What do I need to know about Intraloans using Koha? (Intraloans Operational Procedure)

Koha's Intraloans Operational Procedure covers the following topics:

Principles
Placing a reservation
Checking and processing reservations
Items on loan
Missing copies
Reservations waiting
Cancelling reservations
Moving holds on due to library closures

Principles

Title level holds are used in ELMS. Do not select specific copies for reservations.
Do not place expiry dates on reservations.
Do not alter hold queues by promoting or demoting reservations.

Placing a reservation

From the staff interface:

Search the catalogue for the item the user wants to reserve.
Find the book and check it matches the user’s request.
Click the Place Reservation button.
Enter the user’s library card number or find them using their name.
Select the pickup library if it is different to your library.
Press Update reserve(s).

From the OPAC:

User searches the catalogue
Users clicks Place a reservation
The user will be prompted to log in to their account. If they do not have an account, the user selects the You may register here option.
Selects a pick up location. It should default to their home library.
Add a date after which the reservation is no longer needed. This is optional.
Add any notes about the reservation. This is optional. For NSFT users, this is where they request workplace delivery.
Press the Confirm reservation button.
The reservation appears in the ‘your summary’ section of the user’s account.

Checking and processing reservations

From the Koha home page, select Check the reserves queue in the Requests section.
Select your library if it’s not showing in the Library drop-down.
Leave the Item type, Collection and Shelving location drop downs set to All
Find the books listed on your shelves. Export and print the list if necessary.
Go to the circulation module and select Return.
Return the item(s)
A message will display telling you that the item is reserved. It may ask you to transfer the item to another library.
Press the Confirm Hold (Y) button, or the Print slip and confirm (P) button.
Send them to the library listed as the pickup location. If your own library is the pickup location, put the item on your holds shelf.
At the pickup library, for items received from other libraries, return the item, confirm the hold and place it on your hold shelf.
The user will receive a hold pickup notice
When the user comes to collect the reservations, check it out to them.

Items waiting on your holds shelf for collection will show on the Reservations awaiting pickup list.

Items on loan

If there are no available copies on the shelves, Koha will allocate an item on loan to the reservation.

Loans with reservations will not be able to be renewed by the user.

When the item is returned, a Reservation found message will appear.
Confirm the hold and either put it on your holds shelf if for local pickup or send to the user’s chosen pickup library.
At the pickup library, return the item and confirm the hold on the reservation found message that appears. Place on your holds shelf.
Wait for the user to collect the reserved item.

Missing copies

If the item allocated to the reservation is missing from the shelves, it needs to be marked as missing.

If you do not have any additional copies available on the shelves, the next library in the transport matrix with a copy will receive the reservation request.

This will be done the next time the check for available items report runs.

To mark the copy as missing:

Find the reservation in the reserves queue.
Click on the title. This will display the holdings for the title.
Edit the copy
This will display the bibliographic record for the title. From here select the Items option in the menu.
Check the barcode for the reservation request and match it to the item information on screen.
In the Statuses section, select Missing from the Lost Status drop-down for the correct item.
Press Save.

Reservations waiting

Once you have returned an item and a reservation is indicated, add it to your holds shelf. The user will receive a notice to come to the library to collect the item(s).
The item will appear in your reservations awaiting pickup list on the Reservations waiting tab
Reservations remain on this list for 14 days. After this time, they should move to the Reservations waiting over 14 days list.
You will need to cancel these reservations and return the item to your shelves or to its home library.

Cancelling reservations

Users may cancel their reservations by logging into their account on the OPAC
Users select my summary and the reservations tab and press the Cancel button against the reservation(s) they want to cancel.
The reservation request will be removed from the Reserves queue.
If a user asks the library to cancel their reservation, find their user record.
Select the title of the reservation and then select cancel.
If the item is awaiting collection or in transit, the user will not be able to cancel the reservation and should contact their home library to request cancellation.
At the home library, go to user’s record and the reserves tab. Select the title of the reservation to cancel and then cancel as in step 5.
If pickup library is the same as home library, pull the book from the holds shelf and shelve it.
If pickup library is different from the home library, check the Transfers to send screen and send any items listed back to their home libraries

Moving holds on due to library closures

If your library is closed for a period, over and above the usual closed days and closed periods, you will need to tell Koha to ignore your library for reservation fulfilment.

Go to the Koha home screen.
Select Koha Administration
Select Libraries
Edit your library

Scroll down to pickup location and set to No

Remember to set this to Yes, when your library reopens