Smith Circulation Manual

Holds: Processing Inter-Campus Loans

The Alma System notifies the library when the book is discharged, and a HOLD has been placed on it, through a pop-up message.. There is more than one request for the book; the User ID number should be entered. The staff member should take the following steps:

• Go to the "Pick From Shelf". 
• Go to the "Resource Request Monitoring" and click on the ellipses on the far right (next to the “Mark as Missing” button). 
• Click on “View Title in Search”. 
• Click on the blue number next to “Requests”. 
• Choose the earliest request and copy the ID request number appearing under the Title.
• Go back to "Scan in Items" in Fulfillment and paste the ID request number in the “Scan Request ID box”. 
• Then scan in the barcode to place the item "In-Transit". The new requested item will appear in Alma Fulfillment: Monitor Requests & Item Processes.                                              
• Insert the HOLD notice in the book.            
• Depending on the destination library, the staff packs and mails it through CAMPUS MAIL to the campus library (Circulation Department) to which the patron belongs.
• Upon receipt of the book, the Circulation staff of the borrower’s library checks out the Item to the patron and places it in the Locker or on the hold shelf as per the patron's choice. An email is generated through the system to notify the borrower that the book is available in the Locker or at the Circulation desk.
• The book should be held in the Locker or at the Circulation Desk for 14 days. If the borrower shows up, verify the request on the borrower's account and check out the book to the patron whose name appears on the HOLD notice.
• If the loan is not claimed, the book should be scanned back in "Scan In Item" and returned to the shelves or the owning library.

Pick From Shelf  

When a patron makes an online request through the catalog (QuickSearch) to borrow an item held by a Rutgers library, that request is sent via the ALMA  "Pick From Shelf" function to the owning library. The request will appear in ALMA as soon as it is made and can be printed at any time. Smith Library's routine is to print the pick list, pull the requests, scan the barcodes in ALMA, and mail them to the requested library as part of the opening duties each morning.  The pick list is checked again in the afternoon for any additional requests that may have been made. 

Printing out the Pick From Shelf List 

Click on the Fulfillment function in ALMA and select the "Pick from Shelf" option under " Resource Requests". The Pick List will appear. To print the Pick List, click on the icon to the right of the "Cancel" button. This will export the data to an Excel spreadsheet, which will then appear at the bottom left-hand side of the page. Click on it to open the spreadsheet, adjust the columns if needed, and print it using the landscape option.  

The wheel-shaped icon next to the export list icon lets you customize the information displayed on the pick list.

After items are pulled and processed in ALMA, the spreadsheet copy should be dated and stored in the binder labeled "Morning Pull List Sheets." These sheets must be discarded after one week.

In cases where an item consists of multiple volumes or includes both a book and a DVD, you can identify the correct item to select by clicking on the ellipses next to the title in question and choosing "View Title in Search." A new screen will open. Click on the blue number next to "Requests." The type of item (book or DVD) and the volume number will be displayed in the middle column of the new screen. 

More than One Request per Item 

Occasionally, when scanning an item from the Pick List in ALMA, you may receive a message indicating that there are multiple requests for the item. In this case, ALMA will prompt you to enter a User ID. 

To determine the earliest request, follow these steps: 

• Go to the Pick List and locate the requested item.
• Click on the ellipses (three dots) next to the item.
• Select "View Title in Search."
• Click on the blue number next to "Requests" to see the list of requests. 
• Choose the earliest request and copy the Request ID number displayed under the title.

Next, return to the "Scan in Items" section in Fulfillment. Paste the Request ID number into the "Scan request ID" box, and then scan the item's barcode.

 Cancelling a Request

If a request appears on the Pick List for a bound journal volume or issue, it must be denied, as journals are non-circulating items at Smith Library. To do this, click on the "Cancel" button. A message box will appear; select the reason for cancellation from the drop-down menu (Request Cannot be Filled). Then, write a brief message to the patron, such as: "Smith Library" does not lend journals. Please submit a request to the ILL Department if you would like an article, or visit the Smith Library to use the journal." After that, click the "Confirm" button.

