1. Emory person places the request for microfilm under their name.
2. Item arrives and patron receives an automatic notice.
a. Find a drawer in the microfilm cabinet where the microfilm can fit.
b. Make a label for the item or add the item to the existing label. Include the title of the microfilm, in bold, and the microfilm number.
3. Patron arrives and asks to pick up item.
4. We retrieve item from the drawer. Ideally, we would check the item out to the patron.
5. Patron uses the item.
a. If the PATRON IS DONE with the item—
a. Check the item and see if it ever got checked out to the patron. If so, check the item back in and place it back on the cart.
b. If there is a hold on the item, remove the hold, then check the item in twice. Then place item on the cart
b. If the PATRON IS NOT DONE with the item—
a. Fill out a Visitor Request form for the patron and the item. Make sure to clearly indicate the patron’s name, contact information, and approximately how long they need the item (you may want to get this information and then let the patron go). Then make sure to clearly indicate the title of the item, the Microfilm number and title. File the form under Materials in Use, under the Visitor Request Form folder.
b. Check the item out to MIC-REQ1.
c. Put the microfilm back in the drawer.
d. When the patron is done with the item
i. Pull the form from the Materials in Use folder within the Visitor Request Form file. Make a note on the page that the item is being sent back and the patron is done. Date and initial the note. File the form in the Materials Sent Back folder.
ii. Check the item in.
iii. Place the item on the Stacks cart.
If microfilm has been checked out to MICREQ1 for about 10 days, the Circulation email will receive a reminder notice. Basically, we want to check in with the patron and see if they’re still using the item, and then act accordingly.
1. Desk supervisor observes that a notice has come in to the department in-box about microfilm. This means there is microfilm checked out to MICREQ01.
2. Check the Materials in Use file in the Visitor Request Form in the cabinet. If you don’t find anything, check the other two folders as well (New Requests and Materials Sent Back).
3. Check for notes! Look for emails and notes on the form that indicate whether the patron has given an updated indication of when they will be done with the item. Check the department email for both the patron’s name and for their email.
a. If you do find a note indicating a longer amount of time needed, update information according, either by renewing the material or extending the loan due date. (If there is a recent note that indicates that the patron definitely does not need the item anymore, pull the item, remove that title from the label or remove the entire label, check the item in, and place it on the Stacks cart.)
b. If you can’t find a recent note, send the patron an email from the desk email. In the email, please inform the patron that we will return the item if we do not receive a response from them within 2 business days.
c. Make a note on the form itself that you have contacted the patron, and return the form to the Materials in Use folder.
4. File the notice in the Visitor Request email file.
5. When the patron responds
a. If the patron is done, pull the item and label, check the item in, and shelve on Stacks cart. Pull the form, make a note that the item is being sent back, and file the form under Materials Sent Back.
b. If the patron is not done, renew the item on the account. Make a note on the form itself.
Microfilm will appear on the Expired Holds List, because the hold has expired. It will either be on the patron’s personal account, or on the MIC-REQ account.
1. If the microfilm is on a patron’s account, email the patron and ask if they still need the item.
a. If they respond that they will be in soon to use the item, just extend the expiration date on the hold.
b. If they respond that they won’t be using the item for a while, ask if they are comfortable with re-placing the request at a later date. If they respond that they are okay with that, just cancel the hold from the list (cancelling the hold from the list should automatically send the item in transit back to Storage or back to level 1).
*Whatever the decision, your goal is to remove the item from the Expired Holds list and have a complete paper trail. Your patron should also be clear that the item will no longer be on hold at the LSD for them.
2. If the microfilm is on the MIC-REQ account:
a. Pull the request form.
b. Email the patron and ask if they are done or still using the item.
1. Either extend the hold or
2. Remove the hold, depending on their answer.
c. Make a note on the form accordingly, and re-file the form accordingly.
1. A patron places a request for microfilm or microfiche using the Visitor Material Request Form found on the Woodruff website. We receive the request in our libraryservicedesk Outlook account.
2. In order to format the request and print it out, open the Visitor Request Form located on the desktop.
3. Copy the information from the email request and paste it onto the Visitor Request Form.
4. Enter the date the request came in and initial in the space provided. Print the form.
5. Move the email over to the folder for the Visitor requests.
6. Now, look up the Microfilm/fiche and see where the item is located. Check the list of microforms that are kept here at the library. The list is posted at the supervisor’s desk.
7. If the item is located on Level 1, retrieve the item and bring it to the LSD.
8. If the item is located at the Library Service Center, place a request for the account MIC-REQ1.
9. If the item is not at the LSC or on Level 1, tell the patron that we cannot access this material at this time. If they are Emory, they can place an ILL request. If not Emory, they can go to their home library to place an ILL request.
10. Send an email to the patron letting them know that their request has been received. If the item was on level 1 and is now available, let them know it is now available. If the item was at the Library Service Center, let them know that we have placed a request for the item in the system, and that the item should be available within a couple of business days. When it arrives, we will notify them.
11. Make a note on the form that the patron has been notified, and file the form as a new request. The new request folder will be in the Visitor Materials Requests file, in the gold cabinet to the left of the Circulation Desk.
12. When the item arrives, notify the patron that the item is available. Make a label for the outside of the drawer that the item is going to be in, and place the item in that drawer.
13. Pull the form and make a note that you have notified the patron.
14. When the patron arrives, pull the item and let them use it.
15. When the patron is done that day, if they intend to use the item later, check the item out to MIC-REQ1 then return the item to the corresponding drawer.
16. If they are done using the item, and they do not intend to use the item again, cancel the hold, return the item twice, then place the item on the Stacks cart. The stacks team will then either reshelve it on level 1 or return it to the Library Service Center. Pull the form and make a note that you returned the item. File the Request Form in the Completed file.
17. Ten days after an item is either placed on hold or checked out, the hold or loan will expire. A notice will arrive in the libraryservicedesk Outlook account letting us know. At that point, pull the Request Form to determine whether or not the patron still needs the item. Check the dates for which they requested the item and look for any other notes that may pertain to how long the patron hopes to use the item. If you find no indication that the patron still needs the item, remove the hold or return it in Alma. Place the item on the stacks cart. If there is some doubt about whether or not the patron is through with the item, contact them for clarification.