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    Managing the Hold Shelf

    Translatable
    To manage the hold shelf, you must have the following role:
    • Requests Operator
    After a physical item that was requested by a patron is picked up from a shelf in the stacks (see Pickup at Shelf), it is sent to the hold shelf at the circulation desk. When the item arrives, its barcode is scanned (see Scanning Items at the Hold Shelf) so the Circulation Desk Operator can manage it (see Managing Active Hold Shelf Items), and an email is sent to the requested patron indicating the date until which the item is to remain on the hold shelf.
    Items are retained on the hold shelf until the date specified in Held Until. The date is determined by the Hold Shelf Period policy from the request terms of use (see Adding Fulfillment Policies) and the Maximum time on hold shelf definition from the circulation desk (see Adding a Circulation Desk). The earlier value of the two is used. Only the library's open days are counted in determining the date.
    While the item is on the hold shelf, the Requests Operator can request to update the request expiration date or cancel the request (see Managing Active Hold Shelf Items).
    If the patron fails to pick up the item by the expiration date:
    1. The item’s request expires (see Managing Expired Hold Shelf Items) and the item is returned to its permanent location.
    2. Notification is sent to the requesting patron.

    Scanning Items at the Hold Shelf

    For instructions on scanning in items, see Scanning Items.
    After the item is scanned, an email is sent to the requester indicating that the item can be picked up from the circulation desk.
    The following is an example of the email sent to a requester, listing details of the requested item. The email is also placed in the Attachments tab of the User Details page.
    Place On Hold Shelf Email
    Emails can be customized on the General Configuration page by the General System Administrator (see Configuring Alma Letters).

    Managing Active Hold Shelf Items

    From the moment the item arrives at the hold shelf until it is removed, it is considered to be on the active hold shelf of the circulation desk.
    The Active Hold Shelf option appears only when you are at a circulation desk; see Switching Library Desks/Departments.
    The Active Hold Shelf Items page (Fulfillment > Resource Requests > Active Hold Shelf Items) displays the following options for each active hold shelf item that is waiting to be picked up by a patron:
    • Place in Queue – Indicates the place of the item in the requests queue. Click the number to open the Request Queue page (see Viewing and Handling Processes and Requests).
    • Cancel request – See To cancel a request:. When canceling requests on the hold shelf, they are marked as expired and displayed on the Expired Hold Shelf (see Managing Expired Hold Shelf Items). When canceling a resource sharing borrowing request on the hold shelf, the request also appears in the Resource Sharing Borrowing Requests list if the item is in a process (see Managing Resource Sharing Borrowing Requests). 
    • Update expiry – Opens the Update Expiration Date dialog box, in which you can change the request expiration date.
    • Mark as missing – Opens the Mark as Missing page, on which you can mark an item as missing. if the request is not connected to an item, all items under this holding will be marked as missing.
    After performing one of the above actions, click Back to return to the Active Hold Shelf Items page.
    If the circulation desk is defined as a reading room, three tabs appear on the Active Hold Shelf Items page:
    • Waiting for Pickup – Active hold shelf items that are waiting to be picked up by a patron, as described above.
    • Held by Patron – Requested items that are currently held by a patron. When selecting this tab, the name of the page changes to At Reading Room Items. Select from the following options:
      • Receive from patron – Receive the item from the patron. The item is transferred to the On Shelf (Not Final) tab.
      • Print slip – Prints a call slip for the item that can subsequently be attached to the item by the Requests Operator.
        You can generate print slips for multiple items simultaneously by selecting the check boxes of the relevant items and clicking the Print Slips button.
    • On Shelf (Not Final) – Items that have been loaned to a patron but are still on the shelf in the reading room. Select from the following options:
      • Loan to patron – Transfers the item to the patron. The item is transferred to the Held by Patron tab.
      • Print slip – Prints a call slip for the item that can subsequently be attached to the item by the Requests Operator.
    You can select from the Sort by drop-down list to sort results by specific criteria. The options displayed vary, depending on the currently selected tab.
    The default option that is displayed is the option you selected for hold shelf sorting at the circulation desk, in the Hold shelf sorting field on the Circulation Desk – General Information page (see the Has hold shelf description in Circulation Desk – General Information Fields table in Adding a Circulation Desk).
    To cancel a request:
    1. Click Cancel request for the relevant item. The Confirm Request Cancellation page opens.
      Confirm Cancellation Page
    2. From the Cancellation reason drop-down list, select a reason for cancellation.

