Transcript How to Request an Item From Another Campus
How to Fill a Reserve Request
Part 3 of the Series on Reserves Using Agent VERSO
If, while checking the Reserves List, you discover that your library can fill a Reserve request, the following steps will be found useful.
If you are unsure whether your library can fill a Reserve request, please review Part 1: How to Check the Reserves List.
Step 1: From View All Reserves, click the button to the right of the item, marked View Reserves. This will display the Item screen in a new window.
Things to Notice on this Screen The Reserve is placed for a Title, not for a specific barcode. This is the patron who wants the item.
A note has been added.
The copy owned by the requesting campus is checked out.
The item is available at another campus.
Step 2: On the Item Detail screen, find your campus location. If your campus can provide the item, obtain the item from your shelf, before filling the Reserve Request.
With the item in hand, continue.
• • •
Close the Item screen Close the View All Reserves screen Click on Patron Status & Checkout in the upper left hand corner of the Menu Panel (Step 4)
First, type in the patron’s barcode or ID to bring up the patron’s record. THEN
1. Type the item barcode into the blank at the top of the screen.
2. Click the radial to select Checkout Reserve. Be careful not to check out normally!
3. Click Submit.
Step 4 Has Multiple Parts 1 2 Click Submit 3 Note
IMPORTANT: When you are requesting a Reserve Title, please do not select a particular item or barcode and “Checkout Reserve” on your side of this process. The filling library may not actually have the item. Please Reserve only the title of an item and allow the filling library to follow these steps.
If you are in a hurry for an item, you may enter “Please send overnight directly to my campus” in the Staff Notes area of the Reserve, or you may email a librarian at the location you think is likely to fill your request.
After clicking Submit on the Patron Record screen a window will pop up that will look similar to this one: Step 5: To set the Pickup Location click this drop down menu.
Select the campus that will be receiving your shipment.
Note that the Pickup Location has been set – and be certain it is set correctly.
Sometimes this must be done twice.
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Step 6: Click Reserve for Checkout.
6 If you want to add or change Staff Notes you can do it here.
If you want to enter a special note to the Receiving Library, you may do so BEFORE you complete Step 6 and click on Reserve for Checkout.
Note from Requesting Library Note from Filling Library
This is what the screen looks like when an item has been successfully reserved. Step 7: Print TWO copies of the receipt. Clicking Print will open the dialog box for printing in Windows. Simply change the quantity of copies to 2.
Why print 2 copies of the receipt?
• Keep one copy for your records, to show what you sent, when, and to which campus.
• Fold the other copy and insert it inside the front cover of the book or inside the mailing envelope, if a video, so that the receiving library may know why they are receiving this item and to remind them of which patron requested it.
It is now safe to Close the Reserve window.
Verify: The patron record will now show the item has been Reserved for Checkout.
Note: This is not the same as checking out the item, because no due date has as yet been assigned.
“Reserve for Checkout” enters the item into a type of limbo, where it is traveling from library to library.
Only after it is received by the requesting library, should an item be checked out to the patron.
Observe how the Patron Record has changed, after completing the Reserve for Checkout process.
This record is now ready for the receiving library to check out the item to the patron.
Here is what the Item Status screen looks like.
The item and patron records have been properly prepared!
Now, it’s time to physically ship the item. If your campus has a lot of items shipping via “Fred Pack” on the same day you ship your item, it will likely be shipped quickly to the receiving campus.
However, if there is no “Fred Pack” that day, or the receiving library has requested rush shipping, please consider shipping directly to the other library.
To assist with tracking the items you lend or receive, you may want to print out the Item Status screen, at least until the items are returned to their home library.
Keeping records of where your items have been sent, and which items have been borrowed from other libraries, may be helpful for Collection Development purposes, as well as simple tracking of items.
If you would like to track the items (or the quantity of items) that your library is borrowing or lending, you may want to set up a one inch binder with two sections: Borrowed and Sent.
Then, create and maintain two logs on your computer, using MS Word or another word processing application, with the borrowing details of patron name, patron ID, item title, item barcode, the item call number, where you sent the item or where you will return the item, the due date, and, when appropriate, when and how the item was returned. Insert printouts of the above logs in the front of each section. Behind these printouts, temporarily place a copy of the Item Status printout. Remove and shred the Item Status copy, after the items are returned.