Understanding Holds in SirsiDynix

1. Understanding Holds in SirsiDynix Presented by NEOMIN

2. Topics • What is a Hold? • Placing Holds • Configuring Hold Policies • Hold Popup Message • Expired Holds • Hold Slips & Wrappers • Library Reports: Holds • CAT 2.0 Holds

3. What is a Hold?

4. What is a Hold? • When all copies of an item are checked out, library patrons may place a "hold" on those item(s). • When the item(s) become available, the Librarian is notified and can place the item on a Holds Shelf. • The patron is notified usually by a holds notice, holds slip, or holds wrapper.

5. Placing Holds

6. Placing Holds • Hold Levels • Title level holds - Places a hold on all copies of the title • Copy level holds - Creates a hold on a specific physical copy of a title.

7. Placing Holds • SirsiDynix uses “Demand Management”, giving libraries flexible control over placing and satisfying holds on their items. • Library staff can specify a range of records on which the hold is to be placed. • The range only applies to Title level holds. Range types are not used for Copy level holds because a Copy level hold is placed on a specific item.

8. Placing Holds • Hold Ranges for Title Level Holds • System – hold is placed on all copies in the system that are eligible to fill the hold. • Group– hold is placed on items belonging to any library in the group of libraries to which the station operator belongs. • Library – hold is placed on copies available in the item’s library.

9. Configuring Holds

10. Configuring Hold Policies • Hold policies are determined by library staff, but are entered into Workflows by ITC staff.

11. Configuring Hold Policies • Hold Policies allow libraries to control whether or not a hold can be placed on an item, and which user will receive the item when it becomes available. • A library in a multilibrary system can give priorityto its own users so that they receive the items first. • Priority can also be given to users in its library “group”.

12. Configuring Hold Policies Holds are defined in three places… 1 – Library Workstation Policies 2 – User Profile Policies 3 – Hold Map Policies

13. 1 - Library Workstation Policies

14. 1- Library Workstation Policies Hold Permissions Libraries: • Defines which library’s station operators are generally allowed to place holds on its materials. You can select groups of libraries for this attribute. • Consulted both when holds are placed and when copies become available to determine whether a copy could satisfy a particular hold.

15. 1- Library Workstation Policies Hold Group Libraries: • Defines both the libraries that its station operators belong to (for placing Group range holds), and the group of libraries that its items are associated with.

16. 1- Library Workstation Policies Example: DLMSONLY – Holds are permitted only DLMS station operators DLMS Library – very specific HOLD policy (on LIBRARY policy):

17. 1 – Library Circ Policies Example: EL_LIBS – Holds are permitted only to elementary library operators who are defined in the elementary library group (EL_LIBS group = Elem1, Elem2, etc.) DLLD Library – specific HOLD policy (on LIBRARY policy):

18. 2 – User Profile Policies

19. 2 – User Profile Policies Hold Limit • The maximum number of items any user may have on hold at one time (0-24,999). • If the Hold Limit is UNLIMITED, there is no limit on the number of items a user may have on hold simultaneously. • Defined per User Profile (ex. STUDENT1). Note: Hold Limit is used for placing, not satisfying, holds.

20. 2 – User Profile Policies Hold Rank • Each title and item in the SirsiDynix Symphony database may have a list of users who are waiting for it to become available. This is the holds queue. Among other criteria, a user’s place in a hold queue is determined by the User Profile’s hold rank number. • A number from 100-199 is entered. NEOMIN uses “125” for all Hold Rank fields.

21. 3 – Hold Map Policies

22. 3 - Hold Map Policies • A Hold Map Policy allows the management and placement of holds across libraries. (Blank Hold Map shown above)

23. 3 - Hold Map Policies • Sample Policy for NEOMIN Schools: Holds are not limited by a specific library operator (ALL_LIBS group)

24. 3 - Hold Map Policy Fields

25. 3 - Hold Map Policy Fields

26. 3 - Hold Map Policy Fields

27. 3 - Hold Map Policies Example: DLFNHOLD Hold Map – Holds are permitted only for DLFN items by any library operator (ALL_LIBS). By adding a Priority (OWN_LIB), the HOLD placed by the DLFN library operator will be filled as the FIRST AVAILABLE HOLD, no matter where in the queue they are listed.

