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SWIMS Circulation FAQs – Reservations Recalls Traps

  1. Can I use reservations or traps to reserve items from another library for ILL purposes?
  2. What is the difference between copy reservations and title reservations and which should I use?
  3. How can I find out what reservations there are at my location?
  4. How do I cancel a reservation?
  5. How do recalls work?
  6. How do I hold an available item for someone? 
  7. How does OLIB check a user’s maximum reservations and how can I set this up?
  8. Is it possible to set up Hold expiry period and how is this done?
  9. What reservation notices are available?
  10. When creating a new trap on a user, copy or title record should I use an existing trap message, or should I type into the ‘message’ box, or both?
  11. How can I check for and delete unwanted traps?

 


Can I use reservations or traps to reserve items from another library for ILL purposes?

No. Please use agreed methods such as email or ILL form. See the SWIMS Network ILL protocol.

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What is the difference between title reservations and copy reservations and which should I use?

Title reservations

The ability to place a title reservation is determined by the reservation rules set up in the location record of the user in question.  For most locations these rules dictate that a title reservation can only be placed if there are copies of the title which match the user’s location, and all of these are are either on loan or held.  Generally speaking the rules mean that title reservations won’t include copies at other locations, and can’t be placed at all if there are available reservable copies at the user’s location (Ref copies).

These rules determine both staff-mediated reservations, and also WebView self-reservations which some SWIMS libraries have set up on their WebView SSis.  All WebView self-reservations are title reservations.

Copy reservations

Copy reservations do not adhere to these rules.  So if you find that a title reservation prevents you from reserving the items you need to, use a copy reservation instead.  It is possible using a copy reservation to reserve more than one copy at a time.  End users cannot make copy reservations on WebView SSis.

The reservations functionality changed after the upgrade to OLIB 8.1 in Nov 2011.  Previous to this the advice was to use copy reservations because using a title reservation sometimes reserved unwanted copies at other locations by mistake.  This is no longer the case, provided the location record has been configured correctly.

For any queries about this, contact your SWIMS system administrator in the first instance.

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How can I find out what reservations there are at my location?

Users

To find out which of your location’s users currently have reservations, either reserved or held, click Circulation > Reservations then carry out an ‘Active Reservations by User Barcode’ search and refine on Users > Location (don’t select Location in the main refine options list, but rather Users > Location).

Copies

To find out which of your location’s copies are currently reserved or held, do one of the following:

1. Carry out a Copies search and refine on your location and ‘Reservation Count’ is ‘Greater than’ 0.  Note that if there are multiple copies at your location and a title reservation is placed, ALL copies will be reserved and therefore all will be returned in the hitlist.

2. Via a title search using advanced filtering.

Carry out a Title Search
Refine on Copies > At Location and select your location

Select the Advanced SQL option ‘Reserved titles’

Note that reserved on loan copies have the copy status of ‘Reserved’ until they reach their due date, but as soon as they pass this their copy status changes from ‘Reserved’ to ‘Overdue’ or ‘Long Overdue’. Hence it is not possible to retrieve comprehensively all reserved copies simply using a refined search on copy status of ‘Reserved’.

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How do I cancel a reservation?

This procedure works for both Copy and Title reservations, and for both Activated (still on loan) and Held (put by) reservations.

  1. Launch a search on Circulation > Reservations
  2. Search for the reservation
  3. In the hitlist tick the item and in the Other Actions box select Cancel this Reservation
  4. Click Yes to confirm

If the item was Held rather than Activated, and is not to be held for another user, remember to return it to the shelves.

Alternatively in the case of Held reservations issue it to the reader for whom it is being held, and then return it.  But note that this will appear in the user and copy transaction history as a loan, and in statistics.

Do not try to cancel a reservation by changing the copy status in the copy record.

Cancelled reservations can be seen from the All Reservations searches. If the reservation has been cancelled you can also see the ‘Cancelled on’ date and any notes on the Reservations Details screen.

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How do recalls work?