If an item cannot be located, do not use the "Mark as Missing" button. Instead, cancel the request and provide a brief message stating that the item cannot be located. If the item is held by more than one Rutgers library, a button will appear on the pick list page that allows you to pass the request to the next location.

Regular Renewals (in-house materials)

Users can renew most items online by signing into their QuickSearch account. However, some restrictions apply: items that have been recalled by another borrower, reserved materials, and items that have reached their renewal limit cannot be renewed. Additionally, videos and audio items are not eligible for renewal.

Materials can be renewed either in person or by telephone. Renewals must be completed on or before the due date. Books may be renewed as many times as the system allows. Patrons will be asked to provide their first and last name, ID number, or the book's barcode, which can be found on the back or inside the cover of the book.

Patrons are allowed to renew all items currently checked out to their account. There is no maximum limit on the number of items that can be charged from the Circulation Department. However, if any of the items in a patron's account are overdue, the system will block them from renewing or borrowing additional items until the overdue item is either returned (if it cannot be renewed) or renewed. The system will generate fines for overdue items, but the Smith Library does not collect these fines; instead, library staff will waive them.

In cases where an account is blocked, a Circulation operator can either override the block or check the items in and then out again to facilitate the renewal.

Procedure for renewing items: 

• After logging into the ALMA, select the Fulfillment toolbar and go to the option “Manage Patron Services”. 
• Enter or scan the patron’s barcode in the “Scan Patron’s ID or Search for patron” field. Click “Go” after the patron’s information populates the field,  
• Scan the item barcode to display the "Loans" option. Click the "Loan Display" button, then select "All Loans."
• The patron's charged item information will be displayed. Select the item(s) from the inbox to renew.
• Select the item that the patron needs to renew. Click on “Renew Selected,” “Renew All,” or go to the ellipses on the right side and select the “Renew” button from the drop-down menu.
• Click the Renew button. The item will be renewed for another 36 days. The Status column shows that the item was successfully renewed, and the new due date is displayed in the Due Date column.
• Click the “Done” button to close the “Patron Services” index dialog box and return to ALMA workspace. 
• If this is an in-person renewal, put a new date due slip in each book. If this is a telephone or e-mail renewal, the user will be automatically informed by the system that the items have been successfully renewed. 

Overdue Notices

• Patrons are responsible for returning or renewing their materials by the due date. 
• Items that are not returned or renewed by this date will be considered overdue. 
• A grace period of three days is allowed for library materials that are returned within this timeframe.

Overdue Notices After the Grace Period: 

• The first overdue notice is sent out through the system utilizing FulUserOverdueNoticeLetter.
• A second notice will be sent out the following week.
• After the third notice is sent out, the item will be considered as a “longstanding overdue”. A bill is sent out, and the patron’s account will be charged for the replacement cost of the books, in addition to a $25 processing fee

Fines for Overdue Items

  Initially, No Fines are Issued for Overdue Items

• The first follow-up call is made about one week after the item is due and continues until after the third notice is mailed out. After the third notice, a bill is sent to the patrons. This bill includes the replacement cost for the book plus $25 for a processing fee.
• Most items are typically returned by this time. Once overdue items have been in "Longstanding" status for three months, they are referred to the department manager. The manager first attempts to contact the patron's home, followed by reaching out to their department or chairperson. If the items are still not returned, an encumbrance notice is sent to the department or registrar’s office to place a hold on the patron's account. In most cases, the items are eventually returned.
• Finally, as a last resort, if the patron is a student, they will not be allowed to receive their diploma or register for the next semester. If the patron is a staff or resident, they may not be allowed to receive their last paycheck

How to Waive a Fine  

The system automatically charges fines to users for overdue items.

Smith Library does not collect physical fines for overdue items. If ALMA records fines in a user's account, library staff should waive them when approached by the user by following these steps:

• After logging into ALMA, select the "Manage Patron Services" toolbar. 
• Enter or scan the patron's barcode in the "Scan Patron's ID" field, or search for the patron's name. Once the patron's information appears, click "Go."
• Next, click on the "Active Balance" located next to the user's name under "Patron Services." This will open the "User Details" index page.  
• Click on "Fines/Fees." 
• Then, click on the ellipsis (three dots) on the right side of the page and select "Waive" from the drop-down menu.  
• Finally, click "Save" to save the updated information and return to the ALMA workspace.

