Summit Borrowing Behind-the-scenes Nancy Nathanson, Resource Sharing Program Manager (541)

2 A popular and growing service Orbis Cascade Summit

3 Patron-initiated borrowing: search & request from unified holdings of all member libraries automated ILL, or expanded circ? –software –agreements & policies patrons materials loan rules (time, fees, etc.) Summit Borrowing

4 … easier for patrons … easier for staff verify patron and find available copy sort requests & prepare paging slips track status, due dates consolidated union catalog 24 x 7 established uniform agreements

6 central maintains links with all the local sites central real time continuous polling; real time updating over the Internet

7 patron records patrons

8 maintaining the database for example: –receiving order, status now "in process" –updating bib. record, such as author heading update, completing contents note for multi-vol. set –changing item status from 'at bindery' to 'available' Local sites automatically send updates to the central machine

9 central also asks for information

10 The basic rules 2. Eligible patrons 3. Loan periods & renewals (regular, short, CRL) 4. Fines and fees (replacement, overdues CRL) 1. Circulating items

11 what’s circulating in Summit?

12 mapping = translating the code local IType code what it means in different local systems ChemeketaEOUTESC 000 Non-circulatingEOU Regular booksEvergreen book 001 Non-circ, ReferenceEOU Oregon DocsEvergreen CDs 007 Fiction (Gen’l Interest)EOU Audio CD'sEvergreen Game 008 Fiction (Childrens)EOU SlidesEvergreen ILL- Borrowed 009 Fiction (Teens)EOU FilmstripsEvergreen ILL – Microfilm 020 Magazine (Gen’l Inter)EOU NewspaperEvergreen Slide Libr. same code value means different things on different local systems

13 mapping = translating the code ChemeketaEOUTESC same code value translates to different action at central 200 regular loan 201 non-circ 202 short loan

14 mapping = translating the code local PType code what it means in different local systems ChemeketaWSU or OHSUClark or SMU 040CCC Student-no DCRetired StaffCannell ILL 041CCC Faculty/Staff Internal chargeCannell Reserve 050Library staff - NoDCCALS undergrad Commun.Borr’s 062CCC Study RoomOHSU-Shriners 063CCC Day useOHSU-VA 140CCC Student, non-credit SMU Undergrad same code value means different things on different local systems

15 mapping = translating the code same code value translates to different action at central Pos. 1Position 2Position 3 “2” for Summit 0=No CRL 3=with CRL 1=undergrad 2=grad 3=faculty 4=staff 6=special patron 201 = Summit, No CRL, Undergrad

16 mapping = translating the code ChemeketaWSU or OHSU Clark or SMU same code value translates to different action at central

“Sharing Materials”

18 Data is loaded, sites are connected. How does it work now? Borrowing site Owning (lending) site Pickup Location Summit “central”

19 Patron finds something in the union catalog and requests it Borrowing site I want that book!

20 now central is the go-between

21 ? available status requestable item type (IType) Authorize the request: the item Can this be requested? Are there any available copies?

22 central will stop a request … … when the book is available at the patron's home library

23 Is the patron authorized? Patron verification screen Authorize the request: the patron

24 Selecting the pickup location at home institution or another home Pickup Loc’s main circ branch lib. satellite campus Other (PUA) locations Clark-Main Library COCC-Circulation Desk CWU-Circ Desk EOU-circ desk EWU-circ desk EWU-CALS GFU-Newberg GFU-Portland L&C-circ desk Linfield-McMin. Linfield-Portland Marylhurst-circ desk OHSU-circ desk OGI-circ desk Authorize the request: pickup location

25 Summit Borrowing—Pickup location or PUA Borrowing site Owning (lending) site Pickup Anywhere Location May have several Pickup Loc’s May have >1 pickup loc for PUA Summit “central”

26 central selects one place to fill the request Selecting the item to request

27 multiple copies

28 comparing requests received and made

29 Load balancing

30 Lowest priority. You’re last to get a request when anyone else is attached to the record. Very low priority Still pretty low; Summit is still looking to others before you You’re going to get more than those guys Summit sends more requests your way when it gets the chance You’re 1 st in line every time you’re on the record Priority codes

31 Summit sends data to Owning and Borrowing sites send item data, attach to Patron record (“virtual item”) initiate transactions, send data to all parties send patron data, attach to Item record (“virtual patron”)

32 send patron data, attach to Item record (“virtual patron”) send item data, attach to Patron record (“virtual item”) Summit sends data also to PUA database for access by Owning and Pickup sites Transactions -- Pickup anywhere site?

33 at Owning site: print paging slips, page item, check out to Borrowing or PUA site add Due Date update status “in transit” Checkout #1: Institution checkout

Loan rule (determine due date) local patron type local item type central PTypes central rule types undergradallow CRL grad facultyno CRL staff onsite visitorvisiting patron central ITypes non-circ circ, regular loan circ, short loan

35 checkout and prepare item for courier local patron type local item type central PTypes central rule types undergradallow CRL grad facultyno CRL staff onsite visitorvisiting patron central ITypes non-circ circ, regular loan circ, short loan

36 checkout and prepare item for courier 2. courier bag 3. courier bag label 1. bookband or label

37 at Borrowing or PUA site: receive item, check in, notify patron update status: “received” Checkin #1

38 Borrowing or PUA site: check out to patron update: patron checkout info Checkout #2: Patron checkout

39 Borrowing or PUA site: check in from patron, return item to Owning site update status: “returned” Checkin #2

40 check in at Owning Site temporary patron & item data deleted Checkin #3

41 Trouble-shooting: Paging slip file Paging slip file empty, or few requests? … don’t ignore it – take action!

42 tips, help, and consortium practices Web pages –Staffhome –Sharing Materials –How-to guide contacts –policy & procedures –daily problem-solving lists –Summit Borrowing –Courier

43 More to think about: Relationship to affiliated institutions who can borrow; courier service Visiting Patron auto VP with inst’n loan rule, auto VP with local loan rules Pickup Anywhere Local policies and patron services InterLibrary Loan vs Summit Borrowing Fines & fees (replacement, overdue, CRL) time on hold shelf – ignore weekend days?

“Sharing Materials”