Copies can be recalled on the record in a copy hitlist, or in the Loan Items box on the issues screen, or in the title details screen by ticking and selecting Recall in the ‘Other Actions’ dropdown menu

OLIB then sends a recall notice to the borrower by email using the email address in the ‘Email Address’ field of their user record with the subject line ‘Item to be returned’. The standard message is:

The following item, which you currently have on loan, is required by another user. Please return it to the library as soon as possible, and certainly by the due date.

Title: Dummy record
Due for return on: 15-AUG-2007

The message and also subject line can be more library specific, e.g. ‘Please return it to the Utopia library as soon as possible…’ with subject line ‘Item to be returned to Utopia library’, and a CC address can be included so that the librarian is copied into the email. If a location specific recall has been configured, OLIB sends this rather than the standard recall.

If you would like your recalls to be made more location specific please contact your system administrator telling them how you would like the recall notice personalised, and if you would like a CC email address. Also please specify a From address for the recall. These can be the same. Note that the standard recall cannot have a CC email address.

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How do I hold an available item for someone?

This might be required, for example, if a user phones to have an available item put by until they come in.

The procedure is to reserve the item for the user in the normal way, and then in the reservation screen to change the status from from Reserved to Held.

For a copy reservation this is done in the Copies box or the Reserved Copies box; for a title reservation in the Reserved Copies box.  Tick the copy and select ‘Hold this Copy’ from the Actions box.

It is not possible for staff to change the status of an item which is on loan, overdue etc (rather than available) to Held – OLIB prevents this.  This is because it would not make sense to do this – the item needs to be returned from loan and at this point it is automatically changed to Held.

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How does OLIB check a user’s maximum reservations and how can I set this up?

When carrying out the creation of a reservation OLIB checks the following for an indication of the maximum number of reservations allowed. If it finds a blank or if it finds a value higher than the number of current active reservations for that user, it checks the next stage. If it finds a value equal to or lower than the number of reservations already placed by that user, it prevents the reservation.

  1. User Record Max Res
  2. Loan Terms Max Res
  3. User Category Max Res

When a new User Record is created, the Max Res field in the User Record is blank. (Until the OLIB 7.6.1 upgrade in Feb 07 it was populated automatically from the Max Res field in the User Category, however after this upgrade all existing records had this value removed to leave a blank.) Since the 7.6.1 upgrade reservations can also be restricted by Copy Category by setting an appropriate value in Loan Terms. These default to blank until populated.

It is possible to make special arrangements for an individual by setting this to a particular value in the Max Res field in the User Record, however it is not possible to allow an individual to have a different reservation entitlement for a particular Copy Category. A possible workaround for this is to place a user trap to explain that this user is permitted additional reservations.

Max Res actually means the maximum number of items (regardless of whether a copy or title reservation has been placed) which are reserved or held for an individual at one time. So if you place a title reservation for someone and as a result 10 copies are reserved (whereby the first one returned satisfies the reservation and the rest then lose their ‘reserved’ status), this only counts as 1 reservation when OLIB is checking for Max Res.

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Is it possible to set up Hold expiry period and how is this done?

An item, when held, has the reservation status of Held.  The Hold Period parameter (in the Location record – Circ. Details tab) allows the library to specify, if desired, the number of days an item should be held.  Since the upgrade to OLIB 9 in Feb 2014, this count of days no longer includes library closed days.  So, for example, if your hold period is one week and you are closed on Sats and Suns, your Hold Period should be set to 5 days.If no period is specified, then the period is indefinite until changed manually by library staff.  The Auto Expire Held Res field below it also has a bearing.

If populated, the following happens:

  1. The day before the expiry date the reservation status is automatically updated to Held – Soon To Expire.
  2. On the expiry date the following happens depending on whether the Auto Expire Held Res is set to Yes or No.  If Yes the reservation status is automatically upated to Cancelled and the copy status to Available.  If No, the reservation status is updated to Held – should be cancelled but the copy status remains as Reserved.

Library staff can run a refined search in the reservations domain for any of these reservation statuses to identify on any day which reservation has reached which status.  Alternatively it may be possible to create automated notices which inform library staff which reservations have changed status.  See FAQ below.

