MeLCat Claims Returned Process

This process is for MeLCat items that patrons claim to have returned but are still checked out to the patrons on MeLCat. Patrons may have gotten overdue notices about these items.

 Policy: 

·  The borrowing library is responsible for items its patrons claim to have returned. 

·   No updates will be made in MeLCat until the supplying library has been contacted to determine if the item has been received. 

·   Claims returned items will be treated as overdue or lost in MeLCat, if the items cannot be located.

Procedure:

1.  If a patron claims to have returned a MeLCat item:

a.  The borrowing library should NOT use the “claims return” feature in the DCB client or MilCirc software. This would remove the virtual item and patron records used by MeLCat to track the loan.
 
Note: DCB library staff are not authorized to use the claims returned button.
 
b.  The borrowing library checks for the item and, if not found, contacts the owning library to see if the item has been returned.

c.  The borrowing library adds a note to their patron’s local system record with this information: “Claimed returned; date claimed to have been returned; MeLCat item record number and owning site’s agency code.” This note does not need to be exported to MeLCat.

 Unautomated libraries may add this note to the patron record on the DCB server.

  d.  The owning library checks for the item and, if the item cannot be found, sends an invoice to the borrowing library for the replacement cost, according to its local policy.

  e.  The borrowing library reimburses the owning library upon receipt of the invoice.

  f.  The borrowing library charges its patron the replacement cost according to its local policy for claims returned items.

i.   Innovative sites can add a manual charge to their patron’s record.

ii.  DCB libraries can use their local systems or do manual billing, as is their practice.

  g.  The borrowing library blocks the patron from making more MeLCat requests according to its local policy. 

h.   After the owning library receives payment, the owning library:   

i.   Receives the item using DCB “My item checkin” or III “Check-in (no patron)”. This deletes the MeLCat virtual item and patron records.

ii.   Changes the status in their local system for that item according to local policy, e.g., to lost or withdrawn.

iii.  If un-automated, or if local system cannot send status information to MeLCat, owning library should use Web Works Quick Edit software to delete the item or change its itype to not requestable.

  i.   If the patron does not pay for the item, the borrowing library may submit a request for reimbursement of a lost MeLCat item to the Library of Michigan according to the procedures.
 

2.   If library staff at a borrowing Innovative library accidentally use the MilCirc claims return function for MeLCat items:

a.  The virtual item and patron information will be deleted.
 

b.  A note will be created on the patron’s record (field x) with claimed returned information, e.g., Claimed returned .i1364727@za012 on Wed Aug 24 2005.

c.   A note will be created on the owning library’s item record (field x) with claimed returned information and the item status will be changed to “z” (Claims returned).

d.  The item status “z” displays as Unrequestable in MeLCat.

e.  The item will be added to the owning Innovative library’s “Items on Search” file or, for DCB libraries, to the DCB server’s “Items on Search” file, which includes all DCB libraries.

f.   If the staff member catches him/herself using claims return for a MeLCat item, s/he should note the item and contact the owning library, as above.

g.  When an owning library checks in a MeLCat item that has accidentally been claimed returned, the DCB and MilCirc software will ask if you want to change the status back to “available”. 

h.  Innovative libraries should periodically:

i.       monitor their “Items on Search” review file to identify MeLCat items that have been accidentally claimed returned. Then they can follow up with the borrowing libraries identified in the note fields of the item records.

ii.      Or, create a list of patrons with note fields (field x) with @

i.   MeLCat central staff will monitor the DCB server’s “Items on Search” review file and notify DCB libraries about their items that have been accidentally claimed returned by Innovative libraries, so they can follow up with the borrowing libraries.
 

3.   If the patron returns the claimed returned item after the owning library has been paid:

a.  The borrowing library contacts the owning library to determine whether to return the item to the owning library, according to the local policy of the owning library.

b.  No refund is expected from the owning library, because the money may already have been spent to replace the item.

c.  The borrowing library refunds money to the patron and clears any patron blocks, according to its local policy.

d.  The owning library reinstates the item in its collection and updates MeLCat holdings, as needed.
 
 
MeL Resource Sharing Policies Committee

February 28, 2006