Statuses and what to do with them - Borrowing

Active General Message - check daily

General messages can be used to communicate between partners about a problem with the resource sharing request (receiving a request for digital material or multi-volume requests without the volume specified). To ensure questions are answered in a timely fashion check GMs daily.

For more information about using General Messages to communicate with other libraries see the RSFC guide Contacting Other Libraries.

You can sort your borrowing queue using the General Messages facets on the left:

To read the message, click on the Request with active general messages link OR click on Edit and then select the General Messages tab.

Follow-up processing will vary depending on the nature of the message. Choose  whichever option is most beneficial for your patron (i.e. re-request, ILL, cancel, ask lender to reject, etc.).

Click on the ellipses (•••) and Dismiss the general message to clear it out of your Tasks queue.

Cancelled by Patron

These request have been cancelled by the patron from their Primo account. No follow up necessary.

Cancelled by Staff

This is a little bit of a misnomer. Cancelled by staff is where a request falls when a request is cancelled by Alma automatically (no requestable items found) or the request is actually cancelled by a staff member. The audit trail for the request can help you determine who cancelled the request and why. Generally no action is needed for these requests.

Expired

These requests have expired out of the last institution in the rota. The patron should receive an automated cancellation notice. No further action is required.

Locate Failed - check daily

Requests go to this status when Alma gets confused and can't find a match for the request but also hasn't determined that there are no requestable items. Usually there is a multi-match or some other unusual situation that needs you to resolve it.

To resolve items in this status first click Locate. Sometimes this is all Alma needs. Alternately Alma can bring up search results with items to choose from because the request matched multiple items. From there you'll need to pick which item should fill the request.

Locate in Process - check daily

This is the starting point for every new borrowing request where Alma checks the NZ for holdings, availability, and requestability and forms a rota. Usually this step only takes a couple of seconds, but sometimes Alma encounters network problems and fails to send the request immediately. If requests end up here for more than a couple minutes check in with your library systems admin or other CSU campuses to see if there are any network problems or delays that are causing requests to get stuck here. If the system is experiencing issues these requests will resolve themselves once Alma is functioning normally again. If everything else seems to be functioning fine, try creating a new borrowing request for the patron and set the status to "Request Completed".

Physically Received by Library - check monthly

These items have been received by your library and are either waiting on the hold shelf for your patron, or are in transit to another pickup location. You shouldn't have to follow up on these requests but check this queue for requests with update dates of “Older" to find things that have slipped through the cracks.

Recalled by partner - check weekly

The item has been recalled by the lending institution. The due date of the loan should be shortened to 7 days after the recall date.

Check items in this queue with an update date of "Up to a month ago" and "Older". For these requests, check the loan's due date to ensure that the recall shortened the loan period and look at the attachments in the patron record to ensure a notification of the shortened loan was sent to the patron. If not, check with your Fulfillment/Circ department to make sure recalls and notices are configured correctly.

Ready to be Sent - check daily

Requests in this status were created but not actually sent to any lending partners. Sometimes the request gets hung up on the borrower's side and needs a little nudge. Click send and that should kick it out to the first partner in the rota.

If sending the request manually does not resolve the issue there may be configuration issues on the lender side. If you see this status, report it to the Resource Sharing Fulfillment Committee (RSFC) or Central Resource Sharing Support person for troubleshooting. While you wait for configuration issues to get sorted out you may move the request to the next partner in the rota to fill the request (if there are additional partners available). Click on the Edit button for the request and navigate to the Rota tab. Find the partner who is causing the request to get stuck, click on the ellipses (•••) and Reject the partner:

Rejected by Partner

Means the rota has been exhausted and no library can supply the item. Your patron should receive an automated cancellation notice prompting them to submit an ILL request instead. No further action is required.

Report lost item to Partner

Items attached to these requests are lost. See more about the process for lost CSU+ items here: CSU+ Items Lost or Overdue

Request Completed

A borrowing request is automatically completed once it has been checked in by the owning library. This is the logical end point for a successful CSU+ request. However there are some scenarios that would cause a request to show as "completed" but the book hasn't made its way to the shelf. Stay tuned for analytics queries to track down these items.

Request Sent to Partner

Requests in this queue were submitted successfully, a rota was formed, and the request is now being considered by the owning libraries. Once the lender ships the item, the borrowing request gets updated to shipped physically.

Returned Item to Partner

These items have been returned and are now in transit back to the lending library.

Shipped Physically - check monthly

These items have been shipped by the lender and are now in transit to the borrowing library.

Waiting For Cancel Response

Requests appear in this queue when the request has been cancelled. Alma has to do a little bit of processing before the cancellation shows at both the lending and borrowing institution and the request stays in this status until that processing is completed and the request moves into one of the other cancellation statuses.

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