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Lost and Paid CSU+ Items
QUICK GUIDE
Borrower
- Collect payment (or replacement copy if applicable) from the patron
- Delete loan from patron’s circulation record (Delete, not Return)
- Update Resource Sharing record to “Report Lost Item to Partner”
- Send General Message to Lender indicating the item is lost & paid or a replacement copy was received.
- Remove the temporary item record from your catalog
- Forward replacement copy to lending library if applicable.
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- Update Resource Sharing record to “Lost”
- If $90 was paid, inform your tech services department of the lost item and follow local procedures to consider re-purchasing the item. If replacement copy was submitted, follow local procedures dealing with replacement copies.
STEP-BY-STEP GUIDE
Borrower
Collect payment per you campus’ policies/procedures. Payment may include a replacement copy if lender accepts them: Replacement Copy Policies
Delete Loan from Patron’s Circulation Record
Anchor DeleteLoan DeleteLoan
Fulfillment > Manage Patron Services > Look up Patron’s record
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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).
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3. Update Resource Sharing record 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.
4. Send a general message to the lending indicating the item is lost and the patron has paid the replacement fee or submitted a replacement copy.
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.
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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.
Lender
Update the resource sharing lending record to “Lost”
Anchor UpdateLendingLost UpdateLendingLost
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.
2. If $90 was paid, inform your tech services department of the lost item and follow local procedures to consider re-purchasing the item. If a replacement copy was submitted, follow local procedures for dealing with replacement copies.
Long overdue CSU+ items
Borrowing Library
QUICK GUIDE
- Loan is marked as lost (done automatically)
- Identify long overdue items
Check shelves
Check the patron account to ensure the loan is marked lost, item charged and letters sent to patron
Mark borrowing request lost and communicate loss to lending library
STEP-BY-STEP GUIDE
1. Loan is marked as lost – this is done automatically at 14 days overdue by the overdue/lost loan profile.
Patron receives a notice that the item is marked lost
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- The replacement fee can be refunded upon return of the item up to a certain date (refund window determined locally) or if the patron supplies a replacement copy approved by the lending institution.
2. Identify long overdue items
You can go about this two ways:
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Manually select the requests with due dates of 90 days ago. Although the due date in the borrowing request is different than the loan due date issued to the patron, since either date has long passed at the point you’re doing the search we can use either one.
3. Do a search/shelf check for the items identified
4. Check that the patron actually has the item checked out, it's marked lost and that Alma sent notices to the patron
Look at the loans for the user who requested the item – is the item currently checked out? Is it marked lost and replacement fee charged? If the answer to either of these questions is "no" put the item aside for follow up.
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If you encountered anything unusual during these checks send a general message to the lending institution, inform them of the situation and how the issue is being handled.
5. Mark the borrowing request lost
Marking requests lost is done manually. This indicates that the item has been billed and whatever measures the library takes to get items back from a patron have been taken (library blocks, registration holds, etc.) and the item has not been returned.
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Send a General Message to the lending institution indicating that the item has been marked lost and a search/shelf check came back empty.
Lending Library
QUICK GUIDE
- Identify long overdue items
- Check shelves
- Mark lending request lost and communicate status update to borrowing library
- Proceed with local procedures to consider repurchase or item withdrawal
STEP-BY-STEP GUIDE
1. To find items that you have lent out that are long overdue
Similar to identifying overdue borrowing requests, you can go about this two ways:
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Manually select the requests with due dates of 90+ days ago. Although the due date in the lending request is different than the loan due date issued to the patron, since either date has long passed at the point you’re doing the search you can use either one.
2. Do a search/shelf check for the item.
Search your own shelves and check-in/shipping area. Request a shelf check from the borrowing library also. If both shelf checks come back empty move on to step 3.
3. Mark the lending request lost
Marking requests lost is done manually. Click Edit and update the Request Status to “Lost”. You can also use the check boxes in the queue and use the “Change Status” function. For Screenshots of this see step 1 of the Lending process for Lost and Paid CSU+ items above.
Send a General Message to the borrowing institution indicating that the item has been marked lost.
4. Proceed with local procedures to consider repurchase or item withdrawal
Each institution should adhere to their own local replacement processes for lost CSU+ items.
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There is currently no workaround for this as of August 2018. However the Alma roadmap indicates that at some point in 2019 workflows related to lost/missing resource sharing requests will be improved so hopefully this will remedy the issue.
Contacting the borrowing institution:
If you would like to follow up with the borrowing institution about the status of the item or to request a shelf check at any point in the lending process feel free to do so. General messages (created in Alma, attached to the borrowing/lending request) are recommended as an initial course of action. If you do not receive a response to the GM contact the individual on the CSU+ Contact Sheet found on the RSFC wiki. Please be respectful and recognize that each library has determined the most effective method of getting items back from their users and they may not match the methods used at your institution.