Investigate missing items

at least quarterly

Members prepare an Institutional Overdues (IO) Report, and Boolean search for items with status="z", at least quarterly to ensure search and clean-up for lost items throughout the year. Members will prepare the reports and investigate with the lending partner library, on their own schedule, rather than a single consortium-wide schedule. A number of discrepancies should be cleared up during this phase, including materials returned without being "checked in."

May 15

Alliance staff send email to sites announcing the beginning of AAR, and asking for lists of items not returned during the AAR year to be sent to Alliance staff.

June 1 - 15

Report reimbursable items: (a) items lost or irreparably damaged by other institution's patrons (b) other institution's items lost or irreparably damaged by own patrons

Send an Institutional Overdues (IO) report to Alliance staff. Members may also edit or add items as necessary, including items identified by searching for status=z, and damaged items.

How to send:
Compile IO report and send to Michelle Williams mdw@uoregon.edu.

June 15 - 22

Alliance posts a consolidated list of items on the Web, sorted by call number, for members to search. The list will show which institution owns the item and therefore claims reimbursement, and which institution is responsible (the patron home institution).

June 23 - July 15

Members search all items, work with each other to clear up problems, and report changes to Alliance: corrections and found items. Alliance updates the list as appropriate, marking titles that have been found.

June 23 - July 15

Alliance staff update the list as items are reported found, and/or replace the lists. The titles that have not been crossed off, indicating “found,” become the basis for each site to solve problems between themselves and each other institution.

finish by Aug 1

Individual libraries solve problems between themselves and agree that what the Alliance web page says matches each of their records, and notifies Alliance staff of this agreement

by Aug 10

Alliance staff make the adjustments to the Alliance web list as libraries report items resolved (returned, found, etc.). This is the list that will be used to prepare invoices and make payments.

Aug 10 - 24

Borrowing Sites do patron record work and complete billing and patron record clearing. When sites finish all their patron record work, they let Alliance staff know (mdw@uoregon.edu). See Item record maintenance.

Note: If item record work is done first, item appears to be Available in Summit rather than Checked Out or Lost, and patron billing process is interrupted.

Alliance staff determines how much each member owes or is owed and sends invoices. Members will only have to process one check, instead of writing and receiving several checks.