Reservations guide

Supervisor Parameters

1. In Amlib navigate to Main > Supervisor > Installation – the Installation (DEFAULT) screen will display
2. Click on the Circulation tab
3. Locate the setting “Keep a reservation for a maximum number of ###days” and set this to the number of days you would like to allow the patron to collect the item before the reservation expires and it is removed from the hold shelf for the next patron – for example 10 days
4. Locate the setting “Memo borrower when a reserved item is returned (Y/N)” and set this to Y. This setting means that every time a reserved item is returned, a memo will be placed on the borrower record of the patron who is next in the queue to receive the item. The patron can see this memo in NetOpacs MyDetails if this is set up, and if the patron is wanded through the Issues screen then a memo will pop up advising that the borrower has a reserve waiting for them
5. F3 Save then log out of Amlib and back in

Loan Parameters

1. In Amlib navigate to Main > Borrowers > Borrower Types
2. Highlight the Borrower Type you would like to edit the reservation rules for and select F7 Loan
   
3. The Loan Parameters and Borrower Types screen will display for that particular borrower type. This example uses the combination for Borrower Type and Form code.
   • Edit the Can Resv (Y/N) and Rsve Qty columns as necessary and F3 Save
   • Can Rsve (Y/N) – whether that borrower type can reserve items of that form type
   • Rsve Qty – how many items of that form type the borrower type can have on reserve at one time

Please Note: The F8 Same button will set all Form/Stats codes to have the same loan parameters as the top line of the table- use with caution.

Setting Loan Rules by Location

It is possible to set loan rules differently for each circulation location. This is only necessary if you genuinely need to have items circulating differently at branches. Generally setting the loan rules as above using just a combination of Borrower types and Form Codes (or Stats Codes) is sufficient, however to add separate loan rules for locations:

1. In Amlib navigate to Main > Supervisor > Installation – the Installation (DEFAULT) screen will display
2. Click on the Circulation tab
3. Locate the setting “Are there different loan parameters for each location (Y/N/G)” and change to Y (or G is you site uses group security which is not common)
   
4. F3 Save then log out of Amlib and back in
5. The Loan Parameters screen will then show a location box for the location you are logged in at. Set loan and reservation parameters for this location then F3 Save
   
6. Select the F7 Locn button, double click on another location and then set the loan and reservation parameters for that location and F3 Save. Repeat for all locations

Setting Overall Reservation Limits by Borrower Type

It is possible to set overall limits per borrower on the type on the number of reservations (of any form type) a patron may have at one time. Setting these will override the setting above.

1. In Amlib navigate to Main > Borrowers > Borrower Types
2. Locate the borrower type you would like to place the overall reservation limit on and alter the column as necessary – for example HSC Group 2 students may have 20 reservations at one time
3. F3 Save then log out of the Borrower Module on all PCs

From Circulation

Reservations can also be made via the Issues Window from the Borrower Menu, Go to Reserve for Borrower

Returning / Checking in Items on Reserve – Managing Reservations

When a reserved item is returned, through either Standard Returns or Chute Returns, a message will display.

1. Wand returned items through returns as usual, if the following reservation popup is displayed, generally you would select Yes to return the item and keep the reservation on the item. At this point a memo will automatically be generated on that Borrower which will also display when the borrower next loans an item
   
2. Then press the F11 button or key to generate a reservation slip which will be sent to the default printer of that computer
3. NOTE: Returns at multiple branches when returned simultaneously: if all stockitem items attached to the one catalogue record have a reserve on them by same borrower – when these items are returned simultaneously at different branches –
   1. The first library branch that selects ‘Yes and Retain Reserve’ it will go to the first on the list, if the next library then selects Yes and Retain Reserve’ it goes automatically to the next person on the reservation list and so on.
   2. If there is only one reserve by same borrower on all StockItems attached to a catalogue record - when these items are returned simultaneously at different branches. The first library to return the item will be able to select ‘Yes and Retain Reserve’ the items for the next in queue, the second library will now get a pop-up to say the “Reservation has already been satisfied at a different branch by what item number”
   3. OR If the second library happens to select Cancel “Return and Cancel reserve” a pop- up will appear telling them that there is no longer any reserves on this item.

Please note the other return options are:

• Cancel – which will return the item but cancel the reservation for that borrower (not often used)
• No – Abandon the return (for instance if the patron changes this mind about returning the item, again not often used)

Cancelling Reservations

To cancel a reservation, being up the reservation in one of the following ways:

1. From the Borrower Module
   1. Go to Main > Borrowers > Borrower and search for the patron
   2. Select Borrower > Current Reserves
   3. Highlight the reservation to cancel and select F4 Cancel and Yes to the popup
   4. Select F3 Save

1. From the Stockitem Module
   1. Navigate to Main > Stockitems > Stockitem and search for the item
   2. Select Item > Current Reserves
   3. Highlight the reservation to cancel and select F4 Cancel and Yes to the popup
   4. Select F3 Save

1. From the Issues Module
   1. Navigate to Main > Circulation > Issues and bring up the patron
   2. Select Borrower > Borrower Reserves
   3. Highlight the reservation to cancel and select F4 Cancel and Yes to the popup
   4. Select F3 Save

Reservation Statuses

When an item is placed on reserve, a Reservation Status is placed against that item. The status is important as the reservations reports use this status as a determinant for what to print and what not to.

Reserve Queue

A patron’s position in the reservation queue can be altered when necessary.

1. Navigate to Main > Stockitems > Stockitem and search for the item
2. Select Item > Current Reserves
   
   Notice that the Q Pos column increases in steps of 5. This allows the queue to be shuffled easily by nominating a number before other patrons – for example changing the Q Pos for Leeanne Nagle below to 9 will place her in the queue before Brendan Jones. It is also important to note that if the first item on the list has been auctioned – for example has a status of Return (as below) or Printed, then no reservation shuffle should be placed ahead of this patron.
3. Locate the borrower that you would like to move up the reservation queue and alter their number in the Q Pos then F3 Save

Reserve Allocate

Reserve Allocate is used to add reservations to copies where other items sharing that same Catalogue record have reservations – for example: new items added to the database sharing a catalogue record with other items already reserved.

1. Launch the Amlib client
2. Go to Main > StockItems > Stockitem – the Stockitem screen will display
3. Locate the item to be added using an F5 Query (or by typing in the Item No)
   
4. Once the item is displayed, select Item > ReserveAllocate from the menu – the ReAllocate Stockitem Reservations table will display with a list of items attached to the same catalogue record that are already reserved:
   
5. Highlight the reservations you wish to add to the new item (this is usually the whole list)
   
6. Click the F2 AddTo button – the new item will be added to the top of the list:
   
7. Click the F3 Save button
8. To trigger the reservation, the new item can be placed through Returns