Lending to Another Library

Inter-library Loan is the process whereby a patron of one library can borrow books, DVDs, music, etc. and/or receive photocopies of documents that are owned by another library.

This documents how you can use LibraryWorld to lend items to another library.

First, you need to set up policies for a new patron type 'Library' and then create a patron record for each library you want to lend to using the patron type 'Library'. Then check out to the patron (library) using the normal circulation procedures.

Detailed setup procedures:

1. Go to Settings->Policies, and add a new Patron Type Limit named 'Library'. Set Max Checkouts and Max Overdues as appropriate, probably higher than regular patrons. This will apply to all 'Library' patrons.
2. Add a new Loan Period and Fine policy, making sure the patron type field says 'Library'. The loan period should be longer than normal.
3. Go to the Patrons module and add a New Patron. Enter an abbreviated name for the library in the Name field. Enter the contact name in the Address 1 field and normal address information in the rest of the fields. Make sure the patron type field says 'Library'. Also, make sure you include an email address.

Checking the item out:

1. Go to Circulation and click Checkout (usually defaults).
2. Enter the abbreviated library name as entered in the patron record and press the Enter key.
3. Scan or type the barcode number for each item being checked out to that library, carefully reviewing the circulation due dates to verify that the patron type policies for 'Library' are taking effect.

To run a report of all items checked out to other libraries:

1. Go to the Patrons module, select 'Type' from the drop-down menu, enter 'Library' and press the Enter key.
2. View the list of patron records of type Library. This is your findset.
3. Go to Reports and run any of the Checked Out, Overdue or even Email reports being careful to choose the 'Patron Findset Only' option before executing. This will run the report for only those patrons included in the find set you created.

Overdues by Due Date Range

A new feature in LibraryWorld allows you to run overdue reports by a range of due dates.  Sometimes you just want to run overdue notices for patrons that have  seriously overdue items.  Now you can do a patron advanced range search to find patrons with items overdue between two dates.  Then you just run any of the patron overdue reports, choosing the patron find set option.  

Here are the step by step instructions.

Go to the Patron module and select the Advanced button.   Enter two dates in the Range search fields, say 2018-09-01 to 2018-12-31, and do the search.   You'll be shown all patrons with items with due dates between those two dates.  You may be able to just stop there and browse the find set; calling or talking directly to each patron.  Or, you can use one of the many reports.  

To use a report, go to the Reports page and select one of the reports dealing with items checked out or overdue; like notices, letters or even email.   Choose a report and then make sure you select the option to use the patron find set.  This will create a report with only those items that are out and due between the two dates you searched on.

There are occasions where items may have been  placed back on the shelf without being checked in.    These be will get discovered during an inventory, but that might not happen often.  So you can run a report to see if the seriously late overdue items may be on the shelf.  To do so, click on the Advanced button in the Catalog module.  Use the Range search to search on Due Date between two dates. The resulting find set will display catalog records with items due between those dates.  Now go to the Reports module and select the holdings report by call number.   This will display by call number the items overdue between the two dates you searched.  You can print this report and check the shelves for the items.

Range searching by due date can be a very handy method for focusing your time on  seriously overdue items.