For several months, the ILS Circulation Services Subcomittee (CSC) and the Resource Sharing Work Group have been discussing and fine-tuning the policies and procedures for placing multiple copy holds including book group holds. The Resource Sharing Work Group has also developed policies for appropriate staff use of other library's materials, including multiple copies of the same title.
Placing Book Group and Multiple Copy Hold Requests
It is no longer necessary to send an email after placing multiple copy holds. Koha automatically moves the holds through the available copies in the system. This is, however, dependent on each library in the shared ILS running and processing their holds queue report at least once per day. If this is not done, holds may become "stuck" on one library's report. Library staff placing multiple copy holds should 1) place holds far enough in advance that they can all be delivered and 2) monitor the holds and take action if it appears they are not being filled in a timely manner. This is all explained in the new "Book Group and Multiple Copy Holds" workflow.
Library Staff Use of Other Libraries’ Materials
One of the charges to the Resource Sharing Work Group was to review how materials are circulated between libraries. This was extended to include the use of other libraries' materials by library staff, including multiple copies of the same title. The Work Group drafted a policy on this topic which has been approved by the CSC and which will be included in the policies to be submitted to the ILS Committee for adoption. It is suggested that all library staff familiarize themselves with the whole policy, but here is the portion pertaining to multiple copy holds:
- Place all‐copy holds at least a week ahead of when needed, so no email is required.
- Limit to books that are not high demand/new.
- Suspended holds may be used until books are no longer new/high demand.
Since book discussion groups are "events" the following regarding holds on materials for events also applies:
- For single events only, not long‐term or ongoing displays.
- Keep for maximum of one week.
- Send materials back immediately after event.