Library Staff Tech Guide

1.Log into KOHA Staff Client and search for the book/DVD under the tab “Search the catalog”.

2. Browse search results to find the desired book/DVD. Click the “Holds” link found below each result.
 

Alternatively, press the “Place Hold” button from the bibliographic record. 

3. Search for the patron by name, library card number, HCCC email or 7-digit ID

4. Place a hold.

Option 1: place a hold on all copies of this book/DVD. Please confirm the pickup location with the patron, before pressing “Place hold” button.

5. Ask the patron to wait for a ready-for-pickup email from the library. All the hold requests and statuses can be reviewed in the patron’s KOHA account, under the tab “your summary” - “Holds”. 

Available items on hold that are listed at Holds to pull. 

1.Go to KOHA Staff Client -> Circulation -> Holds to pull 

2. Print out the list and retrieve book(s) from stacks.
 

3. If the book is available, check in at KOHA. Click the tab “Check in” and scan the barcode.

In the pop-up window, press “Print slip and confirm”. KOHA will send an email notification to the patron, stating that the item is ready for pickup. The message will also require the patron to reserve a pickup time. At the same time, you’ll see a pop-up to print the slip. Put the slip with the book in a bag. Write the patron's name on the bag. After processing all the holds for the same patron, bring the bag to the designated table waiting for the pickup

4. If the book is missing, mark lost and notify the patron. Also notify the Technical Service Librarian Mei.

Go back to the Holds to pull page and press “Cancel hold” button. Please remember to call the patron about the missing item and ask Mei/tech team to change the item status to missing.

Fully vaccinated students can pick up hold books from the library's service desk. Reservation is optional but not required.

Unvaccinated students can reserve a pickup time and get the book from the designated pickup area.

If patrons prefer a contactless pickup, please refer to the following steps:

1. Patrons call in to reserve a pickup time. 

The Hold Filled notice from the library to patrons includes a link to book a pickup time online. If patrons call in, please still help them reserve a time slot in LibCal. Patrons are required to submit a pickup request 24 hours ahead. Only one reservation is allowed every 30 minutes during open hours.

• a. Log into LibCal staff client first. Use the same credentials as LibStaffer.
• b. Go to LibCal -> Spaces -> Bookings Grids & Availability. NHC staff – please switch to NHC Library.

• c. Select an available time (any green block) that works for the patron, click “Submit Times”, then fill in the patron’s information to add a booking. Be sure to check the box “Send confirmation email to user”.

The patron will get an email confirmation “Your booking has been confirmed” in a couple of minutes.

2. Before pickup.

Our staff can check and print out the daily pickup schedule from LibCal.

Path: LibCal -> Spaces -> Confirmed bookings

For booking details, click any booking from the schedule. You’ll see a similar box below the schedule
 

Pull out all the book bags for the day, based on the schedule. Put them on a table near the circulation desk.

3. When a patron arrives

The patron will call us upon arrival. Our library staff will:

• ask the patron for his/her name and the 3-digit code on the phone.
• locate the book bag for the patron, then check out all the items under the patron’s KOHA account.
• bring the book bag to the pickup table shown as below. 

4. After pickup

Go to LibCal booking schedule and click the booking details (as shown in step 2). Next, click the link (e.g., LC3) in the row Check In/Out, press the Check In button then the Check Out button. It will help with our stats. Thank you!