BC Inter Library Connect Policies

Default OPAC Search Location
Pick Up Location
Filling Holds
Targeting Holds
Selection Depth : Local Hold vs. BC ILC hold
Sitka’s Evergreen Hold Policy Configuration
Age-based Hold Protection
Item Age Hold Protection in Hold Policy
Age-based Hold Protection by Item
Circulation Policies Based on Check Out Library
Overdue and Lost Charges
Pre-due and Overdue Notices Sent by Check Out Library
Required Workflow for BC ILC
Cancel Transit
BC ILC Statistics
BC ILC Reports Templates

Default OPAC Search Location

On OPAC, the search location can default to either the BC ILC zone so that patrons can search all libraries’ collections, or it can default to your own library first, with the rest of BC ILC libraries as search options in the drop down menu. The configuration is done by Co-op Support.

Pick Up Location

When placing holds, patrons will have the option to choose a pickup location within the BC ILC zone. The pickup location cannot be changed once the holds are placed.

Co-op Support strongly recommends that staff not edit pickup location. Best practice is to cancel the hold and place another hold with new pickup location. There may be eligible copies at the new location, but the hold targeter will not find them if you just change the pickup library. Editing the pickup location in the existing hold will not force Evergreen to re-target the eligible copies.

Filling Holds

In all BC ILC libraries, holds are filled by other libraries' items only when the home library/system does not have a holdable copy.

BC ILC holds are filled in chronological sequence by hold request time, but BC ILC also utilizes Sitka’s default, the “Save Gas” method. "Save Gas" allows holds picked up at the check-in library to be filled first, and then revert the queue to follow the request time. This is called "opportunistic hold capture" and is intended behaviour by policy. The essence of the "Save Gas" method is to minimize item transportation.

Targeting Holds

When targeting BC ILC holds, all libraries having a holdable copy are treated equally and Evergreen randomly picks a target copy. It re-targets all outstanding holds at least once every 24 hours at roughly the same time of the day when the hold was placed. It may target another copy if the item on the initial Pull List was not tracked down. For example, a hold placed at noon was on Library M’s Pull List on December 1st. But Library M did not capture the hold. At roughly noon on December 2, Evergreen will try to re-target the hold. If Library B has an available copy, it is highly likely the hold will target Library B’s copy and show up on B’s Pull List, as Evergreen will look for next available copy if hold is not triggered within a period of time.

Evergreen does not target unavailable copies (checked out, etc.) for holds. It checks for outstanding holds when items are returned (checked in).

Selection Depth : Local Hold vs. BC ILC hold

Whether a hold will be filled by a local or BC ILC copy is fixed when the hold is placed. It is recorded in the hold request record in a field called Selection Depth, which can be displayed by using the Column Picker when viewing holds. 1 stands for BC ILC holds and 2 for local holds. When the holdings situation changes, e.g. a local copy is marked damaged and no longer holdable, Evergreen does not re-assess the holds under the title. The Selection Depth will not be updated when the local copy becomes non-holdable. To request a BC ILC copy in this case, staff need to cancel, then replace the hold. On the other hand, if a local copy is added, existing BC ILC holds will still target all BC ILC copies, including the local copy, unless staff cancel, then replace the holds.

Selection Depth is not editable on the staff client. To make a BC ILC hold local, or vice versa, staff must cancel, then replace the hold.

Sitka’s Evergreen Hold Policy Configuration

Co-op Support configures your library’s BC ILC hold policies in Sitka’s Evergreen. Each BC ILC library is a lending and borrowing library and needs hold policies for both inbound and outbound holds. Hold policies decide who from which libraries can place holds on which items at which libraries. You decide which items from your library can be loaned out to other libraries, and which patrons of your library can request items from other libraries, and inform Co-op Support.

The hold policies can be based on a combination of the following values: the circulation modifier used on the item record, the item’s owning library, the hold requestor’s patron or staff profile, the requestor’s home library, and the pickup library.

As a borrowing (pickup) library, you may set up hold limits on inbound BC ILC holds, and maintain separate limits on local holds, if required. All holds, local and BC ILC, in a patron account, are counted when assessing whether a hold limit is reached.

Age-based Hold Protection

Libraries may choose not to loan out newer items by applying age-based hold protection via either hold policy or item attribute.

Item Age Hold Protection in Hold Policy

Use of hold protection based on Item Age (starting from item’s Active-date) in hold policy is recommended. The policy setting is automatically applied, and no manual maintenance of individual records is required. Different hold policies can be applied to the same collection based on item age. You need to advise Co-op Support what items are to be protected for how long in order to utilize Item Age in Hold Policy.

Age-based Hold Protection by Item

Age-based hold protection is a setting applied to individual item records by cataloguing staff. The setting must be manually removed from each record at end of protection time. Co-op Support recommends libraries intending to use Item Age in Hold Policy, as explained above, should not use Age-based Hold Protection in item record.

If an item is protected by both hold policy and age-based hold protection item attribute, the longer protection period is used.