Waiving fines on reserve books placed in the drop box after hour 

When a reserve book is returned to the drop box after the Circulation desk has closed, the fine that accrues automatically should be waived.

To identify the user’s account, the staff should do the following: 

• Go to Fulfillment and select ”Scan in Item” and scan in the item. 
• Click on the Ellipses button to the right (the 3 dots). 
• Click on “Edit item”. 
• Click on “History” (located near the top and to the left). The history of the item’s circulation and use will appear.
• Copy the User’s Name. 
• Go to "Fulfillment" and select “Manage Patron’s Services”. 
• Paste User’s Name. 
• Once the user’s account is opened, click on “Edit User Info” at the top right-hand side of the screen. 
• Click on “Full Information” located in the upper right-hand side of the screen. 
• Click on Fines/Fees. 
• Click on the Ellipses button to the right and waive the fine. 
• Click the “Confirm” button at the top right side of the page.

Patron Eligibility- Expiration Dates  

 The Expiration Date varies:  

• Faculty, Staff, and Employee – 6/30/ + 5 years  
• Alumni – Only NJDS & NJMS Alumni are eligible to borrow.   
• Privileges associated with the Alumni card will expire on the same date as the card itself.

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• NJ Medical School, Dental School – 5/15 + the year of their graduation  
• Public Health – MPH is 5/15 + the year of graduation  
• PHRI -Public Health Research Institute;
• Patrons must present a valid ID picture with a current sticker.
• Renew borrowing privileges every year with an expiration date for the current semester only.  
• Graduate School – 5/15 + the year of graduation  

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• School of Nursing – graduation dates are 5/15 and 12/15; students must specify their graduation month. In the School of Health Related Professions (SHRP), the graduation dates are 5/15, 8/15, and 12/15. Programs may end at different times.

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• Residents/Interns/Fellows – 6/30 + the year of completion of program  

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• Outside Affiliated Schools (Essex, NJIT, and Rutgers Newark Only) 
• Privileges are by the current semester only – 12/15 and 5/15  
• Patrons must present a valid ID picture with a current sticker.  

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• Summer Class Registration – Please ensure you have a valid ID with you at all times.

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• Volunteers – 6 months to one year, depending on the letter from the employer/Head of their department.  

• Patrons are responsible for items that are charged out on their records. This includes the replacement cost of lost books and processing fees. 
• All materials that are lost, damaged, or stolen should be reported to the Circulation Department as soon as possible. 
• Patrons will be billed for the replacement cost and processing fees of items that are lost or stolen

Collection of Past Due Library Charges

When a library item is declared lost, damaged, or stolen by the patron or the library system, the staff must take the following steps:  

• After the third notice is mailed, a bill is sent to the patron that includes the replacement cost for the book, plus a $25 processing fee. Additionally, telephone calls and emails are made.
• Typically, when a patron loses, damages, or steals a book, their borrowing privileges are blocked, and they lose access to online resources. A pop-up message will inform them of the situation, including any associated fines. Once the fines are paid, the patron will regain their library privileges.
• An Encumbrance Notice is submitted to the Registrar’s office to prevent the student from registering for classes. As a last resort, a phone call is made to the Head of the Patron’s Department in an attempt to resolve the issue.
• If a patron finds a lost item after having already paid the replacement cost, the paid amount will be refunded, minus a processing fee of $25. In the case of a damaged book, the patron is responsible for both the replacement cost of the book and the processing fee.
• The fines for lost, damaged, or stolen books can be paid in cash or by check at the Circulation Desk. Please make checks payable to the George Smith Library.

Managing Lost Loans in Alma

Items can be marked as lost by the Circulation Desk Operator in one of the following ways:

• Manually, when a patron notifies the circulation desk that the item is lost
• Automatically, if the system is configured to automatically change an item’s status to Lost when it is overdue for a specified number of days

The following illustrates the actions that can be taken on lost loans.

