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BOOKPAGE PROCEDURES
ABOUT THE SERVICE
PROCESSING A REQUEST
SPECIAL CONDITIONS
KEEPING STATISTICS
ABOUT THE SERVICE
Members of the MIT Community who need books from libraries in other parts of the campus and don't have time to pick these up themselves may use the BookPage service to have the books delivered to a nearby library. Only items with a loan period of four weeks and with a status of "Stacks" can be delivered with this service. Most journals and all hourly, daily, or weekly items are NOT delivered through BookPage.
To initiate a BookPage request, a patron can access the BookPage web site at: http://libraries.mit.edu/mitonly/bookpage.html
The form, which restricts access to the MIT Community only, instructs patrons requesting an item to identify both the owning library of a requested item and the library where the item will be picked up. The completed request is sent to the circsearch mailing list.
Circsearch staff are responsible for reading the list daily, identifying items requested from their library, processing those requests, and maintaining statistics on the use of the service. To insure provision of the service during staff absences, each circulation desk should have more than one staff member on the circsearch list. ((Dreaweaver table with list of contact names on Circsearchfor each unit))
PROCESSING A REQUEST:1) Patron fills out the online request form. This form is sent to circsearch@mit.edu.
2) Staff in owning libraries will check circsearch daily for any requested items from their library. Note: If possible,retrievals should occur in the morning to allow items to be placed in afternoon outgoing mail.)
3) Printout any requests where the owning library is <your library>.
4) Take the printout to the stacks and pull the book(s).
5) Place a hold request for the patron who submitted the Bookpage.
a) Scan the item by barcode to lookit up and access the record in the Circulation module.
b) Click the "Hold Request" button. The "Create Hold Request" form will be displayed.
c) At the User ID field click on the "Black Arrow" to browse the User List. Find the name of the patron making the request and click "Select".
d) Enter a Pickup Location. Use the drop down menu by clicking on the "Black Arrow" next to Pickup Location. The pickup location should be the library requested on the Bookpage form.
e) Click "OK" to place the request.
f) Check in the book to activate the hold. You will get a message saying that the Item is "not on loan" and it needs to be routed to the owning library. Acknowledge both message.
g) Place a routing flag in the book for the pickup library and drop it in the outgoing Libraries mail box.
h) Don't include the printout with the item; you will need it for keeping statistics. When the item is checked in at the pickup library, a hold notice for the patron is generated to notify the patron of the item's arrival.6) At the bottom of the Bookpage printout mark the date that the request was submitted and the date that the book was sent (in most instances it should be the same day).
7) Place the completed form in the Bookpage folder.
8) At the end of the month the total number of Bookpage requests filled for that particular month is submitted to the person responsible for entering the monthly statistics into the PS Stats form on Turnpike.
SPECIAL CONDITIONS:
1. If a requested item does not meet the requirements for BookPage, the owning library will inform the patron.
2. If an item is not found on the shelf in the owning library, staff should check Barton to confirm location and the status of In Library.
3. If an item is on loan, a hold will be placed on the item, using the pickup location requested by the patron. The patron will be notified of the hold and the expected return date.
4. If an item is not on loan, a search should be initiated for the item. If the item is owned by (multiple) libraries, place item "On Search" for the patron and notify patron that another copy is available in another library. Forward the request back to Circsearch noting that the item requested is missing from the stacks and needs to be pulled from the other owning library.
5. If an item is not located in the owning library selected by the patron, the request should be forwarded to the circsearch list, with another owning library's name in the body of the email.
6. If an item is owned by only one library, is not on loan and cannot be found on the shelf a search should be initiated for the item in the patron's name. (Notate the search card that this search originated as a failed Bookpage request. Dispose of the paperwork. Unfilled/missing requests are NOT counted in the monthly stats. )7. The owning library may determine it does not have sufficient staff resources to satisfy the total number of requests (for example one patron requesting 12 books a day). In this instance, the owning library may choose to send a portion of the books the first day and the rest the second day.
KEEPING STATISTICS:
At the bottom of each request form you should mark the following information: (There are four fields to cover possible circumstances)
Date received:
Date shipped:
NOS:
Search status:
Please use your printed requests to track statistics. Date received is the date you received the request in your email. Date Shipped is the date the item was placed in library mail. Mark NOS if the item was not on the shelf and a search was started. Search status is there for you to keep track of the period you looked for the item and it's final status--found, declared missing, etc.
Keep these printouts monthly (annually). The totals should be given to the person responsible for entering the monthly statistics into the PS Stats form on Turnpike. Remember that unfilled requests are NOT to be counted in the monthly stats.
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maintained by cir-lib@mit.edu
last updated 15-Jul-2005