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

Answer

When a user from a library in an Automated Fulfillment Network (AFN) places a resource sharing request for an item held by another institution, they can select any library in the AFN as their pick-up institution.  Staff can also select any institution in the AFN as the pick-up institution when creating resource sharing requests in Alma.  If the request can be filled within the AFN, the requested item will be delivered to the user's preferred pickup institution.  If the request must be filled by an institution outside the AFN, the user's preferred pickup institution will revert to their home institution.

When a resource sharing request is submitted, it is added to the Borrowing Requests list at the user's home institution. A rota is automatically created, and the request is automatically sent to the first institution in the rota.  If the requested item is available at the preferred pickup institution, that institution will always be first in the rota.

When a resource sharing request is received by an institution in the rota, it is not added to that institution's Lending Requests list.  Instead, a linked account is automatically created for the requester, a hold request for the requested item is created under that linked account, and the requested item is added to the Pick From Shelf.  When the requested item is pulled from the stacks and scanned in, it will be placed in transit to the user's preferred pickup institution.  A linked account for the user will be automatically created at the owning 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 status of the borrowing request that was created at the user's home institution will change to Request Completed once the item is placed on hold for the user.  From this point forward, the request behaves as a direct loan from the owning institution to the user.

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.  Requested items can be checked back in using the return anywhere feature.

 

Submitting AFN Resource Sharing Requests in Primo

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

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

 

2. By default, your home institution will be listed in the Preferred Pickup Institution dropdown.  If you want to pick up the item at a different institution in the AFN, you can select that institution from the Preferred Pickup Institution dropdown.  The Preferred Pickup Location dropdown will then appear.  If the preferred pickup institution has multiple libraries, you can select a specific pick-up library from the Preferred Pickup Location dropdown.  The Preferred Pickup Location dropdown will be locked if the preferred pickup institution has only one library.  Once you have selected your preferred pickup institution and library, click the Submit button.

Note: The form also contains a Preferred Local Pickup Location field.  This field determines which library at the home institution will serve as the pick-up location if the request cannot be filled within the AFN. 

 

Submitting AFN Resource Sharing Requests in Alma

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

 

2. Enter the requesting user into the Requester field and then select a preferred pickup institution from the Pickup Institution dropdown.  If you selected your own instituion, select the specific library where the user would like to pick up the item Preferred Local Pickup Location dropdown.   If you select a different instituion, the Preferred Pickup Location dropdown will appear.  Select the specific library where the user would like to pick up the item from that dropdown.  Click the Save button to submit the request.

 

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. 

 

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.

 

Checking Out Requested Items

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. 

  • Last Updated Dec 31, 2020
  • Views 23
  • Answered By Timothy Jackson

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