Circulation Policies Based on Check Out Library

Circulation policies and rules on BC ILC items are determined by the check out library, whether that be at another library, or your library. This means if you want to place special circulation rules on items borrowed from other libraries, by your patrons, you can do so. Circulation policies are configured for you by Co-op Support.

Circulation policies are duration of loan, fine amounts, and number of renewals allowed, based on an item’s circulation modifier and or patron or staff profile.

Overdue and Lost Charges

Overdue fines are collected by the checkout library. Lost charges are collected by the checkout library, but need to be reimbursed to the lending library.

Pre-due and Overdue Notices Sent by Check Out Library

Courtesy and overdue notices are generated based on the checkout library’s notice schedule and templates, and are sent to patrons from the checkout library.

Required Workflow for BC ILC

  1. Patron/staff places holds on titles on OPAC or the staff catalogue
  2. If the hold shows up on pull list, find the item and check it in. Print the transit slip and insert into the item. The item will achieve In Transit status. A hold in transit record is created at the same time.
  3. The hold may be triggered when checking in items. Print the transit slip as prompted on the screen. Insert the slip into to item. The item will achieve In Transit status. A hold in transit record is created at the same time.
  4. Pack the item(s) and send to the requesting (borrowing) library.
  5. When item is received at the borrowing (requesting) library check the item in and print the hold slip. The item achieves On Hold Shelf status. Automatic hold notification (email and SMS Text) will be generated and sent to patron. If no automatic notification is requested, phone the patron. The hold in transit record is updated with receiving time and marked closed.
  6. Check out the item to the patron.
  7. When the item is returned to the borrowing library, check it in. Print the slip and insert into the item. The item will achieve In Transit status back to the owning library. A transit record is created.
  8. Send the item(s) back to the owning library.
  9. Once the item is received at the owning library, check it in. The item will achieve Reshelving status, if it has not been requested by others. The transit record is marked closed.

Tip

The above procedure is simplified. There are special scenarios such as a checked out item may be returned to any library, or checking in items may trigger other holds. In such cases, staff need to follow the prompt on the screen to print either hold or transit slip, and send the item to the destination library if in transit. The destination library should always check in the item once it is received. To ensure the accuracy of the statistics, the above workflow should be strictly followed.

Cancel Transit

Cancel transit should only be done by the source/lending library. Cancelled transits are excluded from the BC ILC hold statistics reports.

BC ILC Statistics

BC ILC statistics are generated based on the hold-in-transit records, and adherence to recommended workflows is the only way to create accurate statistics. When an item is sent away to fill a hold, a hold-in-transit record is created. Based on the item’s owning library (lending library) and the transit destination library (borrowing library), we can count the number of items lent by a library as BC ILC holds to other libraries. The following scenarios and how they are handled may have effect on the statistics.

  • Cancelling transit will delete the hold-in-transit record, so it will not be included in the statistics. Cancelling transit should never be done at the destination/borrowing library.
  • The borrowing library checking out the item directly to the requesting patron, before triggering the On Hold Shelf status by checking in the item, will result in the hold-in-transit record being cancelled. There will be a hold filled, but without a hold-in-transit record to count. This workflow should be prohibited.
  • The borrowing library checking out the item to another patron will result in the hold being filled more than one time. This should be avoided.
  • The lending library may cancel a transit if it decides not to send out the item. The hold-in-transit record will be deleted, thus not counted in the statistics, which is correct.
  • A hold may be canceled by patrons after the item is sent in transit. The hold-in-transit record will be kept open. When such an item is checked in at the borrowing library, staff will see a transit prompt sending the item back to the lending library. Staff need to print the slip and send the item back. The hold-in-transit record will be completed and be counted in the statistics.
  • A hold may be canceled by staff after the item is sent in transit. If the cancellation is done at the lending library, staff should cancel transit at the same time. If it is done at the borrowing library, staff should NOT cancel the transit. Instead, they should check in the item, if available, or wait for the item to arrive.
  • Once an item achieves On Hold Shelf status, the hold-in-transit record is completed. Canceling such holds will not affect the statistics.
  • The borrowing library should not check out the item again to another patron after it is returned from the previous ILL transaction. Such checkout will not be counted in the ILL statistics.
  • Another hold may be triggered at the checkin library (that is not the owning library); there will be no hold-in-transit record created, thus this type of hold will not be counted in the statistics.

BC ILC Reports Templates

There are a few templates in Sitka_templates > Intra-federation ILL stats.

The following two templates are designed for libraries to generate monthly ILC hold statistics:

  • LIBRARY: Inbound ILC holds count for selected month
  • LIBRARY: Outbound ILC holds count for selected month

The four templates with names starting with “FEDERATION” are designed for federation coordinators to generate BC ILC hold statistics for all libraries in the federation. Multi-branch libraries may use them to generate statistics of holds among branches and other libraries.

In Sitka_templates > Circulation > Overdue and others folder, there are templates for libraries to track their items lent to other libraries, for example the template called Overdue Items Checked out at Other Libraries.

These templates are good for monthly recurring reports.

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