You mark an item as lost in one of the following ways:

• On the Patron Services page (Fulfillment > Checkout/Checkin > Manage Patron Services), locate the patron that borrowed the item and select Lost from the row actions list for the relevant item.
• Configure an item to automatically be marked as lost after it is overdue for a specified number of days. This is done on the Lost Loan Profile Record page (Configuration Menu > Fulfillment > Physical Fulfillment > Overdue and Lost Loan Profile, select Add Overdue and Lost Loan Profile). For details, see Configuring Overdue and Lost Loan Profiles.

If a lost item is found later, you can mark it as found in one of the following ways:

• On the Patron Services page (Fulfillment > Checkout/Checkin > Manage Patron Services), locate the patron that borrowed the item and select Found Item from the row actions list for the relevant item. The loan status reverts to Normal, and the item remains checked out to the patron. Depending on the lost-item fee policies configured for the item, some or all of the lost-item fees charged to the patron may be returned (for information about configuring fine and fee policies, see below).
• Scan the barcode of the item as a return (see Returning Items below). When you do so, the item is marked as found and returned. Depending on the lost-item fee policies configured for the item, some or all of the lost-item fees charged to the patron may be returned (for information about configuring fine and fee policies, see below).

You can search for items marked as lost by performing an advanced search in the repository.

• Select the Advanced Search link and in the Physical Items column, select Process Type.
• On the Advanced Search page, select Equals and Lost in the drop-down lists and select Go.
• For details on advanced searches, see Performing an Advanced Search.

You can also configure the following:

• Lost items can be excluded from appearing in Primo (configurable in Configuration Menu > Resources > Record Export > Exclude Process Types from Publishing). For details, see Excluding Resources with Specific Process Types from Publishing.
• Lost items can be configured as searchable but not as requestable. This is done on the Fulfillment Rules Editor page (Configuration Menu > Fulfillment > Physical Fulfillment > Fulfillment Units, select Edit from the row actions list for a Fulfillment Unit and select the Fulfillment Unit Rules tab). For details on configuring Fulfillment Unit Rules, see Add a Fulfillment Unit Tool

You can configure policy types for lost loans, which determine how lost loans are handled. Parameters are configured in Fulfillment Configuration (Configuration Menu > Fulfillment > Physical Fulfillment > Advanced Policy Configuration > Add Fulfillment Policy) by selecting the following fulfillment policy types:

A lost item fine cannot be refunded.

For details on selecting policy types, see Configuring Policies.

• Lost Item Fine – The fine that the patron is required to pay for losing the item.
• Lost Item Replacement Fee – The amount charged to the patron for the institution to replace the item.
• Lost Item Replacement Fee Refund Ratio – The percentage of the lost item replacement fee that the institution is willing to refund to the patron if the lost item is found.

You can create a fulfillment set that displays a list of all items lost from a specific date

• (Fulfillment > Advanced Tools > Create Fulfillment Sets, and configure the Loan status value as Lost).
• For details on configuring fulfillment sets, see Managing Fulfillment Sets.
• You can then view the fulfillment set on the Manage Sets page (see Managing Search Queries and Sets).

If the `close_paid_lost_loan` parameter is set to true, when the status of an on-loan item is changed to "Lost" and the last lost or replacement fee is settled, the loan status will be updated to "Lost and Paid." Consequently, the loan will be removed from the active loans list and considered complete. This means the loan will no longer accrue fines or count toward patron limits (refer to Configuring Other Settings (Fulfillment)). 

You can close loans marked as "Lost" or "Lost and Paid" by running the Close Lost Loans job (see Running Manual Jobs on Defined Sets). This job will close all loans in the fulfillment set, regardless of their status. However, any fines or fees associated with the loan will remain on the patron's record. If a lost item is returned after the loan has been closed by this job, the patron will not be refunded for the replacement fee.

If the `close_paid_lost_loan` parameter is set to false, the loan will remain active in the loan list until the Close Lost Loans job is executed, and the item's process type is changed to "Lost," even if the patron has already paid the lost fees.

If an item is determined to be lost and the policy for a lost loan is Not Requestable, the Requests - Recalculate After Inventory Update job detaches the request from the item and potentially cancels the request (if no other items can be used for fulfilling the request). If the item is found, this job re-links the request to the item. For details, see Requests – Recalculate after Inventory Update in Viewing Scheduled Jobs.