Borrowing Request Process
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Blank Form
Get It Form from Page 1+
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/ Primo VE
Patrons can use Page 1+ to place a resource sharing request.
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To View Borrowing Requests :
Borrowing Requests will should populate in the Tasks widget. This is different from regular holds, which will appear in Pick from Shelf.
You can enable Borrowing Requests to appear on your Dashboard in the Tasks widget. https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/010Getting_Started/050Alma_User_Interface_%E2%80%93_General_Information/The_Alma_User_Interface#Tasks_in_the_Task_List However, requests only appear in the widget if they have active notes. It is recommended to also check the persistent navigation option.
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Borrowing Requests can also be viewed by going to:
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Fill out the form according to the template established at your institution. This sends the Query to Patron letter which can be configured for various scenarios.
Monitoring Borrowing Requests
After you have “sent” the request to the Lending Library, you will await confirmation of shipping. Once the item has shipped, the status will change to Shipped Physically.
If the Lending Library rejects your request, it will recalculate the Rota, but the status will return to Ready to Send. You will need to re-send the request to the new Lending Library.
Receive Borrowing Requests
When an item arrives at your Library from the Lending Institution, you will want to receive it through your Resource Sharing circ desk. After receiving it, your institution (Alma) will send an email (Borrower Receive Email Letter) to the lending library, letting them know it has arrived at its destination (if configured). To receive an item:
You must be “physically at” your resource sharing circ desk:
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Fulfillment> Resource Sharing> Receiving Items
Fill out details:
Choose the Identifier type you would like to use: Barcode or External Identifier.
b. Automatically notify patron- should only be selected if you want the On Holdshelf letter to be sent to the patron. You may not want to select this if there is further transit between Libraries etc.
Both Barcode and External Identifier can be found on the receipt slip that was included with your Requested item. Barcodes for both should be listed. Scan that chosen entry into the highlighted field below and click OK.
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c. A Receive Items dialog screen will appear. Configure relevant fields:
Item Policy: Select an Item Policy if necessary. The values of Item policy are populated from the Temporary Item Creation Rule. If no rule is configured, the Item Policy field is empty.
Fulfillment note: Enter a note, as required. This creates a popup note for fulfillment notifications.
Due Date: Set the due date for 14 days plus hold shelf pickup. By default the system sets the due date 2 weeks from the point of request.
Temporary Barcode: Enter the item’s temporary barcode if different than above.
Automatically Print slip: Yes will print the Resource Sharing Receive Slip letter.
Location: Select the location where the item is to be received. This should default to Borrowing Resource Sharing. The value of the location field is populated by the Temporary Item Creation Rule. If no rule is configured, the Location field contains the current location of the item, based on the library and institution default settings.
Internal Note: Add internal note if necessary
Click Save to complete.
Transit to the appropriate circ desk if using the Virtual Resource Sharing Library. Scan in at that Circ desk (if going to a different circ desk) and the Ful Hold Shelf Request Slip Letter will be printed for the item to be put physically on the holdshelf.
Note: There are several other ways to Receive items in addition to “Receive Items”, however, this is the recommended method and offers additional options. Other ways include: Scan In Items, Receive through the Borrowing Requests record.
Fulfillment> Resource Sharing>Borrowing Requests
Beside the Request click more actions (…) and select Receive.
This will prompt a dialogue box similar to what is described above, with the barcode and External ID pre-populated. This may be an easier step if you do not have the printed receipt slip in hand.
*It is recommended at this point to add the Replacement Cost to the Temporary record. The default is $75 unless otherwise instructed by the Lending Library.
Holdshelf Management
Once a Resource Sharing item has been received at your Institution, it follows the same workflow as any other institutional item:
You can choose to have it automatically populate your Pick From Shelf list (or have that disabled- it will be an institutional choice)
It is added to the active hold shelf list, Monitor Requests & Item Processes
Expired hold shelf in accordance with local parameters
Checkout Items
Items are loaned through Manage Patron Services as you would for institutional items.
Renewals
Items will not be automatically renewed unless configured for Resource Sharing at your Institution. Instead you will need to request a renewal from the lending institution.
From Resource Sharing Circ desk
Fulfillment>Borrowing Requests
Beside the item for renewal, click more actions(…)> Request Renewal
Choose a new due date (14 days from due date)
Enter a note to partner.
Enter an internal note if necessary.
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The process status of the item will change from Loaned to patron to Renew requested. Once the Lending Library makes their decision, the process status will change to Renewed by Partner or Renew Request not Accepted.
*Renewals are not guaranteed. You must await the Lending Library Approval. Renewals past the 42 day limit will automatically be rejected.
Return items
When an item is returned, it can be scanned in through Fulfillment> Checkin/Checkout> Return Items or Scan in items.
The temporary BIB record, temporary holding, and temporary item are removed from the system. The returned item can then be shipped back to the lending institution.
The Returned message is sent to the partner.
The Resource Sharing Return Slip Letter is printed and can be included with packaging when returning a borrowing item to the lender.
Pack up the item and physically ship back to the Lending Library.
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Convert Borrowing Request to Purchase Request
Steps to convert a Borrowing Request to a Purchase Request:
Fulfillment> Borrowing Requests
In the active borrowing requests list, select more actions for the title.
Choose Purchase Request from the options
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You will be asked whether you want to keep both borrowing request and Purchase Request or Cancel the borrowing request:
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Make a selection and click Purchase
You will then be asked to label the cancellation. Click Notify User to email the patron (this will only send if you have enabled the Ful Cancel Request Letter (email) or Cancel Request Letter (SMS) ). Click Confirm
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A purchase Request form will appear. Fill out accordingly:
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Note the automated Requester Note; autopopulated, and interested user created. Click Save.
