Rapido can now follow the library TOUs to make the process more streamlined and automatic. This page has been updated to reflect the new mostly unmediated processes. Before these workflows can be used the library must update their Lost Item Configurations to allow for automatic charging.

Sets

To be effective at tracking lost items you will want the Lost Item Borrowing and Lending sets. These sets have been added to the Sets wiki page: Sets

Borrowing: Declaring Item Lost

The Lost Item workflow will add a $90 fee to the patrons 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. It is encouraged 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 To Patron Letter email.

Unmediated

When an item is overdue and the patron has not returned the item it will automatically be marked as Lost and the patron will be charged a $90 lost item fee and the item will be moved to the Lost Communicated status. The item will now appear in the Lost Communicated Set. The $90 fee will be automatically removed when the patron returns the item.

At the Lending Library the item’s status will be changed to Lost so staff can process the book on their side.

Mediated

Staff can manually declare an item as lost to change the request status to Lost Communicated, let the Lending Library know the item is lost, and add the $90 lost item fee with just a couple clicks. Unfortunately, the patron is not automatically notified of the charge by email. If you plan on notifying the patron I suggest sending the message before declaring the item as lost, otherwise you will need to manually change the request status at the end.

To alert the patron you will want to send them a query by clicking the the ellipsis (…) for the request and selecting Send Query to Patron. If you have set up a template for this communication you can select it now. If you have not made a template I suggest doing so using the Send Query To Patron configurations before using the query feature.

Now that the patron knows they are being charged, click the ellipsis (…) for the request and select Lost.

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.

Lending: Adding The Lost Item Fee

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. To communicate the replacement fee back to the Borrowing Library click the ellipsis (…) in the request and select Lost. A pop up will appear where you can add the lost fee. Add the amount and click OK. The request will now be at the Lost and Fee Communicated status and appear in the Lost and Fee Communicated Set. Once the fee has been paid you can change the status to Request Completed. Since the CSU does not charge each other, you can add a label to the request and change the status to Request Completed instead of adding the fee.

Borrowing: Receiving the Lost Fee

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. 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.

Disclaimer

While marking items as lost and sending general messages is a way to alert the library that an item is lost and how much you are charging for a replacement, it is an easy message for the library to miss. I suggest working with your library or campus accounting to generate invoices to send to the libraries as the more official communication. To see the partner library’s details open the request to the brief record and click the blue ID Card link.