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Quick Guide: Lost and Paid CSU+ Items

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Borrower

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1. Collect payment (or replacement copy if applicable) from the patron
2. Delete loan from patron’s circulation record (Delete, not Return)
3. Update Resource Sharing record to “Report Lost Item to Partner”
4. Send General Message to Lender indicating the item is lost & paid or a replacement copy was received.
5. Remove the temporary item record from your catalog

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2. Forward replacement copy to lending library if applicable.

Step-by-step guide borrower lost

Lender

1. Update Resource Sharing record to “Lost”
2. Inform If $90 was paid, inform your tech services department of the lost item and follow local procedures to consider re-purchasing the item.

STEP-BY-STEP GUIDE

As the Borrower:

1. Collect payment per you campus’ policies/procedures
2. Delete Loan from Patron’s Circulation Record

Fulfillment > Manage Patron Services > Look up Patron’s record

Find the needed loan under the “Loans” tab (make sure the display is for “all loans”)

Click on the ellipses (•••) next to the appropriate loan. Select “Delete Loan”

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***DO NOT RETURN the item or complete the resource sharing request.***  Returning the item will clear the resource sharing request.  You want the resource sharing record to remain (for now).

3. Update the resource sharing borrowing record’s request status to “Report Lost Item to Partner”.

Locate the appropriate record in your borrowing requests. Click on the “Edit” button

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Scroll down to the “Request Status” field. Select “Report Lost Item to Partner” and then Save.

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4. Send a general message to the lending indicating the item is lost and the patron has paid the replacement fee.

Locate the appropriate record in your borrowing requests. Click on the ellipses (•••) and pick “General Message”. Type your message in the field (something like the following will do: "Book reported lost by patron. Replacement fee paid mm/dd/yy"). Click “Send”.

To find lost and paid items: 

Alma does not automatically connect the Resource Sharing request to the loan on the patron account so the Resource Sharing department needs to locate these lost and paid loans using analytics and then update the corresponding Resource Sharing requests.

Open analytics from your institution's Alma. Navigate to the folder below or do a search for the following report: "Lost and Paid CSU+ loans".

File path: Shared Folders > Community > Reports > Institutions > CalState > Resource Sharing > click on "edit" under the Lost and Paid CSU+ loans report

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Once you find the report and open the Results tab you will see a list of all the CSU+ loans that have been marked lost and paid. This report provides the title of the item and primary identifier of the patron. Use this information to find corresponding Borrowing requests using steps 1-4 above.

You can run this report automatically and have the results emailed to yourself on a regular basis. See Ex Libris' doc titled How to schedule an Alma Analytics report to be sent by email nightly for instructions and modify to fit your needs.

As the Lender:

1. Update the resource sharing lending record to “Lost”

Locate the appropriate record in your lending requests. Click on the “Edit” button.

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Scroll down to the “Request Status” field. Select “Lost” and then Save.

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2. Inform your tech services department of the lost item and follow local procedures to consider re-purchasing the item.

Lost and NOT paid CSU+ items

The joint RSFC/FFC task force is working on fine tuning procedures to proactively follow up on long overdue CSU+ items and transition them to lost status. Generally speaking the process will be the same as above with some differences in the analytics query used to identify the requests.

QUICK GUIDE

• Identify long overdue requests using analytics
• Search for the item on the shelf
• If not found mark as lost and communicate the lost status with the partner library
• Follow local billing practices to pass fines to the bursar
• Send lost item information to the appropriate departments for re-purchase

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1.   If replacement copy was submitted, follow local procedures dealing with replacement copies.

Step-by-step guide lender lost

Quick Guide: Long overdue CSU+ items

Borrower

1. Loan is marked as lost (done automatically)
2. Identify long overdue items

3. Check shelves

4. Check the patron account to ensure the loan is marked lost, item charged and letters sent to patron

5. Mark borrowing request lost and communicate loss to lending library

Step-by-step guide borrower overdue

Lender

1. Identify long overdue items
2. Check shelves
3. Mark lending request lost and communicate status update to borrowing library
4. Proceed with local procedures to consider repurchase or item withdrawal

Step-by-step guide lender overdue