This feature was proposed by Björn Muschall (Leipzig), was discussed with the RA SIG, and a working group was formed to flush out the details of this feature.

Note: The original text of this Jira has been saved as a PDF and attached.

Purpose:

The purpose of this feature is to create a modified workflow that enables patrons to use certain items within the library. These items are typically stored in closed stacks or are restricted in the Integrated Library System (ILS). Patrons can request these items, which are then delivered to a designated staff area for in-house use.

Other purposed workflows include special collections, and in-house use only Inter-library Loan items.

Key requirements include:

• Item Location: Staff need to know whether an item is on the shelf or checked out to a patron.

• Usage Statistics: Staff must be able to collect data on how often and for how long items are used.

• Multi-Session Use: Patrons may need to use items over multiple sessions. Therefore, the request should remain active on the item until it either expires or is manually released by staff, even through the check-out and check-in processes.

Requirements:

• Allow patrons to place requests at service points, and via discovery layers

• Allow for materials from closed stacks or restricted collections to be delivered to a service point

• Provide all related notices - Canceled, available, expired.

• Allow for the circulation of materials to patrons

  • During check-out, the request is retained on the item; the request is moved to “Open - checked out to patron”

  • upon check-in, staff are allowed to choose if the item should be returned to the stacks or returned to the hold shelf

• Allow staff members to change a standard request to/from a reading room circulation request

• Provide metrics that can be reported on and searched upon in the UI; Circulation log, Requests app, Lists app, and LPD/MetaDB.

Purposed Solution:

During initial discussions, it was concluded that expanding the current Requests app and Check-in / Check-out apps would require fewer development resources but also make sense since the Request app already allows for the vast majority of needed workflows.

• Requests policy page

  • Expand Request policies to allow system administrators (staff) to have a request act as a Reading room circulation request. This would set a flag on the requests object to indicate that it is a reading room circulation request. This approach would require no changes to discovery layers as it is not a patron-facing option.

  • Move hold shelf expiration to the Requests policy, and extend it to allow for more complex hold shelf logic.
    
    

  • Requests app

  • Modify the create / edit requests form to add a new option to indicate that the request is/is not a Reading room circulation request. This interface would be similar to the title level or item level request option. Since this function does not alter the request workflow until check-out no logic is needed.

  • Modify the Requests app main page to allow for the filtering of items that are currently checked out to patrons.
    Requests object

  • Add a flag to the request indicating that it is a Reading room circulation request.

  • Allow staff to set a default value via Request policies (above)

  • Allow staff to change a request to a Reading room circulation request via the new request form or edit request form.

  • Any request marked as a Reading room circulation request will not be cleared until explicitly told to do so my a staff member via check-in, the request is canceled or the request expires.

    • Persistent through check-in / check-out
      Check in/out

  • Check-out.

    • The request is not removed when the item is checked out to the requesting patron

    • The request is moved to “Open - checked out to patron” status.

    • A standard loan record is created and all notices are generated as currently defined in the system.

    • The request UUID is saved to the loan record to assist in reporting.

  • Check-in.

    • The staff member is allowed to select if the item should remain on hold or be returned to the shelves.

      • Service point settings will include a new setting for the default action to take.

      • A drop-down will be added to Check-in to allow users to change the check-in action

      • options:

        • Keep on hold shelf: The request is changed to “Open - awaiting pickup”; notices are not sent.

        • Close request & return item: The request is closed.

        • Ask for action: A modal is displayed asking which of the above two actions should be taken.

    • The loan is closed, all related notices are canceled.
      Supporting needs

  • Add new tokens to Staff slips.

  • Add “Default check-in action for Reading room circulation” to service point settings

  • Add a new settings page for “Request type tokens” (may change)

  • Expand the staff slip editor to allow for more complex layouts

  • Add a Reading room circulation option to the Request policy form

Not in Scope:

• Items without barcodes or items not in FOLIO; New feature request to be worked on later.

• Delivery to areas other than service points.

• Restrict circulation to specific service points; New feature to be worked on later.

To be determined:

Related materials:

• Meeting notes:

• Figma UI mockups:

• Original requirements:

• WIKI space: