What is the "On Search" list?
The "On Search" list includes items that we were unable to find in the book stacks when we went to pull the item.
How often do we run the "On Search" list?
This list should be run at least once per week, but can certainly be run as often as needed. For example, if a several items appear to be missing from the collection, we can run the list immediately and search for the items, rather than wait one week to run the list.
What is the "Claims Returned" list?
The "Claims Returned" list includes items from when a patron claims they have returned an item to Gumberg Library, but the item remains as "checked out" on their account.
How often do we run the "Claims Returned" list?
This list should be run at least once per week, but can certainly be run as often as needed. For example, if a several items appear to be missing from the collection, we can run the list immediately and search for the items, rather than wait one week to run the list.
What is the "Missing" list?
This item status indicates that library staff has searched for an item thoroughly, and cannot locate the item. The item status is changed to "missing" and Library staff will then determine if the item needs to be replaced.
How often do we run the "Missing" list?
The "missing" list is run once a month. This gives ASD time to thoroughly search for items, while also sending Collections & Meta Data Services an updated list of items that may need replaced.
To mark an item as "On Search" in Sierra, follow these steps:
1. Login to Sierra using your personal Sierra login credentials.
2. Navigate to the Search/Holds function in Sierra, and follow the instructions for searching an item.
3. Once you are viewing the item record, double click the STATUS field
4. A new window will appear labeled Select. Here you will find all the statuses that we can label an item. In this instance, we will select "ON SEARCH s." Select OK.
5. The item status should now show as "ON SEARCH." Save and close out of the record.
The item is now saved as "On Search." When patrons look up an item in the catalogue, they can see this status, and can now request the item through EZBorrow since we do not have the item.
Once we mark items to On Search, Claims Returned, or Missing we want to run the list of items with this status so that our work-study students can search for the items in the book stacks.
1. Login to Sierra using your personal Sierra login credentials.
2. Navigate to the Create Lists function in Sierra.
**Please note, do not mistake this for "Creating the On Search List" instructions in this guide. These instructions explain how to simply "run the list" without having to "build the list" each time.
3. Scroll down to File 87 (Gumberg items on search), File 88 (Claims Returned), or File 91 (Missing Items). Select the list you need to run. In this instance, we will select File 87 (Gumberg items on search).
4. Select Search Records. Then select Re-run existing query.
5. The lists will run, and the status will say complete. If the current records increase, that means more items were changed to the item status you are running. If it decreases, that means some item statuses were updated to a different status.
**Please note, it can be helpful to save copies of these lists, so that you can compare each week and see what items have been updated, and to what statuses**
Now that we have run the most updated list, we must print the list so that student employees can take the list down to the stacks and search for the items.
1. Login to Sierra using your personal Sierra login credentials.
2. Navigate to the Create Lists function in Sierra.
3. At the top of the page, select List Records.
4. A new window will open. At the bottom of the window, select Apply Saved List
6. The Retrieve List window will open. At the bototm of the window in the List Name section, select List 4 (Gumberg Holds) or List 7 (Gumberg Claims Returned/Billed). These lists have the same format, and will print the lists in call number order.
7. You've now selected the format in which the list will print. You'll be returned to the List ITEM Information window. Toward the middle of the window, change the Page heading from "Holds List" to "Today's Date On Search List," "Today's Date Claims Returned List," "Todays Date Missing List." Select Print List.
8. A window will appear asking which printer to select. Always select Local Printer. Select the Local Printer used for this job which is \\xprint\gl401xerox.
Click Print. The lists can be placed in the bins with our other pull-slips for work-study students to handle as they arrive.
The On Search and Claims Returned lists should be run at least once every 2 weeks. We want to ensure multiple student aides have searched for these items, so we can be confident that a thorough search has occurred for each item. Once 2-3 students have searched for these items, the following steps will occur:
