Normal Loaning Procedures

• Selecting a Patron
  • On the Patron Identification page (Fulfillment > Checkout/Check-in > Manage Patron Services), make sure your cursor is in the “Scan patron's ID or search for patron” box and scan the patron’s card through the card scanner (preferred method),

       OR

• • Enter the patron’s name in the same field by entering part of a user’s identifier, such as a name or an email address, and choose the correct user from the list that automatically pops up. Hit “Go.” If you use this method, MAKE CERTAIN THAT THE USER SELECTED MATCHES BOTH THE NAME AND THE BARCODE ON THE PENNCARDS THEY PRESENT. If the patron does not have a card, we cannot check out a book to them.
• To loan a requested item:
  • On the Patron Services page, click the Loans tab.
  • In the Scan item barcode field, scan in or manually type the barcode of the requested item.
  • Pay careful attention to the due date and location fields for each item to make sure that they have been processed correctly.
  • Stamp the yellow slip in the back of the book with the due date stamp that reflects the due date indicated in Alma.
    • Usually, the due date will match the patron’s user status (i.e. courtesy borrower, faculty, etc.), but not always. If necessary, adjust the “DIY” stamp to match the date indicated in Alma, and use that stamp to mark the due date on the yellow slip.
• If a patron has questions regarding the assigned due date, direct them to your supervisor.

LOANING AND RETURNING BOUND JOURNALS

• Only full time staff members can override the block on bound journals. If a faculty member wishes to check out a bound journal, or other patrons have questions about the policy, you will need to ask your supervisor for assistance. Bound journals will therefore only be available for faculty members to check out between 9am-5pm, weekdays.

Proxy

• To check out a book to a faculty member’s proxy (i.e. an assistant, T.A, etc. who has borrowing privileges in the faculty member’s name), check out items as you normally would, but remember to check the “use proxy” box in the “Manage Patron Services” search window when you are initially searching or scanning in the borrower’s ID.

Accessing Loan Information

• To view items checked out to a patron:
  • From the “Loan display” drop-down list under the “Loans” tab in the patron’s record, select one of the following:
    • “All” – displays all items that have been loaned to the patron
    • “This session” – displays items that have been loaned during the current session
    • When finished, click “done”.

Normal Book Return Procedures

Returning Items

• Open the “Manage Item Returns” page (Fulfillment > Checkout/Check-in > Return Items).
• Scan or enter the item barcode in the “Scan item barcode” field.
• Confirm that the book has been returned by paying attention to the Alma screen; you should also hear a beep.
• Stamp across (effectively, cancel out) the most recent due date on the yellow slip with the “Returned” date stamp.
• Place book on re-shelving truck.

New Books

• If a patron returns a book that still has the “New Book” location attached to it, please hand it to your supervisor so that they may remove the location.

Book Belonging to Another Library

• If someone returns a book that belongs to another library, you will see a pop up note in Alma that indicates where the book should be sent upon scanning.
• Click OK
• A printer window should also open in the upper left-hand corner of the screen. Click “print”*            
  • *if the transit slip does not automatically print within a few minutes, please notify your supervisor. In a pinch, you may write the destination location on a scrap piece of paper and insert it in the book in lieu of a transit slip.
• Remove the slip from the printer, fold it lengthwise, and place it in book.
• Be careful to check that the book and the information on the transit slip match.
• Put the book on the outgoing book truck (the “van truck”, next to the fire extinguisher), so that it can be re-routed to the correct location.
• Borrow Direct, EZ Borrow, and ILL books can be returned at this library location and placed ion the outgoing delivery truck for later pick-up. Be sure to scan the barcode on the paper slip, not the barcode attached directly to the cover of the book. Books returned without slips should be given to full-time staff for our review.

