circulation and reserves

CIRCULATION AND RESERVES
CHALLENGES AND POSSIBLE SOLUTIONS IN WMS AND
WORLDCAT LOCAL
PRESENTERS: CECILIA HUI, KERI KIRKPATRICK, AND NATE KAVANAUGH
DE ANZA COLLEGE LIBRARY
DE ANZA LIBRARY ACADEMIC RESERVES
•  The Library has an extensive academic reserves collecBon, which includes textbooks, calculators, laptops, and other study aids. Reserve items have various circulaBon rules ranging from 2 hours to 3 weeks. The majority of the items are under one of the hourly circulaBon rules. •  The Reserves have the highest circulaBon rate of any collecBon in the Library. •  Academic reserves are located behind the circulaBon desk. •  At the desk, students request reserve materials in a variety of ways: •  By Btle •  By course name or number •  By instructor name •  By call number CIRCULATION RULES FOR RESERVES
•  2 hours
•  24 hours
•  2 hours overnight
•  72 hours
•  4 hours
•  1 week
•  4 hours overnight
•  3 weeks
FINDING RESERVES
•  Staff generally use WorldCat Local to locate Reserves for students because:
•  WMS has no options for searching by course name and ID or instructor name
•  WorldCat Local provides an easy link to all editions and formats for textbooks
•  Challenge
•  WorldCat shows only the due date for items but not the due time. The most common question we get from
students checking out reserves is, "How soon will a copy be returned?" Patrons looking at the online catalog on
their own will not know when items are due.
•  Workaround
•  Look up title record in WMS and click on each patron record associated with each checked out item within the
title record. Repeat this action for each individual item in the record. This is a tedious and time consuming process.
•  Solution to OCLC
•  Make WorldCat Local display both the due date and time
SEARCHING FOR COURSE RESERVES - WORLDCAT
LOCAL AND WMS
•  Challenges:
•  When searching for a specific course or instructor in WorldCat Local, terms need to be spelled exactly correct,
otherwise "No records found." is the result. ("BIO" vs "BIOL").
•  Search terms in WMS also need to be spelled exactly correct.
•  Course records may show inaccurate number of items in contrast with actual Reserves holdings.
•  Workaround:
•  Worldcat Local: Entering the possible/incorrect course prefix with an asterisk ( * ) will produce desired search
results. Students searching on their own will not know about this strategy.
•  Solution to OCLC:
•  Suggested search terms based on incorrectly spelled initial search terms (ex: Google search, "did you mean […]?"
•  Parenthetical items next to the course link should mirror the actual current holdings for that course.
SEARCHING IN WORLDCAT LOCAL
SEARCHING IN WORLCAT LOCAL
SEARCHING IN WMS
SEARCHING COURSE RESERVES IN WORLDCAT
LOCAL
•  The original WorldCat Local search box does not include searching for Course Reserves
materials, but hiding under Search drop down menu
•  Librarians prefer course reserves as a tab than separate items listed on the library web
page
SEARCHING IN LIBRARY WEBPAGE
ADDING COURSE RESERVES SEARCH TAB

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ADDING COURSE RESERVES TAB CONTINUES
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OVERNIGHT RESERVES CIRCULATION
•  Some of the hourly circulation rules for reserves allow for items to be taken overnight:
•  If the Library closing time is before the end of the 2 or 4 hour circulation rule, the due date and time for the
materials is the following morning by 8:30 AM
•  24 and 72 hour circulation rules may be checked out over the weekend if the Library would be closed on the
actual due date.
•  Challenge:
•  There is no way to configure WMS to make these types of due dates and times automatic.
•  Workaround:
•  Staff must remember to manually change the due dates and times for these items at certain times of the day and
certain days of the week to ensure that the patrons get the items for the appropriate time period.
•  Solution to OCLC:
•  More flexibility in configuring due dates and times taking into consideration Library hours and overnight check
outs.
HOLDS
•  Our library policy does not permit holds to be placed on Reserve materials due to high demand and
accessibility issues.
•  Some of the Library's materials are available both on reserve and in the general collection; these appear
in the same title record with different shelving locations for each item. This is also true with Reference
materials.
•  Challenge
•  We would like to allow patrons to place holds online through WorldCat Local, but we can't because there is no
way to disallow holds on those Reserves that fall under title records with regular circulating items.
•  Workaround – None.
•  Solution to OCLC
•  Allow configuration of holds by shelving location.
BILLS
•  Materials not returned on time accrue overdue fees according to their circulation rules.
•  Patrons commonly ask what the original check out date of the item for which a fine accrued was.
•  Circulation rules vary widely for Reserve items; it is difficult to deduce the check out date from the information given in the Bills Tab.
•  Challenges
•  The Bills Tab does not contain information regarding the original check out date of items that have accrued fines.
•  Back dated check ins show the actual check in day and time as the Date Billed, rather than the date and time chosen as the back
date.
•  Workaround
•  From the Bills tab, copy and paste the barcode number of the item that has a fine into the "Discover Items" search bar. Look at the
item location to figure out what the circulation rule is. Look at a calendar and do the math to deduce the original check out date.
•  There is no workaround for the second challenge.
• 
Solution to OCLC
•  Display the date checked out, date returned, and bill date in the Bills tab, or allow libraries to configure their patron Bills tab to
suit their needs.
THANK YOU FOR JOINING US
•  Questions?
•  Comments
•  Cecilia Hui [email protected]
•  Keri Kirkpatrick [email protected]
•  Nate Kavanaugh [email protected]

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