Canceling a Summit Borrowing Request

Patron Cancels the Request
   

Innovative software includes an optional feature allowing patrons to cancel holds (i.e. requests). The feature is available when a patron views his/her patron record. When the patron cancels the request, the system sends a "cancel request transaction" to the owning site.
   
What Happens When a Patron Cancels their Summit Request?
   
   
  • Canceled before Owning Site prints paging slip: If the paging slip had not yet been printed, the system cancels the hold, removes the virtual patron record (temporary patron info field) from the item record, and removes the transaction from the paging slips file. No paging slip will be printed.
   
   
  • Canceled after paging slip printed: If the paging slip has been printed, the system inserts a cancellation message in the item record. When staff at owning site wand the barcode to check out the item to the borrowing site, the system will display a message "Item has been canceled by above patron." The system cancels the request and removes the virtual patron record (temporary item field) from the item record. Discard the paging slip and do not send the item.
   
 
  • Item already checked out to Borrowing Site: The system allows patrons to cancel the request only if the item still has a status "Requested" (<&>), indicating that the item has not been paged and processed and checked out to the Borrowing site. If the patron attempts to cancel a request for an item and the status is not "Requested," the system will display a message for the patron in the "Due Date" column CANNOT CANCEL. In this scenario, the patron cannot cancel their request without staff intervention.
   
When Do Staff Cancel a Request?
   
  1.

When an item is unavailable to loan via Summit (missing; just checked out to a local patron for a long loan period such as 6 months; and other reasons)
  2.

When there are two or more requests for the same item (Paging slips for different patrons requesting the same item)

     
      Q: Since central knows the status of something right away, why does the system allow multiple requests for the same item?  
     

A: Sometimes an instructor will assign a topic to a class and then students will quickly consult library catalogs to find and request relevant materials. This may result in several requests by different patrons for the same item at an owning library.
     
  3.

With patron's instruction; for example, patron decided the item was no longer wanted (use cancel, no re-request)
  4. Item is needed for a local booking (if the Institution Due Date would be less than 10 days before the item is needed).
     
How to Cancel with Re-Request
   
 

In almost all circumstances, library staff will Cancel with re-request, allowing the system to automatically search for another available copy; if one isn't located, it will prepare a hold cancel notice at the patron's site (borrowing site).
 

Using Local Circ module, text-based ("telnet"):
   

> Additional Circulation functions
> Holds Management
> Display and Alter a hold queue
> [key the title]
> Cancel hold
> Enter cancellation reason (choose a reason number; supply text if necessary)

 


Using Millennium:
  1.

View the item in the hold queue

 
  2.

Select one or more of the holds in the queue.
  3.

Choose the Cancel Holds button

   

--System prompts with question about changing the status to missing. If item is missing, change status. Otherwise, choose only "Cancel Hold"
 
  4.

Select a Cancel Reason (the example below doesn't list the cancel reasons set for Summit)
 
   
   
How to Cancel, No Re-Request
   
  This option should be used only on direction from the patron. When a patron notifies a staff person that they no longer want the item, staff may cancel the request for the patron. Use INN-Reach module.
   
 

Using Local Circ module, text-based ("telnet"):
   

> INN-Reach functions
> INN-Reach reports and additional functions
> Display and alter a hold queue (Cancel, no re-request)
   
 

Using Millennium:
  1.

View the item in the hold queue

  2.

Select one or more of the holds in the queue.
  3.

Right-click on the hold with the mouse and choose the Cancel Hold With No Re-request option from the pop-up menu.

 
   
  4.

Select a Cancel Reason (the example below doesn't list the cancel reasons set for Summit)
 
   
   
Detailed Summit Borrowing processing instructions.
last updated November 1, 2006
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