Cataloging - Hold Sheltering Items (Partners Sharing Group)

Cataloging - Hold Sheltering Items (Partners Sharing Group)

About

This article covers the hold-sheltering procedures for the Partners Sharing Group, specifically how to catalog items to be sheltered, then how to un-shelter them, either through an automated report or manually.

Is Sheltering Mandatory?

No, sheltering isn't mandatory - it's optional. 

The Partners Sharing Group decided that:
  1. Sheltering items for 28 days is permissible.
  2. Grab-n-Go and leased items will fill local holds.
  3. Special collection items are exempt
  4. The system will use a report to automatically un-shelter items at 28 days past their creation date; however, staff can manually un-shelter items early.

Sheltering Items

For instructions on sheltering on-order items, first see the section on Sheltering On-Order Items below.

To shelter an item:
1. Search for the correct bib record in Call Number and Item Maintenance.
2. Click Add Call Number (if you haven't added your item to the record already).
3. Select the sheltering item type of choice:
  1. Only patrons belonging to your library can place holds on these items.
    1. 14DAYLOCAL or 28DAYLOCAL
  2. Only patrons belonging to your library OR branches can place holds on these items. 
    1. 14DAYBR or 28DAYBR
Please  open a ticket requesting that items move among branches (if you haven't already); the sys admins will need to do additional configuration.

4. Select the item cat1 that describes your item, e.g. BOOK.  The following item cat1s are excluded from the un-sheltering report, which means the system won't automatically change their item type to one that is unsheltered:
    1. COMPUTER
    2. EQUIPMENT
    3. E-READER
    4. GAME
    5. HOTSPOT
    6. KIT
    7. LAPTOP
    8. MAGAZINE
    9. REALIA
    10. TABLET
    11. TOY
5. Select the home location the new item would normally have at your library, e.g. NEW, FICTION, STACKS, etc.
Item information with the item type, home location, and item cat1 fields highlighted

6. Finish cataloging the item as you normally would.
7. Click Save.

Sheltering On-Order Items

The un-sheltering report selects items based on their item creation date, which means items added to the catalog before they're received could be un-sheltered too soon.  If you manually add on-order items before they're received (rather than using the Acquisitions module), you should add a new item record once you have the item in hand then delete the initial placeholder item record.
For information on removing an item with a hold(s) on it, see Cataloging - Problem Discards.
If your library uses the Acquisitions module to load items after receipt, please disregard these steps. 

Un-Sheltering Items

The system uses a report to automatically un-shelter items at 28 days past their creation date; however, staff can manually un-shelter items early (see Manual Procedure section below).

The report runs  weekly on Saturdays, changing the item type of materials that have been 28+ days sheltered to NEW/ 14DAY/ 28DAY, depending on which item type your library uses. The converted items that have holds will appear on the Onshelf Items (OSH) list.

Manual Procedure

To manually un-shelter items:
1. Log into BLUEcloud Analytics.
2. Go to BCA MTSC > Shared Reports > Sharing Groups > Partners.
3. Click the report Partners LOCAL Items. This will give you a list of sheltered items.
4. Staff can now follow their typical process for changing new items' item types/home locations.
For more info on how to change item types (and more) in bulk, please refer to Cataloging - Modifying Items in Bulk.

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