Processing a Recall Request
The Recall staff member will retrieve the Recall request from the Circulation desk, and use the following procedure to process the request:
- Review the slip to make sure all the pertinent information is provided. If there are any questions, confer with the staff member who received the request.
- In the Novanet Catalogue, locate the exact item by searching with the Call Number supplied. This search will verify that the Call Number is correct
- Verify all other information is accurate: author, title and current due date.
- Make sure the item is signed out and not 'In Library'.
- Record the barcode on the front of the slip, below the Call Number box, for easy reference later. Copy and paste the barcode from the catalogue to the 'Item' tab in Aleph.
- Verify the record retrieved in Aleph matches the information on the slip.
From this record, fill out the Recall From portion of the slip. Within the Item tab, go to the Loan node, and record the name and contact information of the patron who currently has the book out on loan (see following diagram).
Now that you have all the information you require, create the ‘Recall Hold’ for the requesting patron. This process is identical to creating a Circulation Hold,with the exception of the 'Recall Type' field (refer to the “Creating a Hold in Aleph” section in this chapter, for a more in depth explanation).
- Click on the Item node for the specific item.
- Click on the Hold Request button to the right of the screen.
- Enter the barcode (or ID number) of the patron requesting the Recall.
- Within the Create Hold Request window, verify you are creating the Recall for the correct patron and item.
- Change the Recall Type to 01 – Regular Recall. The 02 – Rush Recall option does not result in rushing the Recall, in the current version of Aleph. Therefore, it is not used. The 03 – No Recall option creates a regular Circulation Hold. Do not use this option in this situation.
- Click 'OK', which will return you to the original screen.
- Record the request creation date on the back of the slip in the 'Date Placed' field, and check the 'Hold' box.
- Contact the patron to ensure she is aware the item is Recalled. A phone call is best, but in some instances, you will need to email the patron. Record the contact date on the back of the slip in the 'Date Recalled' field. Check whether contact was made by phone or email.
- An email will also be sent to the patron by Aleph, but not until Novanet runs the overnight report (Circ-13).
Within the Item node, notice that the item’s status is ‘In Process’, the ‘Hold Request Status’ is ‘A’ (Active). This will change, shortly. By refreshing the screen, you can see that the item’s status has changed to ‘Waiting In Queue’ and the ‘Hold Request Status’ has changed to W (Waiting In Queue).
Within the List of Items node, notice that the Due Date remains the original due date and the item is now ‘Requested’.
The Recall due date will not show until the Circ-13 report is run overnight by Novanet. This is the point at which Aleph will send an automated email notification to the loaning patron to inform her of the Recall. If the patron does not have a valid email address, the notification will automatically print at the Circulation printer in the back office. Mail these notifications to the patron who has the book.
The following morning, check the item’s status. Both ‘Due Date’ and ‘Requested’ will be replaced by ‘Effective Due Date: (10 day due date)’. The ‘Loan’ node will also reflect the new 10-day due date.
The following morning, check the item’s status. Both ‘Due Date’ and ‘Requested’ will be replaced by ‘Effective Due Date: (10 day due date)’. The ‘Loan’ node will also reflect the new 10-day due date.
You can also see the Effective Due Date on the loaning patron’s record:
Record the ‘Effective Due Date’ on the back of the Recall slip, in the ‘New Due Date’ field. Your slip date has to match this date in the system, as ten calendar days may not be the same as ten days in Aleph.
Back to Holds and Recalls
Back to Holds and Recalls