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To be effective at tracking lost items, you will want to add the Lost Item Borrowing and Lending sets. These sets have been added to the Sets wiki page: Sets
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The Lost Item workflow will add a $90 fee to the patrons patron's record automatically when the item is overdue longer than 14 days. This fee is designed to encourage the patron to return the book instead of actually paying the fee. Staff are recommended to work with the patron to lower the fee to the actual cost of the book if the item is indeed lost. Messaging to the patron asking them to speak with staff about the fine can be added to the Ful Overdue And Lost Loan Letter email and Query Patron Letter emails.
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After you click lost, a pop up will appear where you can add a note for the Lending Library. Add the note and click Send. The request will then have the Lost Communicated status and will appear in the Lost Communicated Set. The patron will also be charged the $90 lost item fee but will not be automatically alerted by email. Staff will likely only use this workflow if a patron tells them the book was lost before the item is due, which may rarely or never happen.
At the Lending Library, the item’s status will be changed to Lost so staff can process the book on their side.
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When the Borrower marks an item as lost the request moves to the Lost status at the Lending Library automatically. If you have the Lost By Borrowing Patron Set,items with the Lost status will be easy to find.
At this point, you should work with your libraries library’s policies on how much to charge the Borrowing library. The CSU libraries do not charge each other for lost or damaged items, but you may want to charge libraries in other pods. There is currently no systemwide policy on what to charge libraries beyond the CSU, so you should follow local policies of your own library. Some libraries will have a set amount to charge for lost books, while others will search on line online for the cost of a replacement copy. Regardless of the route you take, you should find out the dollar amount to charge the Borrowing library for the lost book.
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When the Lending Library adds their fee, the request will automatically receive a General Message with the fee the Lending Library charges. The request should now appear in the Lost Fee Amount Received Set for you to address the fee. Now that you have the charge from the Lending library, you should update the fine to reflect the charge from the Lending library. Go to the Lost Fee Amount Received Set and open the right hand information tab for the request. Scroll down the information tab until you reach the General Messages section. The message from the Lending library with the charge for the lost item will appear here as a digital sticky note.
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Now that you know how much the other library is charging, you can replace the original fine with one that reflects the actual price of the item. Scroll up to the top of the information tab and copy the External Identifier for the request and then click the patrons patron's name, followed by clicking their name in the small pop-up window, to quickly open the patron's account.
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Since libraries outside the CSU have various different workflows and policies, it may be a good idea to contact the library to see if they are sending an official invoice as well. Work with your library or campus accounting to get a check to pay any invoices.
For CSU libraries, follow the same steps as above, but mark the fine as $90. Once a new fine has been added, contact the other CSU to let them know they can check the book in and mark it as missing.
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