Library Settings Editor. This will display a “Hold is behind Circ Desk” option on the patron information screen. Hold slips for these patrons will print with the notation “PRIVATE HOLDS SHELF” and all other hold slips will print with the notation “PUBLIC HOLDS SHELF” [2014.05].
+A library may choose to have the holds shelf located in a staff-only area or in a public area where patrons can retrieve their own holds. Libraries that have public holds shelves can offer patrons the ability to request that their holds are placed in a private area. To make use of this feature, the library should set the “Behind Desk Pickup Supported” option to “true” in the Library Settings Editor. This will display a “Hold is behind Circ Desk” option on the patron information screen. Hold slips for these patrons will print with the notation “Private Holds Shelf” and all other hold slips will print with the notation “Public Holds Shelf” [2014.05].
-===== Restricted Holds on Age-Protected Items and Audio-Visual Materials =====
-Audio-visual items and age-protected items are only available for holds by patrons registered to the owning library/region, and are only available for pickup within the item's owning system. [2007.02]
-==== A-V Items and Other Restricted Items ====
+===== Hold Restrictions =====
-Under normal circumstance, PINES does not allow intra-PINES loans on the following item categories:
+Select categories of items (defined by [[cat:circulation_modifiers |circulation modifiers]]) and [[cat:age_protection| age-protected items]] are only available for holds by patrons registered to the owning library/region, and are only available for pickup within the item's owning system. [2007.02]
-  * Audiobooks
+==== Restrictions by Circulation Modifier ====
-  * CDs
-  * Deposit (monetary)
-  * DVDs
-  * Bestsellers
-  * Equipment
-  * Leased Materials
-  * Microforms
-  * New Books
-  * Outreach
-  * Reference
-  * Reserve
-  * Software
-  * Toy
-  * Videocassettes
-  * Video Games
-Items of these types may be placed on hold only within regional library systems.  Leased items will be treated the same as any other book with regards to holds [2006.11].
+PINES policy enforces hold restrictions on categories of items with select circulation modifiers incuding, but not limited to, statepass, microform, and e-device. Some types of items are holdable only at the owning library or within the owning regional library system, and some types of items are not holdable. Leased items will be treated the same as any other book with regards to holds [2006.11].
-For other item types, a title-level hold will find the first available copy of the title in PINES to fill the hold.  The Holds report will first look for an available copy in the patron’s pickup library, then in the pickup library’s system; if no copy is available, it will then select a copy from another PINES library.
+//Note: Prior to March 1, 2022, holds on audiovisual materials were restricted to pickup at their owning library systems. [2021.12]//
-The Executive Committee has approved a special reciprocal arrangement for Dougherty County Public Library and Lee County Library regarding holds restrictions in all formats (except new items).  Lee County and Dougherty County patrons are allowed to place their own holds on either system’s restricted formats with the exception of age-protected items. This exemption only affects DCPL and LEE home library patrons. [2007.12]
+For a complete description of the circulation and hold policies related to each circulation modifier, see: [[cat:circulation_modifiers | PINES Circulation Modifier List and Definitions]]
 ==== Age Protection ====
@@ Line 135: / Line 179: @@
   * If age protect is set to None, then no age protection occurs and the holds can be placed on the item from any PINES location.
+<note important>Age protection restrictions only apply when placing holds; they **do not** apply when patrons are checking out items in person.</note>
 ===== Book Club Holds =====