Aleph Loan Procedures

1. Click on the Loan tab (tab 1, or press F5)

2. Scan the barcode on the patron’s red campus ID.

   1. If the barcode is unreadable, enter the alphanumeric ID number, prefixed with ‘BC-‘.

   2. If this doesn’t work, click the ‘…’ button and search for the patron by name, in “lastname, firstname” format. Ask the patron for their address in order to confirm that you have the correct account.

   3. If you still aren’t able to find the patron, they are not in the database. Follow the Patron Registration procedures.

   4. NOTE: UMBC faculty/staff/students who do not have their campus ID with them must show a photo ID. Special Borrowers must show their library card AND a photo ID. Patrons who do not have the required identification on them may not check out books.

3. Scan the book barcode. If the book is not a UMBC book, the barcode may be located on the title page, or inside or outside the back cover.

4. Verify that all books have been loaned successfully by comparing the number of books to the number of entries listed in the lower right pane of the Loan tab.

5. Ask the patron if they would like a receipt. If so, click the “Print Session” button.

6. Desensitize the books.

7. Give the books and ID to the patron and tell them the due date(s).

For a list of loan periods and privileges for different patron types, see UMBC Loan Privileges.

Aleph Loan Error Messages

“Unable to find item”

1. It’s possible that the book did not scan properly. Clear the barcode field and scan it again.

2. If this doesn’t work, then the then the barcode is not linked to a record in Aleph and you will have to create a record. Follow the instructions here, and then check out the item.

“Expiry date has passed”

1. To verify patron status:

   1. Have students, faculty, or staff log into MyUMBC

   2. Ask Special Borrowers to show their photo ID, and check the Completed Special Borrower Registrations drawer for their registration form.

   3. Students, staff, and faculty of other campuses must contact their campus library to update their account.

2. To update the patron’s account:

   1. Go to the Patron tab (tab 3, or press F7).

   2. Go to “Local Information”, under “Patron Registration” in the left pane.

   3. Click on the MA150 line, then click “Get Defaults” and “Update”

   4. Click on the BC line, then click “Get Defaults” and “Update”

   5. Click on “Address Information” and confirm that the address is correct. If needed, update it and click “Update”

   6. You should now be able to complete the loan.

“Account Blocked - <block number and explanation”

For an explanation of block types, see Blocks.

1. Go to the Patron tab (tab 3, or press F7).

2. Click on “Global Patron Information”, then on “Global Blocks and Notes” in the right pane.

3. If the issue is one that can be resolved (updated address, fines, etc), resolve it and then set the block to “00” and click “Update” to clear it.

4. If the issue is one that you cannot resolve, explain the situation to the patron and offer to hold the books for a day while they deal with the issue.

   1. The following blocks cannot be cleared:

      1. 6 or more lost books

      2. 3 or more overdue Recalled items

      3.  More than $750 in fines owed

1. If an 04 block has been placed by another campus, override it and have the patron contact that campus to have the block cleared.

“Item cannot be loaned. It is already on loan.”

1. Return the book.

2. If the book is late, print a receipt for the return, write “Found On Shelf” along with the date and your initials, and give the receipt to the Billing Manager so that she can waive the fines.

3. If the book is claimed returned, print a receipt for the return, write “Item was PCR” along with the date and your initials, and give the receipt to your supervisor.

“Item has holds”

1. The book cannot be loaned to the patron. Return the item, print the hold or transfer slip, and put it on the return cart.

2. Offer to place a hold on the item for the patron, so that they will be next in line to check it out.

“Patron is not allowed to borrow items from this status”

1. Make sure that the item is not non-circulating (e.g. Reference or Stacks Reference).

2. If the patron is not UMBC student/staff/faculty, they will be unable to check out reserves or keys. Explain the situation to the patron.

“Patron has item(s) on hold”

1. Process the loan as normal.

2. Check the hold shelf for loans for this patron, and check those out as well.

3. If you cannot find anything on the hold shelf for the patron:

   1. Go to the Patron tab (tab 3, or press F7) and click on “Hold Requests”

   2. Click on the item that says “on hold until <date>”

   3. Verify that the pickup location is BC and that the end hold date has not passed.

   4. If the book should be here, but is not, print an item slip for it, write a note explaining the problem, date & initial it, and leave it on Vivien’s desk.

   5. Explain to the patron that a staff member will contact them when the problem has been resolved.

“This item has been requested by other patrons”

1. Process the loan as normal.

2. Warn the patron that they will likely receive a Recall Notice for this item, which will reduce the loan period to 14 days.

“This item is on hold for another patron”

1. Check the name on the Hold Slip to verify that it matches the patron at the desk (you might have pulled the wrong book) and follow these procedures: 

2. If the names don’t match, go back to the hold shelves and look for the correct name.

3. If the names do match, check that the title on the hold slip matches the title of the book. 

4. If the titles don’t match, click on the Item tab and scan the book’s barcode.

   1. Click on Item Holds in the Navigation pane. 

   2. Check for the Patron Name found in the List of Hold Requests tab in the upper pane.

   3. Look for that name on the hold shelf and see if the slips were switched. 

5. If you cannot find the book, tell the patron that there is a problem and that someone will contact them after investigating it. 

6. Print out an Item slip for the missing book and write a detailed note (explain the problem and include Patron contact information, your full name and today’s date) on it. 

“Item has been Claimed Returned”

1. Return item in Aleph.

2. Print a Return Receipt,

3. Write “Item was PCR” on the receipt along with the date and your initials. Give the receipt to the Stacks Supervisor.

4. Check out the item to the patron.

“Item has been Declared Lost”

1. Return item in Aleph.

2. Print a Return Receipt

3. Write “Found OS” on the receipt, along with the date and your initials. Give the receipt to Chrisie so that she can waive any fines as needed.

4. Check out the item to the patron.

“Item has the following process status <IP/LP/MI/RM>”

1. DO NOT check out an item with one of these process statuses.

2. Give the item to a staff member and ask them to correct the problem.

3. If the process status is MI - Missing or RM - Reported Missing:

   1. Print out an Item Slip.

   2. Write “Item was MI” or “Item was RM”, along with the date and your initials, and give the slip to the Stacks Supervisor.

4. Once the problem is resolved, check out the item to the patron.