The user logged into WebView looking at their reservation data sees a Ready column.  A ‘collect by’ date is displayed in this column if the location has the Hold Period populated as above.  If not, it simply says Y.

After the application of Service Pack 4 in Aug 2013, it became possible to configure different hold periods for different copy categories at a particular location.  If this is required, please contact the EKR Manager.

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What reservation notices are available?

Reservation notices are emailed automatically by OLIB.

OLIB has 6 reservations notices:

Useful

  • Reservation held – sent to user when an item has been returned as is now held.  Note that since the application of Service Pack 2 on 7 March 2011 it is now possible to set a delay on the generation of the notice.  The default delay is 60 minutes and other values can be set.  As a starting point all cases have been set to 0 minutes, i.e. no delay, as it was before the application of the service pack.  If there is a delay and in the meantime the item is issued to the reserver, the notice is helpfully not sent to them. 
    OLIB can be configured so that Reservation Held notices aren’t sent on calendar closed days.  This is the ‘Send Res. Held’ setting in the calendar record.   If this is set to Yes, they will be sent during the calendar period.  If it is set to No or blank, they will not.
  • Held Reservation Soon To Be Cancelled – sent to user 3 days before expiry (the expiry is determined by ‘Hold Period’ in location record) NB this was 2 days until the application of Service Pack 2 on 7 March 2011 but is now 3 days.
  • Held Reservation To Be Cancelled – sent to member of staff/circ desk.  This is only sent if the ‘Auto Expire Held Res’ setting in the Location record is set to No.  If it set to Yes, then the reservation never gets the status of ‘Held – should be cancelled’ which is a prerequisite to generate this emailed notice.
  • Reservation cancellation – sent to user

Probably not useful

  • Reservation received – sent to user who made the reservation to say that a reservation has been placed – not particularly useful and possibly confusing
  • Reservation confirmation – sent to user who made the reservation to say that the reservation has been activated – not useful because all reservations on SWIMS are currently submitted as active

If you would like these notices set up for your location, please contact your system administrator. It is recommended to test on librarian data before making available to end users.

More details on notices are available in the alerting FAQs.

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When creating a new trap on a user, copy or title record should I use an existing trap message, or should I type into the ‘message’ box, or both?

A list of reusable trap messages is available for user, copy and title records.  These are available for common situations and include such as ‘Check job title’, ‘ Spine label required’ and ‘Re-classify’.  These can be selected from the list.  Prefixing a search with % will retrieve suitable ones, e.g. a search on %label will retrieve the ‘Spine label required’ trap message.

If none of the existing reusable messages are suitable,  but the situation is still likely to be a common one, a new reusable trap message can be created.  If so please contact a SWIMS System Administrator.  Only System Adminstrators have permissions to create, delete or modify reusable traps.  Reusable traps which are specific to one library service only should be prefixed with that service’s code(s).

If the situation is specific to that record only, then a new reusable should not be created.  Instead the trap message should be typed straight into the ‘Message’ box.  This message will not be added by the system to the list of reusable trap messages.

If the situation benefits from using both a reusable trap message, plus a local message, then a combination of both can be used.

Both types of trap message display in the circulation screen.

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How can I check for and delete unwanted traps?

Traps on users at location

Note that the best way to ensure that a user trap is up-to-date is to verify it at the issue desk with the user in person.

  • Launch a User Barcode search
  • Refine on own location
  • Refine on Trap Last Added On.  To  check for all records, set this to After, and select a date in the distant past.

Traps on copies at location

  • Launch a Copy search
  • Refine on own location
  • Refine on Trap Last Added On.  To  check for all records, set this to After, and select a date in the distant past.

Traps on titles with copies at location

  • Launch a Title search
  • Refine on Copies -> At Location
  • Refine on Trap Last Added On.  To  check for all records, set this to After, and select a date in the distant past.
  • Note that these traps may apply to copies at several locations so take care before deleting.

Traps created by particular libarians, e.g. librarians at my library

  • The Users, Copies and Titles domains all allow for refining on Traps > Added By.  Select librarian’s name.

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