The request will now appear unassigned to Manage Purchase Requests. You can assign this to a Selector for further review:
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Monitoring Borrowing Requests
After you have “sent” the request to the Lending Library, you will await confirmation of shipping. Once the item has shipped, the status will change to Shipped Physically.
If the Lending Library rejects your request, it will recalculate the Rota, but the status will return to Ready to Send. You will need to re-send the request to the new Lending Library.
Receive Borrowing Requests
When an item arrives at your Library from the Lending Institution, you will want to receive it through your Resource Sharing circ desk. After receiving it, your institution (Alma) will send an email (Borrower Receive Email Letter) to the lending library, letting them know it has arrived at its destination (if configured). To receive an item:
You must be “physically at” your resource sharing circ desk:
...
Fulfillment> Resource Sharing> Receiving Items
Fill out details:
Choose the Identifier type you would like to use: Barcode or External Identifier.
b. Automatically notify patron- should only be selected if you want the On Holdshelf letter to be sent to the patron. You may not want to select this if there is further transit between Libraries etc.
Both Barcode and External Identifier can be found on the receipt slip that was included with your Requested item. Barcodes for both should be listed. Scan that chosen entry into the highlighted field below and click OK.
...
c. A Receive Items dialog screen will appear. Configure relevant fields:
Item Policy: Select an Item Policy if necessary. The values of Item policy are populated from the Temporary Item Creation Rule. If no rule is configured, the Item Policy field is empty.
Fulfillment note: Enter a note, as required. This creates a popup note for fulfillment notifications.
Due Date: Set the due date for 14 days plus hold shelf pickup. By default the system sets the due date 2 weeks from the point of request.
Temporary Barcode: Enter the item’s temporary barcode if different than above.
Automatically Print slip: Yes will print the Resource Sharing Receive Slip letter.
Location: Select the location where the item is to be received. This should default to Borrowing Resource Sharing. The value of the location field is populated by the Temporary Item Creation Rule. If no rule is configured, the Location field contains the current location of the item, based on the library and institution default settings.
Internal Note: Add internal note if necessary
Click Save to complete.
Transit to the appropriate circ desk if using the Virtual Resource Sharing Library. Scan in at that Circ desk (if going to a different circ desk) and the Ful Hold Shelf Request Slip Letter will be printed for the item to be put physically on the holdshelf.
Note: There are several other ways to Receive items in addition to “Receive Items”, however, this is the recommended method and offers additional options. Other ways include: Scan In Items, Receive through the Borrowing Requests record.
Fulfillment> Resource Sharing>Borrowing Requests
Beside the Request click more actions (…) and select Receive.
This will prompt a dialogue box similar to what is described above, with the barcode and External ID pre-populated. This may be an easier step if you do not have the printed receipt slip in hand.
*It is recommended at this point to add the Replacement Cost to the Temporary record. The default is $75 unless otherwise instructed by the Lending Library.
Holdshelf Management
Once a Resource Sharing item has been received at your Institution, it follows the same workflow as any other institutional item:
You can choose to have it automatically populate your Pick From Shelf list (or have that disabled- it will be an institutional choice)
It is added to the active hold shelf list, Monitor Requests & Item Processes
Expired hold shelf in accordance with local parameters
Checkout Items
Items are loaned through Manage Patron Services as you would for institutional items.
Renewals
Items will not be automatically renewed unless configured for Resource Sharing at your Institution. Instead you will need to request a renewal from the lending institution.
From Resource Sharing Circ desk
Fulfillment>Borrowing Requests
Beside the item for renewal, click more actions(…)> Request Renewal
Choose a new due date (14 days from due date)
Enter a note to partner.
Enter an internal note if necessary.
...
The process status of the item will change from Loaned to patron to Renew requested. Once the Lending Library makes their decision, the process status will change to Renewed by Partner or Renew Request not Accepted.
*Renewals are not guaranteed. You must await the Lending Library Approval. Renewals past the 42 day limit will automatically be rejected.
Return items
When an item is returned, it can be scanned in through Fulfillment> Checkin/Checkout> Return Items or Scan in items.
The temporary BIB record, temporary holding, and temporary item are removed from the system. The returned item can then be shipped back to the lending institution.
The Returned message is sent to the partner.
The Resource Sharing Return Slip Letter is printed and can be included with packaging when returning a borrowing item to the lender.
Pack up the item and physically ship back to the Lending Library.
Borrowing Transaction is complete.
Reactivating a request
To reactivate a loan after the item has been returned at the borrowing library (e.g. accidental return):
Manually assign the request a different status:
Select the request for which you would like to change the status from Returned Item to Partner status)
Select the Change Status drop down menu, and then a reason from the drop down menu under Change Status > Select Change Status
Change the status to Request Completed
Refresh the page
Once the status of the request has been changed to Request Completed, select Reactivate from the more options (…) menu for the request
Select Reactivate
Selecting Reactivate will cause a pop up to appear with options for how you want to revive the request. You will want to leave Reactivate Loan unchecked. Checking this will check out the item to the patron, but will not change the status to Loaned Item To Patron. You will want to leave Send General Message checked. This will send a General Message to the Lending library to notify them the request has been reactivated.
Manage overdue and Lost requests
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Once you receive payment from the borrowing library, go to the lending request in your Lending Requests list and click the Messages link. The request will open in a window to the right, and Alma will automatically scroll down to the General Messages section of the request. Click the Dismiss link beneath the general message and then click the Accept button that appears.
Click the check box next to the lending request, click the Actions link, click the Change Status link, select "Request Completed" from the Change Status dropdown, and then click the Change Status button. The request will be removed from your lending requests list.
Sending e-mails to resource sharing partners
To communicate with a resource sharing partner via e-mail:
Go to Lending Requests >Edit item > Communications > Start communication
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