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Location Policy

Use this screen to configure item availability, hold fulfillment availability, reshelving period, and in processing status for items based on their location.

Implementing/migrating libraries: Do not edit Location Policy until your Implementation Manager has notified you that your migration is complete.

  • If you change these settings before your migration is complete, all of your items will have these settings.
    • If you change Available to Unavailable, your items will have the status of Unavailable.
    • If you change In Processing Mode to Until Checked In, your items will have the status of In Processing until they are manually checked in.

Processing order

Each row you configure forms an individual location policy. The system processes policies in this order:

  1. Top to bottom (policies)
  2. Left to right (settings that make up the policy)

Create or edit location policies

If a location policy affects item availability, in some situations you may need to check the item in for the location policy to apply:

  1. You add or edit a location policy and the availability changes for items already in that location.
    Example: Your library has a shelving location called "Out for Repair" and you decide you want items in that location to Unavailable.
    • You create a location policy that stipulates Unavailable for all items in the "Out for Repair" location.
    • To implement the change in availability for items in this location, you must check in the items.
  2. You are applying an existing location policy to an item that you are moving to that location.
    Example: Your library has a branch location called "Institutional Archives" and you want to move an item from the "Main Branch" to this location.
    • The availability for items in this location is set to Unavailable.
    • For the location policy to be applied and availability to change, you must check in the item.

Create or edit a location policy

  1. On the Location Policy screen, fill in the fields in the order below:
    1. Holding Location: Holding Code, as set on the Holding Codes Translation Table screen. You must select a holding location in order to select a shelving location.
    2. Shelving Location: Shelving Location, as set on the Holding Codes Translation Table screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location.
    3. Material Format: Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format.
    4. Available?: Select if items at this location show as Available or Unavailable in the WorldCat Local/Discovery.
      • Items marked Unavailable are not available for circulation and cannot fulfill holds.
      • Changing item availability on this screen does not automatically change the item status. Item status will only change after the item is checked in.
      • For more information on how statuses appear to patrons and staff, see Check item status or location.
    5. Fulfill Holds for: Select patrons for which staff (without an override) can place holds for items at this location. Settings vary, depending on whether your library has multiple branches or is part of a WMS group. See 6. Can Override Holds? below for more information on override settings.
      • Library with a single location: You have two options.
        • All patrons: Hold requests are allowed.
        • No patrons: Hold requests are not allowed.
      • Library with branch locations: You have three options.
        • All patrons: Items from this location can fulfill hold requests for any patron.
        • Branch patrons only: Only patrons whose Home Branch (in their patron record) matches the Location Policy of the item can place a hold on the title.
          • For titles where this is the only branch that holds a qualifying item:
            • The item may only be requested by patrons whose Home Branch matches the Holding Location of the item.
            • Patrons from other branches cannot request these items.
          • For titles where there are qualifying items across multiple branches:
            • Items at the selected Holding Location may only be requested by patrons whose Home Branch matches the Holding Location of the item.
            • Patrons from other branches cannot request the items from this Holding Location.
            • However, there may be other location policies in place that allow the items at other Holding Locations to be requested by any patron, regardless of the patron's Home Branch.
        • Other branch patrons only: Items from this location can only fulfill hold requests for patrons of other branches.
        • No patrons: Items from this location cannot be used to fulfill hold requests.
      • Library that is part of a WMS group
        • All patrons: Items from this location can fulfill hold requests for any patron.
        • Branch patrons only: Only patrons whose Home Branch (in their patron record) matches the Holding Location of the item can place a hold on the title
          • For titles where this is the only branch that holds a qualifying item:
            • The item may be requested only by patrons whose Home Branch matches the Holding Location of the item
            • Patrons with other Home Branches will not be able to request these items
          • For titles where there are qualify items across multiple branches:
            • Any item at the selected Holding Location may be requested only by patrons whose Home Branch matches the Holding Location of the item
            • Patrons from other branches will not be able to request items from this Holding Location
            • However, there may be other location policies in place that allow the items at those holding locations to be requested by any patron regardless of the patron's home branch
        • Institution patrons only: Only patrons whose home institution matches the holding institution of the item can place a hold request on the title.
          • For titles where this is the only institution in a group that holds a qualifying item:
            • The item may only be requested by patrons whose home institution matches the holding institution of the item.
            • Patrons from other institutions cannot request these items.
          • For titles where there are qualifying items across multiple institutions in the group:
            • Items at the selected institution may be requested only by patrons whose home institution matches the holding institution of the item.
            • Patrons from other institutions cannot request the items from this library.
            • However, there may be other location policies in place that allow the items at those institutions to be requested by any patron regardless of the patron's home institution.
        • Other branch patrons: Items from this location can only fulfill hold requests for patrons of other branches in my WMS Group, including my institution.
        • Other institution patrons only: Items from this location can only fulfill hold requests for the patrons of other institutions in my WMS group.
        • No patrons: Items from this location cannot be used to fulfill hold requests.
    6. Can Override Holds?: Select if holds on items at this location can be overridden.
      • Can Override Holds: Hold requests that are blocked based on the setting you selected in 5. Fulfill Holds for can be overridden by staff.
      • Cannot Override Holds: Hold requests can never be overridden by staff. Select if hold requests should never be allowed based on the location policy 
      • Example: You do not allow holds to be placed on items in your reference collection. (Shelving Location = Reference)
        • Select the following settings:
          • FulFill Holds For = No patrons
          • Can Override Holds? = Cannot Override Holds
      • Example: You do not allow holds to be placed on items in your Main Branch, New Books location. However, a title was specifically requested by a faculty member (Home Branch = Law Library) for preview, and you want to place a hold for them. (Shelving Location = New Books)
        • Select the following settings:
          • Fulfill Holds For = Branch patrons only
          • Can Override Holds? = Can Override Holds
    7. Reshelving Period: Enter the reshelving period.
      • For the amount of time you enter, the item will have the status of Recently Returned (Available) in WMS.
      • If you do not want to set a reshelving period, enter 0.
      • For more information on how statuses appear to patrons and staff, see Check item status or location.
    8. In Processing Mode: In the In Processing Mode field, select if newly added items should display the status of In Processing in WMS.
      • For Period: A specified period of time, as set in the In Processing Period field (see step 9)
      • None: Never
      • Until Checked In: Until the item is checked in at the item's Holding Location
      • For more information on how statuses appear to patrons and staff, see Check item status or location.
    9. In Processing Period: If you selected For Period in the In Processing Mode field, enter the amount of time that the item will display the status of In Processing in WMS after the item is created in the In Processing Period field.
  2. If needed, add or delete rows to add or delete policies.
    • To add a row, click the Add button (Add button).
    • To delete a row, click the Remove button (Remove button).
  3. Click Save.

Prevent hold requests based on shelving location

Watch a video

Prevent hold requests based on shelving location (11:48)

Your library may wish to restrict placement of holds based on shelving location. This video shows where to set hold restrictions in the Location Policy, options available for single location libraries, those with branches, and those part of a WMS group. It also demonstrates both the staff and patron interfaces when attempting to place a hold for these restricted locations.

 

Related policies

Location Policy depends upon:

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