Department

Circulation

Procedure

Collection Management - Searches

Purpose

To ensure proper search technique is utilized to increase rate of recovery for misplaced materials.

Overview

When Circulation is notified that an item cannot be located, Circulation Student Assistants and the manager responsible for Stacks Maintenance will perform an extensive search over the course of four (4) weeks. If the item is recovered, it will be returned to its proper place in the stacks. If it is not recovered, the title will be placed on a list to replaced or removed from the system based on use.

Required Knowledge/Skills: Knowledge of: Christopher Center building layout, Library of Congress cataloging system, Galileo web catalog, Millennium Circulation software

Safety Issues/Precautions: Some bending, lifting, and/or twisting may be required

Equipment/Supplies: search slips, pencil, computer with internet access, manager access to Millennium Circulation software

Procedure

1. If a patron cannot find a library item, a Circulation Student Assistant or Manager should double check the item’s availability and location in which it should be located.

              a. Open a web browser and go to the library catalog

              b. Select the yellow tab that has the word “Title” on it.

              c. Enter the title of the missing item.

              d. Click “Submit”

              e. Check to be sure the LC Call Number is correct and that it is listed as “Available”.

              f. Go to the location in the stacks in which the item should be.

              g. Check the appropriate shelf as well as adjacent shelves for the item.

2. If the item is not found, ask the requesting patron to complete a Search Slip.

              a. Search Slips are located in a box between the two (2) computers at the Main Circulation Desk on the 2nd floor.

3. When the Search Slip is complete, it should be given to a manager to change the item’s status to “On Search” in the Millennium Circulation software.

4. To change the status of the item:

               a. Open Millennium Circulation on a computer.

               b. Select the “Search/Holds” option along the left side of the Millennium window.

               c. Enter initials and password.

               d. Change the search index by left clicking on the “Index” button in the center of the Millennium window. When the drop down menu appears, select “c LC CALL #”.

               e. Enter the call number of the missing item.

               f. Verify the information that appears (title, author, LC Call #).

               g. Select the button in the center-right portion of the Millennium window titled “Hold Selected Item”.

ALL PATRON REQUESTED SEARCH ITEMS SHOULD BE PLACED ON HOLD

               h. Change the patron search index by left clicking on the “Index” button in the center of the Millennium window. When the drop down menu appears, select “n NAME” and type the patron’s                           name in the empty field.

               i. Click search.

               j. When the “Place Hold for an Available Item” window appears, select the “Place hold” option.

               k. On the “Search/Holds by Title” page in Millennium, select the “Record i########” tab in the middle of the screen.

               l. In the center on the right side of the Millennium window, double left click on the word “MISSING” in the row field labeled “status”.

               m. In the subsequent pop-up window, select “On Search” in the left-hand column.

               n. On the “Search/Holds by Title” screen, click the “Save” button at the top of window.

               o. On the “Search/Holds by Title” screen, click the “Close” button at the top of the window.

               p. If this search is requested by a patron, click the Insert button in the top menu bar.

                            i. Choose x Note from the drop down menu in the resulting popup window and type in Patron Request Search and click Ok.

5. Place the Search Slip in the box between the two (2) circulation computers behind the “First Search” tab.

6. The first three (3) searches are done by Circulation Student Assistants.

               a. Take a search slip from box between two (2) circulation computers.

               b. Check the back of the slip for the date of the most recent search.

                            i. A particular item cannot be searched for more frequently than once per week. If the date on back of the slip is more recent than seven (7) days, return the slip behind the proper tab                                    and select a new one.

               c. Check the initials on the back of the search slip.

                            i. If the initials are your own, you may not search for the item. You may not search for the same item more than once. Please return the search slip behind the proper tab and select a                                       new one.

               d. In order from top to bottom, carefully check each location listed on the back of the search slip for the missing item.

               e. Place a check mark on the box next to each location you search.

                            i. If you locate the item, please bring it to the Main Circulation Desk on the 2nd floor and check it in using Millennium. Discard the search slip.

                            ii. If you do not locate the item after checking each of the listed locations, return to the Main Circulation Desk on the 2nd floor and place the search slip behind the subsequent tab in                                      the box between the two (2) circulation computers. (For example, if you complete the second (2nd) search, place the search slip behind the tab labeled “Third Search”.

                f. A missing item will be searched for three (3) times by Circulation Student Assistants over the course of three (3) weeks.

                g. After every search, insert a note into the item record that states Search 1 through Search 4 along with date Search was completed.

                h. If the item is still missing, a manager must complete the fourth (4th) and final search no sooner than one week after the third (3rd) search is completed.

7. If the fourth (4th) and final search is unsuccessful, the manager must change the item’s record to “Missing” in Millennium Circulation if the search was initiated internally.

                a. Look in the item record for a note that reads Patron Request Search.

                b. If this note is there, leave the status as (s) On Search.

                c. If this note is not there, change the status to (m) Missing

                d. To update the status of library material, please refer to the procedure titled “Library Materials Status Update” in the wiki.

8. For Patron Request Searches you must cancel the hold that was placed on the item in order to generate a Hold Cancellation Email for the patron.

                a. Open the appropriate patron record and click on Holds.

                b. Select the appropriate title to cancel the Hold for and click on Cancel Holds.

                c. Select Cancel hold, which is the bottom option.

                            i. DO NOT select the option that changes the item status to Missing!

                d. Select Yes on the next pop up screen to Print the hold cancel notice.

                e. Select the drop hold – missing option from the Choose hold cancel message popup window and click Yes.

                f. This will generate a Hold Cancellation email for the patron that will get sent automatically when notices are generated and sent.

9. Discard the search slip.

tjb Updated 5/24/18
srh