13 – CCSD Holds Program Policies and Agreement
CCSD Symphony Circulation Manual (08/16)
CHERRY CREEK SCHOOL DISTRICT
HOLDS PROGRAM
POLICIES AND AGREEMENT
revised May 2007
Symphony Users’ Group
One of the reasons for maintaining a district-wide library automation system is
to facilitate the sharing of resources between libraries. The “Holds Program”
refers to the processes, procedures, and policies used in Symphony to request
materials from other libraries for checkout for a patron at your library.
Successful participation in the Holds Program is dependent upon the
willingness of librarians to cooperate and to comply with the Holds Program
policies. These policies are set forth below. Please read them very carefully. A
form for acknowledging compliance with the policies and choosing to
participate in the Holds Program is found on the last page. We encourage all
libraries to participate in this program. With the exception of a new school,
participation implies loaning materials as well as borrowing them.
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Hold requests are to be made using the Symphony system. Please do not
request materials using email.
Hold requests should be read and responded to every day that a library is
open (see chapter 15). Hold requests are listed in a Symphony system report
that is run on Sunday-Thursday evenings and forwarded to your library’s email
account, holds can also be found using the Onshelf Hold wizard. A library
should make every attempt to respond to Hold requests when the school is in
session. For special circumstances, such as book fairs, it is advisable to post
an email message in advance, notifying other libraries of the upcoming event.
This will allow libraries to request from other locations during that time.
Every Hold request must be acted upon in some way. If a Hold request
cannot be filled (i.e., the item is either needed at the school or cannot be
found), the requesting school should be advised by email or phone within 24
hours. Once the requesting school has been notified, it must follow through
and remove the Hold on the item. If the item is missing, it should be marked as
such by the owning library, using the Missing Wizard.
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13 – CCSD Holds Program Policies and Agreement
CCSD Symphony Circulation Manual (08/16)
At present, all fully-cataloged library materials are available for Holds,
with the exception of Reference materials, Periodicals, Book Room
materials (Call # begins with BR) and items placed on Reserve. In the
future, the Symphony system should support a way to mark any fullycataloged item as non-Holdable; however that is not currently possible. Library
materials that are circulating on Brief Title records are non-Holdable because
their location is UN-CAT. We encourage libraries to have their materials fully
cataloged, so that they are searchable in the online catalog, but we
acknowledge that right now there is no easy way for libraries to mark specific
items to be exempt from Holds.
Holiday books are exempt from Hold requests during the season for which
they are needed. Libraries should endeavor to purchase sufficient holiday
materials for their own needs.
Best sellers and new “hot topic” titles are generally reserved for students
and staff of the owning library for the first few months following
processing. Holds should not be placed on these titles unless the borrowing
library has permission from the owning library. CCBA books should not be
requested for at least 3 months after the announcement of the awards.
If multiple copies of a title are needed, they should be requested from
multiple libraries, using Symphony. Please do not request every copy of a
library’s title, or all books by one author or all books on one subject from one
library. Please use discretion in trying to assemble class sets. It is advisable to
call a library before placing Holds if multiple copies of a title will be needed.
Please do not make generic requests via email to a group of libraries for
multiple books on a topic or multiple copies of one title.
Hold requests should be spread across a variety of participating libraries.
Please make every effort to avoid frequent placing of Holds on libraries at the
top or bottom of the alphabet.
New libraries are exempt from Holds placed by other libraries during the
first year that they are open. A new library may place Holds on materials
held by other libraries.
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13 – CCSD Holds Program Policies and Agreement
CCSD Symphony Circulation Manual (08/16)
Each library is responsible for returning loaned materials as soon as
possible, and for preventing them from being accidentally shelved at the
borrowing library. Please refer to the Holds instructions in the Symphony
Circulation Manual for ways to manage items on loan from other libraries.
Borrowing libraries that would like to renew an item more than once for
the initial requesting patron must make a phone call “check” with the
loaning library prior to renewal. One renewal, only, is the policy. It is not
acceptable for the borrowing library to circulate the item to a different patron;
it must be returned to the owning library when it is checked-in from the initial
requesting patron.
The borrowing library assumes responsibility for the loaned item.
When a student or staff member at a school borrows an item, the borrowing
library is assuming responsibility for its patron. If the item is lost or damaged
while in a patron's possession, or if a student or staff member leaves the school
without returning a borrowed item, the borrowing library should notify the
loaning library promptly and pay for or exactly replace the item.
The borrowing library may not modify another library’s item or patron
records. However, the loaning library is permitted to adjust its own item
records for billing and retrieval purposes.
If an item is lost in transit to a borrowing library, it is the loaning
library’s loss. It is the responsibility of the borrowing library to notify the
loaning library as soon as possible that the in transit item has not been
received.
If an item is lost in transit after being circulated at the borrowing library,
it is the borrowing library’s loss. It is the responsibility of the borrowing
library to promptly pay for or exactly replace the lost in transit item.
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13 – CCSD Holds Program Policies and Agreement
CCSD Symphony Circulation Manual (08/16)
HOLDS PROGRAM
PARTICIPATION AGREEMENT
2016/2017 School Year
Please make a photocopy of this page. Read the statement below, complete the requested
information, sign, and return the copy to the Library System Administrator at Bibliographic
Services.
“Our library staff members agree to abide by the policies set forth in The Cherry Creek Schools
Holds Program Policies and Agreement. We understand that if a student or staff member at our
school borrows an item, our library is assuming responsibility for our patron. If the item is lost or
damaged while in our patron's possession, we agree to notify the loaning library and promptly
make arrangements with it for payment or replacement. We understand that the Holds Program
works best if we all cooperate to ensure the return of materials to the owning library in a timely
manner.”
If your library wishes to participate in the Holds Program for this school year, please sign below.
Date ______________________________________________________________________
Participating Library ______________________________________________________
Printed Name _____________________________________________________________
Title ______________________________________________________________________
Signature _________________________________________________________________
If your library is unable to participate in the Holds Program for this school year, please sign
below.
Date ______________________________________________________________________
Non-Participating Library _________________________________________________
Printed Name _____________________________________________________________
Title ______________________________________________________________________
Signature _________________________________________________________________
Reason ___________________________________________________________________
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