The automation system software is set up to share copies on a "my users get my copy first" basis.  Libraries also have the option to set copies to a local-hold or no-hold Item Type.  The local hold copies won't fill holds outside the owning library.  The non-local hold copies will fill a hold at another library once there are no holds from the owning library's users.  The basic philosophy within Winnefox is that libraries will share as much of their material as possible.

Each library needs to purchase its own copy or copies of best sellers to meet local needs. These copies may to be set Local Hold for a limited time to reduce the time the item spends in transit and number of items in the delivery system.

The libraries have agreed that collections of new types of material are appropriate for local holds until the collection grows large enough to be shared.

The libraries have agreed that the newest titles can be set to local hold to provide new material for browsing users.

Local-hold lists run on the 22nd of each month for libraries to review. The library needs to change the Item Type to take the item off local hold.

The Onshelf Hold Items report runs Monday through Friday.  That report, or the updated list created by the wizard in WorkFlows, is the list of items that are needed to fill holds. That report should be handled each day by the library. After the items are pulled from the shelves, the library needs to use the “Check Item Status” wizard to see what should be done with the items.  If an item can't be found after several days, it should be set to missing. 

A Clean-Holds report also runs Monday through Friday.  It creates a list of item on the library's hold shelf that have not been picked up by the user or that have been cancelled by the user.  These items need to be pulled from the hold shelf.  The library needs to check item status of the pulled items to see what needs to be done.  Some of the items will already be INTRANSIT.  Any item on the list that is not INTRANSIT should be scanned in check item status.

The Symphony software is also configured to prevent holds on some item locations.

Because of the complexity holds in a consortia using local holds, it is NOT possible to show where a person is in the hold queue.

Non-holdable item home locations

The Symphony software prevents holds on certain Home Locations. These Home Locations are:

Adult Genealogy
Adult German Genealogy
Adult Information Desk
Adult Local History
Adult Lucky Day CD--No holds
Adult Lucky Day DVD--No Holds
Adult Lucky Day--No holds
Adult Microfilm
Adult Reference--Locked Case, Ask for Help
Adult Wisconsin Genealogy
Basement Reference
Basement Wisconsin
Children's Big Book for Storytimes
Children's Board Book--No Holds
Children's Little/Small Easy To Read
Children's Lucky Day DVD--No Holds
Children's Lucky Day--No Holds
Children's Phonics
Children's Reference
Children's Storytime Material, Staff Use Only
Coughlin Room
Missing Holds
Mitchell Collection
Reference Desk--Ask for Help
Reference Office, Staff Use Only
Reference--Consumer Information
Reference--Oshkosh Pamphlet
Reference--Telephone book
Reference--Wisconsin Law
Staff Collection for Daycares, Storytimes--No Holds
Staff Collection for Reading Clubs--No Holds
Storage--Ask for Help
Young Adult/Teen--Lucky Day
Young Adult/Teen--Reference
Unreturned Item


Special hold tasks and situations

Local Holds

The library field in the patron's record determines which libraries copies of local holds he/she will get.

Example:  A user in Westfield places a hold and gets a local-hold copy from Oshkosh.  That will happen if the library field in the user's record is Oshkosh.  That user will never get a Westfield copy of a local hold.

The user's library should be the library he/she uses the most.  If library staff notice local holds coming from or going to another library, it is appropriate to change the library field in the patron record.  It is NOT appropriate for the user to select the "best" library for local holds.  That is is the library's decision.

It is NOT appropriate for family members to each have a different library in their user record for the purposes of getting local holds from multiple libraries.  If staff notice that happening, the user records should be changed to the library most used by those users.

Local Holds list

A list or lists of local holds is run for each library on the 22nd of each month.

The lists are in Reports and start with the library's two or three-letter abbreviation.

Libraries are to review their list or lists and take off any copies that no longer need to to be local hold.

Winnefox libraries have agreed to share material on a "my user gets my copy first" basis, regardless of the date the hold is placed.  The basic philosophy within Winnefox is that libraries will share as much of their material as possible.

Cleaning off the holds shelf

Expired/cancelled holds need to be moved along as quickly as possible because usually there is another patron waiting for the item. It is not fair to keep a hold longer for one of your patrons when someone else’s patron is waiting for that item.

Be aware that we have set up the Expire Holds report so that it gives at least one day’s grace anyway. Some libraries have opted for 2 days grace.

Clean Holds Report:
Your library gets this report only on days there is something that needs to be pulled. It produces a list of holds that have expired after being available on the holds shelf for more than 8 days, or that have cancelled by the patron before the expiration date, and puts the item INTRANSIT to the next location.  These items need to be pulled from the hold shelf and scanned with Check Item Status to see what needs to be done with them.

The produced lists are NOT cumulative—each received list needs to be handled by the library.  Libraries need to check for lists on both their open and closed days.

If the user tries to check out the item after it has appeared on the clean-holds report, staff need to do an override.

Things which may appear strange, but are actually normal:

• The Current location is CHECKEDOUT.  This means the hold was cancelled by the patron, but he/she checked it out anyway before staff got to clearing the shelf.

• Items appear on the list before their expiration date.  This means the patron cancelled the hold.

Step-by-Step Instructions: Clean Holds 

Let Karla Smith know if there is anything else strange with your list. 

What to do when an item is on your Clean Holds List but not on your holds shelf
Please refer to the Tracking Missing Holds document.

Holds for book clubs

When copies of a book are needed for a reading club the simplest solution is to place a hold for each member of the club.

If you need to wait for all books to come in before distributing them to patrons, here is the recommended procedure:

  1. Create a Yourlibrary Book Club card with a profile of LIBRARYUSE.
    There are multiple ways of doing this: Last Name “BOOKCLUB” First Name: Person running the club, or Last Name: LIBRARY First Name: BOOKCLUB, etc.  Decide whose address to use, whose email to get the hold notices, etc
    *** The main point is to use a profile of LIBRARYUSE instead of PUBLIC. ***
  2. Place holds on all the copies you need using this card.
  3. As items arrive (or are about to expire), check them out to the GL Book Club card.
  4. As patrons arrive asking for the books, re-check them out to each individual. It will require an override, but that's OK.

This means that the copies have a Current Location of Checkedout so they don't appear Available, and you have a nice long window of opportunity to wait for the readers to come in and pick them up.

Using the Profile of LIBRARYUSE means there won’t be extra padded circ for checking the item out twice.

Since the book club titles will be out of the owning library for a longer period of time, titles should selected that have enough copies and are don’t have more than a few holds.

Adding Hold Notes

How to add a note to a hold to identify what to do with an item when it gets trapped (ex: whether patron needs to be called that their hold is available for not).

Step by step instructions, with screen shots, are available here: Adding Hold Notes.

When placing the hold in WorkFlows, after entering Patron ID and Item ID, look farther down the screen; underneith the Pickup location is the Comments field. Text entered into this field will display in the popup hold alert when an item is discharged or sanned in Check Item Status.