Book with an Outstanding Hold Request

• If someone returns a book that has been requested by another user, Alma will notify you via pop up window when the barcode is scanned.
• Click OK.
  • If the book is to be on hold at another library, a print window will open up in the upper left corner. Click “print” to print a transfer slip. Fold the slip in half and place it in the book. Place the book on the outgoing book truck for re-routing.
  • If the book is to be on hold at MPA, a print window will open up in the upper left corner. Click “print” to print a hold slip (there will be a patron’s name on said slip). Fold the slip in half and place it in the book. Place the book on the hold shelf.

Blocked Patrons

• When you attempt to loan a book to a blocked patron, a message box appears with reasons for the patron block.
  • Daytime hours: See supervisor.
  • Evenings and weekends: honor the block.
    • Explain to the patron the reason for the block.
    • Refer the patron to Van Pelt if you believe Van Pelt can assist the patron.
    • Place the book on “hold shelf” under the patron’s name and tell the patron to return during normal business hours.
    • Leave a note for your supervisor that contains the patron information, book description, a description of the issue, and a notification that the book is on the hold shelf. 

Patron not found

• If you scan a patron’s Penn card and it says “patron not found”:
  • Attempt to manually enter the patron’s name or barcode in the “Scan patron's ID or search for patron” box
    • If the patron’s name comes up AND the corresponding barcode matches the barcode on the patron’s ID, click “GO” and follow the usual loaning procedures
    • If you are unable to find the patron in a manual search, please:
      • Daytime hours: See supervisor
      • Evening and weekends:
        • Direct patrons to Van Pelt to have Penn Card updated in library system, or ask patron to return during normal business hours. 
        • Offer to hold books on hold shelf under their name until the card issue is resolved

Problem Items

• On rare occasions when you try to loan out an item it may be blocked from circulating. A message box will appear with the reasons for the block.
  • Daytime hours: See supervisor.
  • In absence of full-time staff (evenings, etc.):
    • Ask the patron for their name and contact information; tell them that you will notify your supervisor of the issue, and ask them to come back during normal business hours
    • Leave the item, the patron details, and a note for your supervisor detailing the reason for the block on your supervisor’s desk.

Renewing in person

• Bring up the patron’s record in Manage Patron Services.
• Select “all” items from the Loan Display drop down menu.
• In the checked out item list, check the boxes in front of the items that the patron wishes to renew, then click either “renew selected items” or “renew all” (depending on which is required).
• Stamp the book with the new due date.

Patrons can also renew their own materials through Franklin

• Enter Franklin
• Click on the tab in the upper right corner labeled, “Log in”; instruct them to enter their Pennkey and Password to access their account. From there they can view and/or renew checked out items.

Problem Renewals

Problems with the patron records.

• • Patron record expired.
    • During business hours, refer to supervisor.
    • Outside business hours, do not renew the item, return item to the patron with an explanation.
  • Patron record will soon expire.
    • An imminent expiration date results in a shorter loan period.
    • Renew the item for the patron, but:
    • Alert the patron to the shorter date.
  • Patron has a fine or overdue recall block.
    • Do not renew item.
    • During business hours, refer patron to a supervisor.
    • After business hours, inform patron that fines or recalls must be cleared up before the book can be renewed. Refer them to Van Pelt, if necessary.

Problems with the item.

• • Lost items.
    • During business hours, refer lost items to a supervisor.
    • After business hours, do not renew item. Inform patron of problem and ask them to return during business hours.
  • Recalled items.
    • Recalled items cannot be renewed.
    • Do not override the block.
    • Inform patron that the book has been recalled by someone else and must be returned.
  • EZBorrow, Borrow Direct, and ILL books cannot be renewed
• University of Pennsylvania Libraries’ Renewal Policies:
  • Patrons may submit renewal requests in a variety of ways at most libraries.
  • Patrons may renew books that are overdue but not books that have been billed as lost.
  • Patrons may not renew books that have either holds or recalls on them.
  • Patrons who are blocked because of a missing address or other needed information may renew books but we must notify them of the situation.
  • Patrons may not renew books that are loaned out to others. Only the borrower (or proxy borrower) may renew items on a patron’s own account.