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Reservations guide

Learn about reservations in Amlib.

Reservations can be created from the Stockitem screen, Borrower screen, Issues Screen or NetOpacs (if permitted by loan rules). For optimum workflow, when placing reservations for borrowers, we recommend placing these from the Stockitem module. This guide covers how to set up and manage Reservations in the Amlib client.

For information on setting up reservations via the NetOpacs see the separate guide “How to Set Up Reservations in the NetOpacs”.

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

Creating Reservations

It is recommended that reservations be created from Stockitem module, as this allows the user to see all items and identify if an item may already be on shelf. This method also allows for the best workflow and interaction with other modules. It also allows a Keyword search whereas the Query window in the Reservations Module is a Browse Search only. Reservations can also be created from the Issues screen or the Reservations screen but these have limitations.

In Amlib navigate to Main > StockItems > Stockitem

  1. Enter your search term and F5 Query
  2. Double click on the title you wish to reserve
  3. Select Item > Reserve Item
  4. Select the preferred Collect At location and OK
  5. On the Borrower Enquiry window enter borrower surname, given name or barcode and F5 Query
  6. Double click on the exact borrower if you have performed a general search
  7. A popup will allow you to select if you reserve the first available copy or a specific copy. To select the first available (recommended) select Yes to the popup (see note below to reserve a single copy)
  8. A confirmation message will be seen, select OK
  9. To see the current reservation on an item, select Item > Current Reserves

Please Note: To reserve a specific copy, rather than the first available item satisfying the reservation, select No at step 8 above. Highlight the specific item you wish to reserve and select Borrower > Reserve Items

Creating Reserves from the Reservation Module

The Reservation Module can be accessed from the Main Menu icon, Main > Circulation > Reservations, from Circulation Menus or using the Shortcut Ctrl Q.

  1. Enter the Borrower Barcode or search from the F4 Borrower Search from the Borrower Menu or use the Function key
  2. Find the Item/s to be reserved from the F5 Item Search from the Item Menu or use the Function key. This is a Browse Search
  3. Items found in the Search are placed in a Potential Reservations List in the window at the base of the screen.
  4. Reservations can be satisfied on an ANY or EVERY item basis for multiple reserves. Ensure this is correct before selecting Reserve items.

    ANY: Any item highlighted will satisfy the reserve when returned and subsequently all others will be cancelled – for example when multiple copies of an Item are reserved

    EVERY: Every item highlighted will stay as reserved. None will be cancelled unless processed by the operator – For example, if reserving several items by the same Author or by Subject Topic
  5. To Reserve the item/s, ensure that the Collect at: Location is correct, highlight one or more items and select F3 Reserve Items from the Borrower Menu or use the Function Key
  6. The Reserve Count will increase in the Rsv column
  7. To check the Reserves in more detail, select Borrower Reserves from the Borrower Menu
  8. To clear the Potential Reservation list, select F10 Clear Item List from the Item Menu or use the Function key

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 Reserveit will go to the first on the list, if the next library then selects Yes and Retain Reserveit 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.

Status

Explanation

ISSUE

Item was on loan when reserved (reserve placed via

Amlib client)

ON LOAN

Item was on loan when reserved (reserve placed via

Opacs)

SHELF

Item was on shelf (available)

when reserved

RETURN

Item has been returned

AFTER reservation placed

TRANSFER

Item was on transfer when

reserved

ORDER

Item was on order when

reserved

READY

Reservation on item has been CANCELLED through an expiry report and is now

ready for the next reader

PRINTED

Item was included in a

scheduled Reservation report with Update Res Status = Y

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

Reservations Notifications

A reservation notification report should be set up to advise patrons when they have reservations waiting on the shelf for them. For instructions see separate Reservations Notices guide.

Reservations on Shelf

If you library allows patrons to place reservations via the NetOpacs on items that are on the shelf, you will need to set up a pick list report (see separate Reservation Notices guide) or employ the Res Get Procedure (see separate Res Get Procedure guide). These are both different ways of advising library staff which items need to be collected from the shelf to be run through returns and included in the reservation process.

Reservations in NetOpacs

For information on setting up reservations via the NetOpacs see the separate guide “How to Set Up Reservations in the NetOpacs”.

 

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