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Reading room concept - Bavarian Library Network

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Orginal Doc:

Introduction

Folio currently does not offer an option to manage so-called “loans to the reading room”. In contrast to regular loans, certain media (e.g. manuscripts, other valuable works...), which are usually located in closed stacks or other locations that are not freely accessible, can only be viewed on site in a library reading room. In order to avoid time-consuming paper solutions in the future, it is necessary to document in the system where the media is currently located:

  • Available for pick up in a specific reading room

  • Media is currently being used in a specific reading room

  • Media is deposited for further use at the relevant service point for the requester

The existing issue UXPROD-1835 largely covers our use cases. For documentation reasons, the following table describes the process, as it is required by most academic libraries in Bavaria, supplemented by RFID functionalities. The phrase “service point designated as a reading room” is abbreviated to SP-RR throughout this document.

Criteria: M = Must ; S = Should

No.

Criteria

Label

Description

1

M

Configuration of service point

In Settings – Tenant – Service points, there is a pull-down menu (Yes/No) for specifying whether the service point (SP) is a location for reading room check outs.

1.1

S

Items that are requested at a SP that has been designated as a reading room (SP-RR) and that are checked in there [see point 2]:

  • May not be checked out at any other SP

    • At check-out at another SP, a notification indicates the relevant SP-RR

      • click OK to cancel the check-out in another SP

      • “override” enables a normal check-out to offer a home check-out in exceptional cases

  • May not be checked in at any other SP

    • At check-in at another SP, a notification indicates the relevant SP-RR

      • click OK to cancel the check-in at another SP

      • “override” enables a normal check-in to clear the user account. If configured, it generates a return receipt and a “in transit” service slip

  • A permission to override the check-in/check-out at another SP can be selected and assigned to individual users or a permission set (it is not linked to other permissions in the check-in/check-out area).

  • Items checked out via a normal SP cannot be returned to an SP-RR.

2

M

Check-in of item at relevant service point after request

An item that is sent to an SP-RR must be checked in when it arrives at this SP-RR

  • the item receives the status „Available for pick up for use in reading room“

  • if configured, users receive a notification that the requested media is available in a SP-RR

3

M

Check-in at SP-RR

An item checked out via an SP-RR generates a pop-up during the check-in

  • Final check-in?: YES / NO

3.1

M

Final check-in (regular check-in)

In case of YES:

  • the patron´s account is cleared

  • if configured, a return receipt (see point 5.1) is sent to the patron

  • depending on the configuration of the SP-RR, the staff slip “transit” is generated

3.2

M

Item is deposited for further use at the relevant SP-RR (soft check-in)

In case of NO

  • the item remains in the patron´s list of open loans

  • the status of the item changes to “Checked out

  • available for use in the reading room”. - the configured loan period continues

4

M

Repeated check out to SPRR (soft check-out)

If the patrons checks out the items again at a later point in time within the loan period

  • the status of the item changes again to “Checked out in the reading room”

  • the configured loan period continues

4.1

M

Change between soft check-in and soft check-out

Changing between the status „Checked out

  • available for use in the reading room“ and „Checked out in the reading room“

  • is possible for an unlimited number of times during the current loan period

  • has no effect on the regular loan period

  • has no influence on the “Patron Info” or “Staff Info” assigned to this check out process

    • in the event of patron block set after check out, the regular pop is displayed

      • Override: Soft check-out

      • Close: No Soft check-out

  • If configured, patrons can be sent notifications of the “Loan” and “Automated fee/fine charge” categories (see point 5)

5

S

Notifications

Notifications can be configured for items that are requested to and checked out at an SP-RR

5.1

S

Notifications for category „Loan“

In the notifications, the SP-RR at which the medium was checked out can be inserted via a token so that patrons can recognize that they have not borrowed this medium home.

Category „Request“: existing token {{request.servicePointPickup}}

  • ➔ Category “Loan”: new token necessary, e.g. {{loan.servicePointPickup}}

6

S

Status lists for items at an SP-RR

Lists can be generated for a selected SP-RR via the Lists app, which can be used to display the current status of items

  • requested to the SP-RR including request date

  • available for pick up in the reading room including availability date

  • Checked out in the reading room” including the loan due date

7

M

RFID check-Out of SP-RR

Media with RFID labels that are checked out via an SP-RR should not be unlocked at the (soft) check-out. The RFID security label is set to / remains “in house”

  • No labels