Circulation Changes After an Item Is Loaned

Owned by (OLD ACCOUNT) Erin Nettifee
Last updated: Jul 15, 2024 by Laurence Mini
6 min read

If anything is incorrect in this document, please edit the page and correct it. If you have additional questions about what is listed or anything is unclear, please ask in the #resource-access channel on Slack.

Initial loan of an item

Please reference Circulation Interactions Allowed By Item Status as some item statuses do not allow for item check out (or allow check out with warning.)

As part of a successful initial loan in FOLIO, the following steps happen (not necessarily in this order):

  • A loan record is created to track the loan.
  • The item status of the item being loaned is changed to 'checked out'.
  • An entry is created in the circulation log that shows that the loan occurred. The action in the circ log will be "Checked out" or "Checked out through override" if the loan was an override.
  • If the item was requested by the patron, with a request status of Open, the request is updated to change its status to 'Closed - Filled'.
  • If any notices that need to be scheduled are in the notice policy, create the scheduled notices so they can be sent in the future.
  • If a check out receipt is in the notice policy, send the notice.
  • If you go to the patron's record in the User app, and look in the loans accordion, you'll see the loan listed in the open loan.

Renewal

When an item is requested for renewal:

  • FOLIO checks the circulation rules to find the appropriate circulation rule/loan policy that would apply. If the circulation rule would allow renewal, the process continues.
  • FOLIO checks to see if the borrower is blocked from renewal; if they are not blocked, the process continues.
  • FOLIO checks the patron record to ensure that the patron is not inactive or expired ( UXPROD-3104 - Getting issue details... STATUS - note that this is open because the override feature is not yet complete). If they are not inactive or expired, the process continues.

As part of a successful renewal in FOLIO, the following steps happen (not necessarily in this order):

  • Update the loan policy UUID on the loan record to the loan policy used in renewal (which may be the same policy used in the initial / previous loans).
  • Change the loan due date to the new date from the renewal.
  • The loan is updated to increase the number of renewals, and last action attribute on the loan record is updated to renewed.
  • The loan history is updated (viewable in loan details).
  • If any notices that need to be scheduled are in the notice policy, remove the previous notices and then create the scheduled notices to run at the new date.
  • An entry is created in the circulation log that shows that the renewal occurred. The action in the circ log will be "Renewed" or "Renewed through override" if it was done with an override.
  • (in Kiwi) if the item had been recalled, but the recall was cancelled, the due date changed by recall flag on the record is removed. this allows subsequent recalls of the loan to function as expected. Note that this doesn't change the item due date - see UXPROD-2826 - Getting issue details... STATUS .


When an item is being renewed, FOLIO checks the circulation rules to see which rule applies to the renewal transaction. Often this is the same rule as when the patron initially borrowed the option, but it may not be the same - for example, if the patron's group has changed from 'Student' to 'Faculty'.

FOLIO stores a reference to the loan policy, overdue policy, and lost item policy that was used for the loan on the loan record. When a renewal occurs, FOLIO updates the loan policy with the UID for the policy used for renewal. It does NOT update the overdue policy and lost item policy to reflect the circulation rule used for renewal. So this could, for example, lead to a graduate student checking out an item, the loan being attached to the student overdue fine policy, the graduate student assuming a faculty position, renewing the loan, eventually returning the item late, and having overdue fines because the loan still has the student overdue fine policy on the record. 

Manually Changing a Due Date

Changing a due date can be used to extend a due date after a patron's account has expired; the UI will warn you, but it will not stop the new due date from being set.

When a loan's due date is changed: 

  • FOLIO changes the loan due date.
  • If any notices that need to be scheduled are in the notice policy, FOLIO removes the previous notices and then creates the scheduled notices to run at the new date.
  • An entry is created in the circulation log that shows that the change due date occurred.
  • If the item had been recalled, but the recall was cancelled, the due date changed by recall flag on the record is removed. this allows any future recalls to work as expected.

Recall an item

When an item is recalled:

  • FOLIO checks the loan policy for the loan to see if recalls are allowed. If it does, the process continues.

As part of a successful recall in FOLIO, the following steps happen (though not necessarily in this order):

  • If the associated notice policy has a recall template, FOLIO notifies the borrower that the item was recalled.
  • FOLIO changes the due date for the item, following the rules in the applicable loan policy.
  • FOLIO sets the due date changed by recall flag on the loan record.
  • If the loan was previously recalled, and then the recall was cancelled, there are no notices sent because the borrower already received a notice to return the item.
  • An entry is created in the circulation log showing that the recall was placed.

Check in item

Please reference Circulation Interactions Allowed By Item Status as some item statuses do not allow for item check in.

When an item is checked in in FOLIO, the following things happen:

  • If an item is in an Available status and the item is checked in at the service point associated with its effective location, it will count as in-house use. (Note that in-house use is not a direct attribute of a loan, it's an inferred attribute based on the status when the item was checked in).
  • If there is an open request for the item (either on the item, or a title-level request that should be filled by that item):
    • FOLIO checks the logged in service point of the FOLIO operator and compares it to the requested pickup service point of the request.
      • If they are the same:
        • FOLIO changes the request status to 'Open - Awaiting pickup'.
        • FOLIO changes the item status to 'Awaiting pickup'.
        • FOLIO checks the associated circulation rule and finds the notice policy. If the notice policy has a Hold ready for pickup notice, FOLIO sends it.
      • If the service points are different:
        • FOLIO changes the request status to 'Open - In transit'.
        • FOLIO changes the item status to 'In transit'.
  • If the item is in a Checked Out status, Declared Lost, or Aged to Lost status:
    • If item is Declared Lost or Aged to Lost, Check In is allowed with warning. 
    • FOLIO checks the loan policy, overdue policy, and lost item  policy to determine if any actions need to be taken.
    • If item is overdue:
      • FOLIO calculates what overdue fines should be charged if any and applies the overdue fine.
      • FOLIO calculates what overdue recall fines should be charged if any and applies the overdue recall fine.
    • If item is Declared Lost or Aged to Lost:
      • FOLIO references the Lost Item policy to determine if any lost item fees should be refunded.
    • If the associated notice policy in the circ rule says that any fee/fine notices should be sent (triggered by fines being charged), send those notices.
    • Is the item checked in at the service point associated with its effective location?
    • If item is checked in at a service point that is not the primary service point for its effective location, the item status is changed to in transit. When it returns to its home service point, it's checked in and the item status is changed to Available.
  • If there are no open fee/fines associated with the loan, FOLIO changes the loan status to 'Closed'.
    • If the loan status is 'Closed', FOLIO will proceed with anonymizing the loan based on options chosen in Settings → Circulation → Loans → Loan anonymization.