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SWIFT-Prospector Borrowing in AspenCat/Koha

Prospector Item Check in

When an item is requested via Prospector (indicated by the courier slip and/or the presence of a Prospector paging slip inside the front cover of the item – see the Sample Prospector Paging Slip), your first step will be to check in the item in Koha.  Scan the item barcode through the Check in function. A confirmation dialog will appear with the note: Prospector ILL. Click Yes, checkin (Y) to proceed. 

Koha confirm checkin dialog box

Within the Hold found dialog, click Print slip and confirm (P), or Confirm hold (Y) if you do not wish to print a slip. 

Koha hold found dialog box

Manage ILL Requests

Once the Prospector request has been confirmed, you will need to Receive the item from the Manage ILL request page. There are a couple of different ways to access Manage ILL request – the one you choose may depend on your workflow or staff preference. 

Option 1: Title Record

To access the Manage ILL request page from the requested title record, click on the hyperlinked title from the grid on the Check in screen after you have scanned the barcode and confirmed the hold.

Koha checkin screen

Once in the title record, click the hyperlinked Request # that appears below the bibliographic information and proceed to the Receive Item section below.

Koha title details screen

Option 2: Patron Record

Within Koha, Prospector requests are available to view and manage within the ILL requests history area of the patron record. After you have checked the item in and confirmed the hold,, retrieve the requesting patron’s record by clicking on the hyperlinked title from the grid on the Check in screen.

Koha checkin screen

Next, click the hyperlinked Hold for: [patron name (barcode)] in the Status column.

Koha title details screen

From the patron record, select ILL requests history from the menu on the left. Click the Manage request button in the row for the requested item and proceed to Receive the item.

Koha ILL requests history screen

Receive Item

From the Manage ILL request page, click Receive item, to let the Prospector/INN-Reach system know that the item has arrived. 

Koha manage ILL requests screen

At this point, the item can be placed on the Hold Shelf for the requesting patron and the patron will be notified through the normal notification process. When the hold is picked up, follow your normal procedure to check it out to the patron. The Prospector due date will be automatically assigned. 

Check in and Return Requests

When items your patrons borrowed through Prospector come back to your library, you will need to check in the item and complete the request within the ILL requests history area of the patron record.

Scan the item barcode through the Check in function. A confirmation dialog will appear with the note: Prospector ILL. Click Yes, checkin (Y) to proceed. 

Koha confirm checkin dialog box

After you have checked the item in, navigate to the Manage request by clicking on the hyperlinked title from the grid on the Check in screen after you’ve scanned the barcode.

Koha checkin screen

Once in the title record, click the hyperlinked Request # that appears below the bibliographic information.

Koha title details screen

From the Manage ILL request page, click Item in transit, to let the Prospector/INN-Reach system know that the item is on its way back to the owning library. You will also need to manually create a courier slip. You can determine the lending library’s courier code based on the ItemAgencyCode that appears on this page. Agency Codes and their corresponding courier codes can be found on the Prospector Document Delivery Committee Master Contact List.

Koha manage ILL request screen

Sample Prospector Paging Slip

All requests made by your patrons through Prospector should arrive with a Paging Slip like the one pictured below. 

Prospector paging slip

Cancel ILL Requests

Provided that a request is still in “Item requested to owning library” status (i.e., no library has pulled an item and sent it in transit to fill the request), you can cancel the request on behalf of the patron. Within Koha, Prospector requests are available to view and manage within the ILL requests history area of the patron record. Retrieve the requesting patron’s record and select ILL requests history from the menu on the left. Click the Manage request button in the row for the requested item. 

Koha ILL requests history screen

From the Manage ILL request page, click Cancel request to let the Prospector/INN-Reach system know that the item is no longer needed. 

Koha manage ILL request screen

The request status will be updated to: Item request cancelled. Click Mark as complete to complete the request and clear it from the ILL Requests queue.

Koha manage ILL request screen
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