Shelf-Expired / Clearable Holds



Shelf-Expired Holds, also referred to as "clearable holds" are ready for pickup holds that have been on the holds shelf for longer than 7 days. These holds need to be cancelled and the patron billed for Failure to Pickup Hold, and the items removed from the Holds Shelf and returned to circulation.

Shelf Expire Time

Available holds should be picked up within 7 days. After 7 days, they should be remved from the shelf and returned to the owning library, or captured to fill other holds. The 7 day hold shelf expire time is defined system-wide and is automatically applied to holds when they are made available.

ALERT! Shelf expired holds are NOT automatically cancelled or cleared from the BrowseHoldsShelf list. This must be done by using the "Clear these Holds" options, or manually cancelling the holds.

View Clearable Holds

Shelf expired holds can be separated from the full hold list by clicking View Clearable Holds. Ready-for-pickup holds that had been cancelled (by staff or patrons) will also appear in the View Clearable Holds list.

Expired and cancelled holds will continue to display in the Browse Holds Shelf list - regardless of HoldStatus - until the items have been scanned in CheckInItems.

View Shelf-Expired Holds and Clear these Holds without Billing for Failure to Pickup Hold

The View Shelf-Expired Holds and Clear these Holds functions are intended to allow staff to easily cancel holds that were not picked up within the 7-day window.

ALERT! Clear these Holds does NOT apply a Failure to Pickup Hold bill, or allow an opportunity to retrieve the patron account.

  1. Open Browse Holds Shelf
  2. Check View Clearable Holds
  3. Pull expired hold items from the shelf
  4. Click Clear These Holds to trigger these changes:
    • Hold Status = Canceled
    • Cancel Cause = Hold Shelf expiration
    • The hold is cleared from the patron account
    • The CopyStatus remains "On Holds Shelf"
  5. In a new tab open CheckInItems
  6. Scan each item removed from the shelf to clear the copy status and route as needed

Cancel Shelf-Expired Holds and Apply Failure to Pickup Hold bills

  1. Open Browse Holds Shelf
  2. Click View Clearable Holds
  3. Using the Column Picker, add Patron Barcode and/or Patron Lastname column(s); click a patron column header to sort the list by patron
  4. Pull expired hold items from the shelf
  5. To cancel all holds, click Clear These Holds; the Status updates to Cancelled
  6. Make note of the item title or Copy it
    1. Right click on a hold, click Copy to Clipboard
    2. Click on the Title, click OK
    3. The title will be later pasted into the Failure to Pickup Hold Fee bill
  7. Right click on one hold, select Retrieve Patron; the patron account opens in a new tab
    • If a patron has multiple holds that have not been picked up, you can create one bill for all items, or individual bills for each item
  8. Click Bills
  9. Click Bill Patron
  10. In the Bill Patron Wizard
    • Select Billing Type: Failure to Pickup Hold Fee
    • Amount = $1.00
    • In the Note Field, type the title of the item, or right click and Paste if copied
    • Click Submit this Bill
  11. The Failure to Pickup Hold Fee bill will appear in the Bills list
    • In the PatronBills list, the Last Billing Note column can be added to display the Title of the hold item in the list IF the title is the first thing in the bill note field
  12. Close the patron record and return to Browse Hold Shelf to repeat for each expired hold until all have been billed
  13. Open a new tab, open CheckInItems
  14. Scan each item from the shelf to route as needed
Topic Subject Holds
Service Evergreen
Documentation type Procedure

Includes RT Form? No

Topic revision: r7 - 28 Aug 2015 - 09:25:11 - LindsayStratton

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