How to Fill a

Reserve Request

Part 3 of the Series

on Reserves

Using Agent VERSO

If, while checking the Reserves List, you discover that your library can fill a Reserve request, the

following steps will be found useful.

If you are unsure whether your library can fill a Reserve request, please review Part 1: How to

Check the Reserves List.

Step 1: From View All Reserves, click the button to the right of the item, marked View Reserves. This will display the Item screen in a new window.

Things to Notice on this Screen

This is the patronwho wants the item.

The copy owned by the requesting campus is checkedout.

The item is availableat another campus.

The Reserve isplaced for a Title,not for a specificbarcode.

A note has been added.

Step 2: On the Item Detail screen, find your campus location.

If your campus can provide the item, obtain the item from your shelf,

before filling the Reserve Request.

With the item in hand, continue.

• Close the Item screen• Close the View All Reserves screen• Click on Patron Status & Checkout in the upper left

hand corner of the Menu Panel (Step 4)

1. Type the item barcode into the blank at the top of the screen.

2. Click the radial to select Checkout Reserve. Be careful not to check out normally!

3. Click Submit.

First, type in the patron’s barcode or ID to bring up the patron’s record.

THEN

1

2

Note

Click Submit

3

Step 4 Has Multiple Parts

When you are requesting a Reserve Title, please do not select a particular item or barcode and

“Checkout Reserve” on your side of this process. The filling library may not actually have the item.

Please Reserve only the title of an item and allow the filling library to follow these steps.

If you are in a hurry for an item, you may enter “Please send overnight directly to my campus”

in the Staff Notes area of the Reserve, or you may email a librarian at the location

you think is likely to fill your request.

IMPORTANT:

After clicking Submit on the Patron Record screena window will pop up that will look similar to this one:

Step 5: To set the Pickup Locationclick this dropdown menu.

Select the campus that will be receiving your shipment.

Note that the PickupLocation has been set – and be certainit is set correctly.Sometimes this must be done twice.

5

Step 6: Click Reserve for Checkout.

6

If you want to add or change Staff Notesyou can do it here.

Note from Requesting Library

Note from Filling Library

If you want to enter a special note to the Receiving Library, you may do so BEFORE you complete Step 6 and click on Reserve for Checkout.

This is what the screen looks like when an item has been successfully reserved.

Step 7: Print TWO copiesof the receipt. Clicking Printwill open the dialog box forprinting in Windows. Simplychange the quantity of copies to 2.

Why print 2 copies of the receipt?

• Keep one copy for your records, to show what you sent, when, and to which campus.

• Fold the other copy and insert it inside the front cover of the book or inside the mailing envelope, if a video, so that the receiving library may know why they are receiving this item and to remind them of which patron requested it.

It is now safe to Close the Reserve window.

Note:This is not the same as checking out the item,

because no due date has as yet been assigned.

“Reserve for Checkout” enters the item into a type of limbo, where it is traveling from library to library.

Only after it is received by the requesting library, should an item be checked out to the patron.

Verify:The patron record will now show the

item has been Reserved for Checkout.

Observe how the Patron Record has changed,after completing the Reserve for Checkout process.

This record is now readyfor the receiving libraryto check out the item tothe patron.

Here is what the Item Status screen looks like.

Now, it’s time to physically ship the item.

If your campus has a lot of items shipping via “Fred Pack” on the same day you ship your item, it will likely be shipped quickly

to the receiving campus.

However, if there is no “Fred Pack” that day, or the receiving library has requested rush

shipping, please consider shipping directly to the other library.

The item and patron records have been properly prepared!

To assist with tracking the items you lend or receive,you may want to print out the Item Status screen, at least until the items are returned to their home library.

Keeping records of where youritems have been sent, and whichitems have been borrowed fromother libraries, may be helpful forCollection Development purposes,as well as simple tracking of items.

Insert printouts of the above logs in the front of each section. Behind these printouts, temporarily place a copy of the Item Status printout. Remove and shred the Item Status copy, after the items are returned.

If you would like to track the items (or the quantity of items) that your library is borrowing or lending, you may want to set up a one inch binder with two sections: Borrowed and Sent.

Then, create and maintain two logs on your computer, using MS Word or another word processing application, with the borrowing details of patron name, patron ID, item title, item barcode, the item call number, where you sent the item or where you will return the item, the due date, and, when appropriate, when and how the item was returned.

This tutorial is presented by Jennifer Carless,

Director of Library Servicesfor Keiser University’s

Orlando campus.

Other slideshowsin this series:

How to Check the Reserve List

How to Initiate a Reserve Request

How to Receive a Reserve Item

How to Return a Reserve Item