JCU Library Experience Procedures ALMA: Fulfilment

• Sign into ALMA
• Location should be [Your campus]- Circulation desk
• Go to Fulfilment → Resource Requests → Monitor Requests & Item processes
• It will bring up this page

• Select Holds Shelf Processing from the Workflow step of the Facets list (if it doesn't appear there isn't any items to be checked)

• Look for the items on the Holds Shelf
• If the items are there, Return them, making sure you have the Place directly on shelf checked YES

• Place them back on the shelf

If the item is not there, please note in the Missing books off pick list document (R:\LIS_IRS\Client Services\Missing books off pick list folder)

• Sign into ALMA
• Location should be [Your campus]- Circulation desk
• Go to Fulfilment → Resource Requests → Active Hold Shelf
• It will bring up this page

• Sort the list by call number

• Export the list and save as AHL_DATE.xls, in the folder here: R:\LIS_IRS\Library Experience\Active Holds List (if you want to print the list you can but please format the digital spreadsheet as well)
• Remove blank columns, 
• Checking the following information on the item:
  • Who the hold is for Townsville Loans, C&D etc... 
  • The item notes, as it could be for
    • Off Campus,
    • Special Collections
    • Being assessed by C&D for cultural Sensitivity (black box under the returns computer)
    • For a specific ticket e.g. Ticket #4185110 readings/ TADC/ Doc Scans etc...
• Go through and make sure the that each item is on the shelf in the correct order
• Make sure you are checking the following areas for the item
  • Holds Shelf
  • Townsville Loans Tray
  • Document Scan tray 
  • Black Box under returns computer if it is for Nina
• Highlight the items you:
  • Could not find RED
  • Could find GREEN
• Save the list.
• See Processing for how to process the items

Process the found items as follows: 

• Holds Shelf: 
  • If the item is on the Holds Shelf and is meant to be on the holds shelf leave it as is.
  • If the item is on the Holds Shelf but is not meant to be there e.g. Expired hold, remove it from the shelf and return it 

• Document Copy Trays:
  • If the book is in the Document Copy Trays, please check the ticket number and see if the scan has been done,
    • If it has →  then cancel the request and return it. 
    • If it hasn't → scan the request as per the Ticket's instructions then cancel the request and return it

• Townsville Loans Tray:
  • If the book is in the Townsville Loans tray with a note to state why it is there e.g. Off Campus then leave
  • If the book is in the Townsville Loans tray without a note to state why it is there, then look up the item and add a note to the items.

If the item has expired, please advise a Library Experience Team Member. 

If you cannot find the item:

• Create a Ticket in Library Experience Team Queue
  • Question: Missing Active Holds
  • Asked by (name): Put your name
  • Asked by (email): Put your email
• Use the Macro: Missing Active Holds
• Attach the spreadsheet
• Leave the ticket as open.
• The LEA on the next morning will check for the items. 

• Sign into ALMA
• Location should be [Your campus]- Circulation desk
• Go to Fulfilment → Resource Requests → Expired Hold Shelf
• It will bring up this page

• From the list, note down which books to take off the shelf/reshelve into the general collection
• You can remove the items from the reshelving list in two different ways:
  • Click reshelve if you only want to reshelve one book
  • Choose select all and reshelve to apply it to all the books
• Make sure that you are checking each of the tabs and process accordingly.
• It will automatically mark the item as available on the shelf.
• Go to Fulfilment →  checkin/checkout →  Return items to check that it has no other requests on it.
  • If it does not, → place it on the trolleys for reshelving.
  • If it does, → place it on the holds shelf for the patron to collect.
  • If it needs to go to another library, →  place it in the appropriate container to be sent.
  • If it is for Off Campus or Document Copy, → place in the appropriate tray on the Library Experience bench.
  • If  it is for the Collections & Discovery team e.g. Cataloguing, Acquisitions or Inter-Library Loans, → place on appropriate shelf or give to the appropriate person. 

Books on Expired Hold Shelf that are Missing

• If a book on the Expired Hold Shelf is missing you will need to return it before placing it into Missing.
• Go to Fulfilment → Checkin/checkout → Return items
• Make sure you are ticking NO for placing items directly on Hold shelf.  This is just in case the item is on hold for someone else, as we don't want to notify patrons if their books are not able to be collected.

• Return the item
• Check to see if the item is on hold: go to Fulfilment → Resource Request → Monitor Requests and Item Processes
• Search by title or barcode 

• Keep Activity Status as Active

• If the item is:
  • the only item on the record and it is on Hold for another patron then send the Missing item email, as noted in  Contacting Clients when their requests are no longer available
  • not the only item on the record and is on Hold for another patron continue to mark as missing
  • not the only item on the record and is not on Hold for another patron continue to mark as missing
• Once you have checked it back into place and checked for active holds, then make the item missing.
  • Click on the ellipsis [...] and select View Title in Search

• Click on Physical → Items

• Click on the ellipsis [...] and select toggle missing status

• The item will now be made missing.