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Processing Summit Borrowing |
OWNING SITE |
1. Print paging slips and Retrieve items from the stacks.
Each site prints paging slips and retrieves items from the stacks frequently enough to meet the Council approved goal of a 48-hour turnaround time. Chart of local paging and processing schedules. Illustration of paging slips. Elements of paging slips and source of data or label. Examples of Paging slip text from each local site.
Print or suppress paging slips for checked out items?
Warning: Patron requests go to different paging slip files based on Pickup Anywhere and Same Site Requesting (request to own site) options.
Print paging slips: Two files, regular Summit Borrowing (INN-Reach), and Pickup Anywhere. These files may be combined and printed together, if library chooses. See paging slip files.
2. Review paging slips for items not found on the shelf.
Examples of items that will need to be handled on a case by case basis:
Checked out. With smart holds, the system does not allow a hold on an item due more than 14 days from date of request. Local procedures should be used for those items that are already checked out. Some libraries will cancel the request, recall the item, & then invite the patron's library to request the item again. Others will simply cancel-with-rerequest and let the system attempt to find another copy. Others will let the request wait until the item is returned.
Missing - not found on shelf. Follow local procedures to initiate a formal search for the item. Remember to change the status to missing.
If you find another copy of the same bibliographic entity (such as "cop.2" or "cop.3", and not a different edition with a different call number), transfer the request via "Display and alter hold queue" to the other copy.
If you have no other copy to loan, follow local procedures to make the item unavailable until it is found or until it is withdrawn from the catalog (most sites change the status to code "m" for "missing"). Cancel the request using regular Circulation "Display and alter Hold Queue" menu. The system will search for another copy of the item, and if one cannot be found, will send the patron a "cancel hold" message. If another copy can be found, the system will transfer the hold to that copy.
On the shelf but can't be loaned through Summit Borrowing (inappropriate item type, damaged, etc.)
Checkout item using "checkout to off campus institution." If item doesn't have a barcode, put a barcode on the item and add the barcode to the item record. Notice due date (for example, regular loan, or short loan for certain materials especially videos, CD’s, etc.) If the item has noticeable damage, note it on the bookband or attach a separate note to the bookband so the patron and/or Borrowing Site will not be responsible.
Determine where to send it
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Look at the paging slip, bottom half, left side. You'll see the institution (and "courier stop" if any, on line below). About the bookbands/labels |
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Mark the label
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Fill out the TO section. Indicate the destination only; do not add the name of the requesting patron. Circle or highlight the corresponding place on the bookband. (or write the courier stop following the institution name on the bookband, then circle or highlight). 
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Short Loan: When appropriate, apply yellow sticker for short loan (3-day loan period)  |
PUA: For Pickup Anywhere, also apply the red PUA sticker   |
Apply the bookband and tape ends together, or Apply the booklabel | |
| Apply the bookband so that it does not interfere with library staff readily processing the material, and will stay on the material as it is used by the patron. Wrap it around the cover or otherwise apply it to the item without taping or gluing to the item itself. | |
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Be sure that the bookband will
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alternative: place bookband on back cover
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5. Include the paging slip
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Videos and other nonbook (media) items: choose a Summit (Orbis or Summit) labeled shipping box or padded envelope to protect the item. Illustration: Shipping boxes for video and audio cassettes, CD's. |
Choose a pre-printed mailing label with the courier delivery stop matching the highlighted or circled area on the bookband. |
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Put items going to the same courier delivery stop into one bag. Remember to return the re-useable courier labels by placing them in the window behind the label addressed to Borrowing Site. Use the small, large, and extra large bags accordingly to maximize use of the bags. |
Illustration below: Sorting, or Processing shelves at University of Oregon. One shelf per Summit Borrowing dropsite. UO Items being sent to Borrowing Site on left. On right: Items borrowed, being returned to Owning Site |
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1. Institution Checkin, and Preparing items for checkout to your patrons
Different Pickup location? If paging slip indicates a different Pickup location, forward item to that location for Checkin. (There is no technical problem to check it in at any location, but the patron record will show that the item has been “received” so the patron may try to pick up the item before it’s received at the pickup location.)
PUA? Use Pickup Anywhere module. Record cannot be accessed from regular INN-Reach since the patron doesn't belong to your site, i.e. there is no patron record in your database.
Check in the item. If barcode cannot be found in your system:
Check paging slip and bookband to see if item was sent to your site by mistake. If so, (1) make corrections on bookband, (2) write a note on the top half of the paging slip "sent to [your site] by mistake [date]", (3) bag it and send it to the requesting institution.
If paging slip indicates it was supposed to come to you, load patron name in Checkout, press "-+", and if no barcode appears next to the title, "insert" off campus barcode.
Patron name. After successful check-in, write the patron's name on the top of the bookband. Depending on local policy and procedure, notify patron, as appropriate, that the item is now available.
Date. Write the date the item comes off the hold shelf on the bottom of the bookband (unless your institution uses a separate hold slip for this). Items should be held on hold shelves for no more than 7 days for 21 day loans and 3 days for 3 day loans.
Bring up patron record in checkout, scan or key in barcode, note the due date, and write that due date on the bookband.
3. Checkin items returned from patron
| Use the regular check-in menu "Send it back clean.” Remove any materials that may be left in item before returning it to Owning site, including the paging slip which is no longer necessary, and compromises confidentiality of patrons borrowing materials.Draw a line through the bookband or otherwise mark it to indicate the book is being returned to the Owning Site. This makes sorting the courier delivery easier, providing a quick signal to separate items being borrowed and items being returned. If there is damage, note it on the bookband or attach a separate note to the bookband.
Return items in a Summit Borrowing (Orbis, Cascade, or Summit) courier bag |
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When you empty the bags from other sites, remove the mailing label. When you've collected a few from a specific site, return them in a Summit Borrowing (Orbis, Cascade, or Summit) courier bag (perhaps along with other items going to that site) so they can be reused.
Bags from other sites may contain:
their materials requested by your patrons
your materials borrowed via Summit Borrowing and returned from their patrons
your materials borrowed via Visiting Patron and returned somewhere else
other materials borrowed via ILL, etc.
empty Summit Borrowing courier bags
mailing labels for your site
| Use the regular check-in menu
The virtual patron record will be deleted (i.e. the temporary patron information that was attached to the item will be removed). The item status at Summit and at your site will be updated to show the item is available. Shelve the item. (or other instructions as appropriate, such as processing, next hold in queue, etc.) |
Returned to wrong institution: Checking in other institution's items from any Summit Borrowing patron that don't belong to your institution: You may try to check in an item from another Summit Borrowing library and see the system response that the barcode can't be found. Write "returned to (name of your library) on (date)" on a slip of paper or bookband/label where it will be easily discovered by the owning site. Forward it to the owning library in a Summit Borrowing (Orbis, Cascade, or Summit) bag.
Not Summit Borrowing: Your institution's materials that were borrowed via Visiting Patron, ILL or some other method. These will probably be identified from the green flag.
updated: December 6, 2006