      To customize cancellation reasons, contact Ex Libris Support.
    3. Enter any notes in the Cancellation note field.
    4. To send an email (Ful Cancel Request Letter) notifying the requester that the request has been canceled and that the item has been returned to its permanent location, select the Notify user check box. To configure the email, see Configuring Alma Letters.
    5. Click Confirm. The request is canceled and the item is returned to its permanent location. The next step for the item is displayed at the top of the page.
    The following is an example of an email sent to a requester, listing details of the canceled item. The email is also placed in the Attachments tab of the User Details page.
    Email Notification of Cancellation

    Managing Expired Hold Shelf Items

    When an item’s expiration date is reached, the item is listed on the Expired Hold Shelf page. The item will appear on both the Active and Expired Hold Shelf pages until it is rejected, at which point the item will be removed from the Active Hold Shelf page. If the item is not collected by a specified time, it is removed from the circulation desk’s hold shelf and returned to its permanent location.
    To manage an expired hold shelf item:
    1. On the Expired Hold Shelf Items page (Fulfillment > Resource Requests > Expired Hold Shelf), select the criteria for sorting the results in the Sort by field.

      The default option that is displayed in the Sort by field is the option you selected for hold shelf sorting at the circulation desk, in the Hold shelf sorting field on the Circulation Desk – General Information page (see the Has hold shelf description in Circulation Desk – General Information Fields table in Adding a Circulation Desk).
      The Expired Hold Shelf option appears only when you are at a circulation desk; see Switching Library Desks/Departments.
      When the circulation desk is also a reading room, the Items drop-down list displays, where you select the type of items you want to view: Picked up by user or Waiting for pickup.
    2. Select one of the following tabs:
      Expired Hold Shelf Tabs
      • Reshelve - Displays all expired requests for items belonging to the current circulation desk and for which there is no other request in the queue.
        To reshelve an item, click the Reshelve link beneath the item or, to reshelve multiple items, select the check boxes of the relevant items and click Reshelve.
      • Send to Circulation Desk - Lists all requests for items belonging to a different circulation desk in the same library or that are requested for pickup at another desk within the same library.
        To send an item to another circulation desk, click the Transit link beneath the item or, to send multiple items, select the check boxes of the relevant items and click Transit. A transit slip is printed and the item is put in transit.
      • Send to Library - Lists all requests for items belonging to a different library or that are requested for pickup at another library.
        To send an item to another library, click the Transit link beneath the item or, to send multiple items, select the check boxes of the relevant items and click Transit. A transit slip is printed and the item is put in transit.
      • Activate Next - Activates the next request in the queue, which cancels the first request and makes the item available to the next requester.
        To make an item available to the next patron, click the Activate next link beneath the item or, for multiple items, select the check boxes of the relevant items and click Activate next. The following occurs:
        • A cancellation message is sent to the current requester, and the request is deleted.
        • The item is placed on the active hold shelf for the next patron who has requested this item.
        • A call slip is printed for the item with the new requester’s details.
      • Send to Institution - Lists all requests for items belonging to a different institution or that are requested for pickup at another institution.
        Expired Hold Shelf Send to Institution.png
        Expired Hold Shelf Send to Institution.png
        Expired Hold Shelf Items Page - Send to Institution Tab
    To send an item to another institution, click the Transit link beneath the item or, to send multiple items, select the check boxes of the relevant items and click Transit. A transit slip is printed and the item is put in transit.
    To edit an item in any tab, click the item number or the Edit request link beneath the item. The Create Request page is displayed, where you can edit the fields described in Request Attributes table in Creating a Request.

    To update the request expiration date for an item in any tab, click the Update expiry link beneath the request and modify the expiration date in the Update Expiration Date dialog box.
    Resource sharing borrowing requests with multiple items will list each item separately. In contrast, the Primo My Account request list shows only one line item per request. This is because Primo displays only the resource sharing request, regardless of how many items shipped to fulfill the request, while Alma displays all the items to the operator that are on shelf or in transit.  For more information, see Resource Sharing Requests with Multiple Items.