Statuses and what to do with them - Lending

Being Processed

This is where the majority of your incoming lending requests will turn up each day. These items are waiting to be pulled from the shelf and shipped.

Cancelled

These are requests that have been terminated by the borrowing library. Once you receive the cancellation message from the borrower, it should automatically clear the hold on your item and return it to its original ‘Item in Place’ status. No further action is required.

Created Lending Request - check daily

Requests receive this status when:

• the owning library’s item is available at the time the borrowing request is submitted but then the item is unavailable once the request reaches them. Reject this request so it can move to the next lender in the rota.
• article requests are submitted - these requests typically come through with a format type of Digital - if the item can be loaned change the status to "Being Processed", change the requested format to Physical and process the request. If it's not a request that can be filled send a General Message to the borrowing library indicating the problem and they can cancel the request. If you reject these requests they'll just continue through the rota running into the same problem at each subsequent institution.

Expired

If a lending request is not updated within a specified time period (4 days for CSU+), it automatically gets passed along to the next library in the rota and receives a status of Expired. If a lender tries to ship/reject a request after they have expired as the active partner, they will receive a “Failed to find active Lending request by Barcode/ Request ID” error message. No further action is required.

Locate Failed - check daily

Locate Failed means that Alma encountered a problem during the locate process and couldn’t find a specific match point for the request in your catalog. These requests require staff intervention. Start by clicking on the Locate button in the request. This will bring up the potential matches in your catalog. If you find the requested item, click on the radio button next to the record and then choose Select. Once you’ve resolved the locate issue, the request status will automatically update to Being Processed and the request can be handled normally.

If your library can’t fill the request or you can’t find a matching record in your catalog, reject it so another library can fill the item. However if the request cannot be filled through CSU+ (request type = digital, for example), send the borrowing library an email or general message (or both) indicating that they should cancel the request so that it doesn't continue on through the CSU+ rota.

Lost

The item has been lost by the patron or the borrowing library. Currently we do not have a regular procedure to "reconcile" lost CSU+ items between libraries. Per COLD request we will be reporting the amount of money paid to each CSU to ensure more or less equitable distribution of payment.

Leave the item in Lost status until reconciliation processes are determined. Refer to local procedures for re-purchasing workflow.

Overdue request - check weekly

Check this queue for requests with update dates of  “Up to a Month Ago” or “Older.” If an item is more than a couple weeks overdue, you may want to send a General Message to the borrowing library to see if they have any indication of where the item is. If the item is checked out to their patron, their Alma should be sending overdue notices, marking the item as lost and charging a replacement fee, where applicable. In some cases there may be a configuration that was overlooked or is not functioning properly and friendly inquiries about the status of long overdue items may help the borrowing library identify these inconsistencies.

Recalled Item - check monthly

The item has been recalled for course reserves. Alma should automatically change the due date of the item and send overdue notices to the patron. 

Check this queue for requests with update dates of  “Up to a Month Ago” or “Older.” Similar to the Overdue requests, there may be a configuration that was overlooked or is not functioning properly and friendly inquiries about the status of items that were recalled more than a couple weeks ago items may help the borrowing library identify these inconsistencies.

Rejected the Borrower

These are the requests that you have actively rejected. Rejecting a request passes the request along to the next library in the rota. No further action is required.

Returned by Partner - check weekly

These requests are in transit back to the owning library. Once they arrive scan in the item to complete the transaction. This will update the status to Request Completed and route the item back to its permanent location.

Check this queue for requests with update dates of  “Up to a Month Ago” or “Older.” These items could be lost in transit. Check your shelves and contact the borrowing library to make sure the item didn't get mis-shelved.

Shipped Physically - check weekly

These items have been shipped to the borrowing library but not yet received.

Check this queue once a week and look for requests with update dates of  “Up to a Month Ago” or “Older.” If they were shipped more than a week or two ago they may have been lost in transit. Check your shelves and contact the borrowing library to see if the item has been mis-shelved.

Adapted from: https://www.orbiscascade.org/rsf-documentation/