28. 3 - Hold Map Policies DLFNHOLD Hold Map – A list of holds for the item is shown. “First hold made” is at the top. “First available hold” is in the middle of list, and is the first DLFN patron…

29. CONFUSED YET? Let’s put it all together…

30. Configuring Holds 2 Holds Scenario A Scenario B Scenario C HS MS ELEM 1 1 Hold No Holds • All items • All Station Users • HS users receive priority in queue • Exclude REF • All Station Users • No priority in queue

31. Configuring Holds:Scenario A 2 Holds • Settings determined by Library: • 1 – Library Workstation Policy • Hold Permissions Libraries: __________ • Hold Group Libraries: __________ • 2 – User Profile Policy • STUDENT1 profile (Grades 9-12) Hold Limit: __________ • 3 – Hold Map Policy • Who may place holds: __________ • Hold priority in queue: __________ HS ALL_LIBS ALL_LIBS • All items • All Station Users • HS users receive priority in queue 2 ALL_LIBS OWN_LIB

32. Configuring Holds:Scenario A 2 Holds Settings entered by ITC: 1 – Library Workstation Policy 2 – User Profile Policy 3 – Hold Map Policy… (Next slide) HS • All items • All Station Users • HS users receive priority in queue

33. Configuring Holds:Scenario A 2 Holds Settings entered by ITC: 3 – Hold Map Policy HS • All items • All Station Users • HS users receive priority in queue

34. Configuring Holds:Scenario B • Settings determined by Library: • 1 – Library Workstation Policy • Hold Permissions Libraries: __________ • Hold Group Libraries: __________ • 2 – User Profile Policy • STUDENT2 profile (Grades 5-8) Hold Limit: __________ • 3 – Hold Map Policy • Permission -Who may place holds: __________ • Priority - Hold priority in queue: __________ HS MS ALL_LIBS 1 Hold ALL_LIBS • Exclude REF • All Station Users • No priority in queue 1 ALL_LIBS NONE

35. Configuring Holds:Scenario B Settings entered by ITC: 1 – Library Workstation Policy 2 – User Profile Policy 3 – Hold Map Policy… (Next slide) MS 1 Hold • Exclude REF • All Station Users • No priority in queue

36. Configuring Holds:Scenario B Settings entered by ITC: 3 – Hold Map Policy MS 1 Hold • Exclude REF • All Station Users • No priority in queue

37. Configuring Holds:Scenario C • Settings determined by Library: • 1 – No Library Workstation Policy • 2 – User Profile Policy • STUDENT3 profile (Grades K-4) Hold Limit: __________ • 3 – No Hold Map Policy HS ELEM 1 No Holds 0

38. Configuring Holds:Scenario C Settings entered by ITC: 1 – No Library Workstation Policy 2 – User Profile Policy 3 – No Hold Map Policy ELEM 1 No Holds

39. Hold Popup Message

40. Check In Items screen Scan item barcode, and HOLD POPUP MESSAGE displays…

41. Hold Popup Message Library operator sees HOLDS on the screen. Can configure a sound to notify operator of HOLD and/or a Hold Message…

42. Expired Holds

43. Expired Holds • What is an expired hold? • If a hold was created with a specific expiration date, and the expiration date has passed, the hold is considered expired.

44. Expired Holds • What happens to expired holds? • A system report runs (daily) called “Expire Holds” that changes the expiration date to INACTIVE and makes the item available for the next user in the hold queue. • NEOMIN currently runs this report weekly.

45. Expired Holds • Library policies can be set to determine when a hold expires • Days for Holds to Expire – default number of days for a hold to expire

46. Expired Holds • Library policies can be set to determine when a hold expires… • Days for Avail Holds to Expire - specifies the number of days an on hold item can be on the library’s Holds shelf before the “Expire Available Holds” report marks the hold as expired with an inactive hold reason of “Hold Expired While On Shelf” (EXP_ONSHLF).

47. Expired Holds • My hold was created with an expiration date of NEVER… • If the library does not use the Days for Avail Holds to Expire attribute in the Library policy, and the currently-available hold was created with no expiration date or an expiration date of NEVER, the librarian must manually remove the hold. • Use the Remove User Hold wizard or Remove Item Hold wizard to manually remove the hold! • Run the Clean Holds Shelf report to make the next hold available.

48. Hold Slips & Wrappers

49. Hold Slip Receipt Header Main body (misc. fields) Receipt Footer Prints on 8 ½ x 11 paper or receipt printer paper

50. Hold Slips & Wrappers • Creating a Hold Slip • The library can generate a hold slip when a ‘checkedout’ item is returned… • Check In Items wizard, right click to Properties… • Checkmark in front of Print available hold slips • Configure properties for Print available hold slips • Add slip header text, “Item Hold”. • Add fields that might include Name, Pickup Library, Expires (date)…. • Add slip footer text, “HS Library”