Processing a Search Request
The following describes the procedure for the Searcher, once the slip has been retrieved from the Circulation desk:
- Verify that the Date Received field has been filled in. It is important to have a point of reference, so you know how long the Search has been in progress.
- Search for the item in the Novanet Catalogue by its Call Number. By doing this, you are verifying the Call Number and verifying the other information that is retrieved (author and title) match the Call Number.
- Record the barcode on the "Search Request" slip, under the Call Number box, for ease of future reference.
- Copy the barcode and paste it in the Item tab in Aleph. Verify the system retrieves the correct record.
- Record, on the reverse of the slip in the 'Notes' field, the last date that any changes were made to this item: Go to the Item node, then the 'History' nodule. Within the 'History', click on the 'Item Changes' tab in the pane on the right hand side.
- This may give you some hints as to where the book is located. When was it last checked in? If it was a recent date, it may be on a book truck to be reshelved. Who was the last person to check it in? If it was not 'SMUCIRC', perhaps it was someone in the Cataloguing Department (as shown in this example). Perhaps they still have it. Perhaps it has been sent for repair. Perhaps it is on the New Book display.
- Next, go to the 'Bibliographic Info' node. Check the 'Description', in the pane on the right, to see the number of pages in the book and its height. This gives a better idea of what size book you are looking for. Is it an Oversized book, perhaps? Maybe it is a pamphlet?
- With the slip in hand, go to the stacks to perform your first search for the item. If you are pressed for time, just search right where the book should be and perhaps that bay. If you have more time, do a more thorough search (book trucks, re-shelving bookcases at Circulation, other places in the stacks, etc).
- Each time you search for an item, record the date on the reverse of the slip.
If you do not find the book, after your initial Search, two things need to be done:
- First, the Item Status must be changed to 'On Search'.
- To do this, select 'Items' from the main menu bar and the 'Change Item Process Status'.
- Type 'OS' in the Status field and paste the item barcode in the Barcode field.
- Click OK.
- When the 'Refresh' button is clicked, the Item Status will change to On Search.
- Secondly, once the Item Status has been changed, create a Hold for SMU Searches (Refer to "Holds and Recalls" section in Chapter 12 for details). It is important to change the status first, as if the status was left as In Library, a Hold cannot be created.
- The resulting 'Hold Request Slip' prints out on the Document Delivery printer and can be discarded.
- With this Hold in place, if the item is found by another staff member, it will be returned to you, the Searcher. You can then refer to the Search Request slip to see if it still needs to be passed on to a patron or returned to regular circulation.
- Once you have completed the status change and created the Hold for Searches, record 'OS Status' and 'H/P for Searches' in the Notes field on the reverse of the Search Request slip. This allows you to see at a glance what stage the Search has reached.
Use this method, rather than creating a Hold for the patron right away. If the book remains among the missing all you have to do is contact the patron by the 'Not needed after' date to let him know your search was unsuccessful. Besides being less time consuming, no unnecessary emails are sent out to the patron because of the deletion of his Hold, and the creation of a new Hold for SMU Searches.
Once the first search has been completed, file the slip within the appropriate batch of pending Search Requests (Not Needed After, First Search Completed, etc.). All the slips, within each batch, are filed in Call Number order.
If you do find the book, the patron needs to be notified.
- Change the item's status back to In Library.
- Create a second Hold for the book, this time for the patron. Then, delete the SMU Searches Hold. Be sure to do it in this order.
- A Hold Notification slip will print and an email notification will be sent to the patron.
- Match the printout to the book and call the patron to inform him that you have located the book and it is now ready to be picked up at the Circulation desk, within the next ten days.
- Record any phone notifications/updates on the back of the slip in the bottom box.
- Record the 'Date Found' on the back of the slip and place it in the 'Resolved Searches' folder for statistical purposes.
If the book is found by another patron, that patron is entitled to borrow the book. However, the loan period will be reduced to a ten-day loan, as there is another patron waiting for the item. Circulation staff will know it is an 'On Search' item, because when an attempt is made to check out the book, you will receive two error messages displayed in the lower pane of the Checkout screen:
Circulation staff should:
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- Remove the On Search status and return its status to In Library.
- Check-out the item again. This time you will only receive the "Item has holds" message. Click the 'Override' button.
- This will sign out the item to the current patron, reducing the loan period to ten days, while still maintaining the Hold for Searches and the patron who created the Search Request.
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