Processing the Claims Returned Form
The item is located in Aleph, and the status of the item changed to 'Claimed Returned'.
To locate the item through the Patron tab and change its status:
To locate the item through the Patron tab and change its status:
- Key in the patron's barcode to call up his account.
- Under 'Patron Activity/Loans' highlight the item in question.
- The 'Due Date' should be showing as a past due date.
- Click the 'Claim Return' button, found on the far right of the upper Screen (will be greyed out, if item has reached 'Lost' status).
- Answer 'yes' to the "Are you sure you want to claim the loaned item as returned?" message.
- At this point, the Due Date will change to Claimed Returned.
Once the status is changed, fines will stop accruing. If the item had previously reached Lost status, the fines will remain at the $20 maximum fine.
For the next step in the process:
If the item is found, check it in, to remove the replacement cost. Any late fees will be dealt with in the usual manner. In some cases, the reduction or waiving of fines will be considered. This decision will be made by the Manager or Assistant Manager of Access Services.
If the item is not found within the three-week search period, the information is passed on to the Assistant Manager. The patron is contacted and a final disposition of the matter is made. Once again, circumstances may warrant consideration of reducing or waiving of a replacement cost. However, as a matter of policy:
When the patron comes in and pays for the item, forward the item record to the Manager of Access Services. A replacement decision will be made, and passed on to Cataloguing and Acquisitions as needed. (See 'Fine Payments and Book Replacement' section in Chapter 10)
Additionally, a report can be run called 'Patron Claims Returned' (Cir-19). Another search for the items is done, and a follow up on books that cannot be found or that have not been deleted or reordered.
If a patron brings books to the desk to sign out and one indicates that its status is Claimed Returned, proceed as you would with an On-Search item:
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For the next step in the process:
- Create a Hold request for the item using the mock account 'Searches' (21987008635263), to ensure the item comes to the right person if is found by someone else (refer to "Creating a Hold", Chapter 12).
- Do a thorough search for the item over the next three weeks.
If the item is found, check it in, to remove the replacement cost. Any late fees will be dealt with in the usual manner. In some cases, the reduction or waiving of fines will be considered. This decision will be made by the Manager or Assistant Manager of Access Services.
If the item is not found within the three-week search period, the information is passed on to the Assistant Manager. The patron is contacted and a final disposition of the matter is made. Once again, circumstances may warrant consideration of reducing or waiving of a replacement cost. However, as a matter of policy:
- If there is no price for the item in Aleph, the appropriate staff member will source a price and add it to the item's Aleph record.
- In Aleph/Patron/Patron Activity/Loans, highlight the item and then select 'Lost'.
- Inform the patron that the item has not been returned, that the money is owing, and to make sure that the book is well and truly gone before paying for it.
When the patron comes in and pays for the item, forward the item record to the Manager of Access Services. A replacement decision will be made, and passed on to Cataloguing and Acquisitions as needed. (See 'Fine Payments and Book Replacement' section in Chapter 10)
Additionally, a report can be run called 'Patron Claims Returned' (Cir-19). Another search for the items is done, and a follow up on books that cannot be found or that have not been deleted or reordered.
If a patron brings books to the desk to sign out and one indicates that its status is Claimed Returned, proceed as you would with an On-Search item:
- The person with it in hand gets the book (you will have to change the Item Process Status to SMU General Loan first).
- Create a Print Screen from Aleph into Word and print.
- Give the printed screen shot, with a good written explanation, to the Searches staff member, who will then clear the Claims Returned patron of responsibility for the item.
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