Q. How do hold requests work in an Automated Fulfillment Network?

Answer

When a user from a library in an Automated Fulfillment Network (AFN) places a hold request in Primo on an item from their own library's collection, they have the option of picking the item up at any library in the AFN by selecting a Preferred Pickup Institution.  Staff can also select a Preferred Pickup Institution when creating hold requests in Alma.  If the user or staff select their home institution as the preferred pickup institution, the hold request will behave identically to a hold request placed in SUNY's current configuration.  If the preferred pickup institution is another institution in the AFN, the hold request will behave as described below.

Once a hold request has been placed, the requested item will appear in the owning library's Pick from Shelf list.  When the requested item is pulled from the stacks and scanned in, the item will be placed in transit to the user's preferred pickup institution. 

When the item is received in at the user's preferred pickup institution, it will be placed on hold and the user will receive the On Hold Shelf Letter from the preferred pickup institution (not their home institution).  The item will also appear on the preferred pickup institution's Active Hold Shelf list (and eventually the Expired Hold Shelf list if it is not picked up).  The item record at the owning library will be updated to indicate that the item is on hold at another institution.

In order to check the requested item out to the user, staff will need to create a linked account for the user and then check the item out to that account.  Once the item is checked out, it will behave like a direct loan from the owning institution to the user. 

 

Placing a Hold Request in Primo

1. Once you have located the item you wish to request, click into the record for the item and then click the request link.  The Hold and Booking Request form will appear.

Note: The label for the request link will vary from library to library. 

 

2. Select the institution where you'd like to pick up the item from the Pickup Institution dropdown.  If your preferred pickup institution has only one library, that library will automatically appear in the Pickup Location field.  If your preferred pickup institution has multiple libraries, you will need to select your preferred pickup library from the Pickup Library dropdown.  Once you've selected your preferred pickup institution and library, click the Submit Form button.

 

Placing a Hold Request in Alma

1. Once you have located the item you wish to request, click the ellipsis next to the item and then click the Request link. 

 

2. Select "Patron Physical Item Request" from the Request Type dropdown.  Additional request fields will then appear.  Enter the requesting user into the Requester field, select a preferred pickup institution from the Pickup Institution dropdown, select a preferred pickup library from the Pickup Library field, and then click the Save button.

 

Scanning In Requested Items at the Owning Institution

1. Requested items appear on the Pick From Shelf list.  Once the requested item has been pulled from the stacks, go to Fulfillment | Scan In Items.

 

2. Enter the requested item's barcode into the Scan In Barcode field and then click the OK button.  The Ful Transit Slip Letter will print, and the item will appear in the list of scanned in items at the bottom of the screen with a request/process type of "Patron Physical Item Request" and a destination of the user's preferred pickup institution.  The item's status will change to "Item Not In Place," and the process type will change to "In Transit."

 

Receiving Requested Items at the Preferred Pickup Institution

1. Go to Fulfillment | Scan In Items

 

2. Check the Item From Another Institution box.  Once you do this, the Institution dropdown will appear, and several other options will disappear.  Select the owning institution from the Institution dropdown, enter the item barcode into the Scan Item Barcode field, and then click the OK button.  If the item is being scanned in at the user's preferred pickup library, it will be placed on hold.  If the item is being scanned in at another library, it will be placed in a transit status to the user's preferred pickup library, where it will need to be scanned in a second time before it can be placed on hold.  Once the item is placed on hold, the user will receive the On Hold Shelf Letter from the preferred pickup institution and the Ful Resource Request Slip will print.  The item will also appear on the preferred pickup institution's Active Hold Shelf list (and eventually the Expired Hold Shelf list if it is not picked up).  Placing the item on hold at the preferred pickup institution will automatically create a linked account at the preferred pickup institution for that user.

 

How an Item On Hold at Another Institution Behaves at the Owning Institution

When an item that has been requested for pickup at another institution in the AFN is placed on hold at that institution, the item's status remains "Item Not In Place" and the Process Type changes to "Hold Shelf."  If you click the Hold Shelf process type link, you'll be able to see the institution, library, and circulation desk where the item is on hold.  The item will not appear on the owning library's Active Hold Shelf or Expired Hold Shelf list.

 

Checking Out Hold Requests Being Picked Up at Other Institutions

1. Go to Fulfillment | Manage Patron Services.

 

2. Check the Find User in Other Institution box, select the user's home institution from the Institution dropdown, enter the user's Primary Identifier (i.e. the username they use to log in to Primo) into the Scan Patron's ID or Search for Patron field, and then click the Find User button.  If the user does not already have a linked account at your institution, you'll be taken to the Quick User Management page.  Click the Update User button to create a linked account for the user.  This will take you to the Patron Services page.  If the user already has a linked account at your institution, you'll be taken straight to the Patron Services page once you click the Find User button.

Note: You can also search for users from other institutions by any Alma identifier, including name, but searching by their Primary Identifier produces the most accurate results.

 

3. Select the owning institution from the Item Owner, enter the item barcode into the Scan Item Barcode field, and then click the OK button. 

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  • Last Updated Dec 31, 2020
  • Views 15
  • Answered By Timothy Jackson

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