RCLS Integrated Library System Handbook

There are three types of holds to be aware of:

• A Title-level hold places a hold on the bibliographic record and will trigger a hold for the next available copy on the record.
• An Item-level hold places a hold on a specific item and cannot be filled by another item on the same bibliographic record. 
• A Volume-level hold places a hold on an Item Group and can be filled by any item in that group.

When attempting to place a hold for a patron whose account is restricted, you will see a blue notification on the place hold screen that their account has restrictions. 

1. Right-click the patron's name to open their account details in a new browser tab.
2. Check the reason for the restriction.
3. Check your library's policies on holds for restricted patrons.
4. Proceed with the hold only in accordance with your library's policies. 

Holds are viewable from the holds tab within the bibliographic record view.

Modifying Expiration Dates

Hold expiration dates can be modified from this screen. 

1. Click in the expiration date field and select a new date from the calendar that pops up.
2. Click Update hold(s) button at the top of the holds queue table to save changes.

Local holds priority and exemptions may affect the order in which holds are filled. While the order of the holds queue may generally reflect the order in which patrons may expect to receive their holds, it is not absolute. Users with Elevated Permissions can reorder the holds queue.

NOTE: The holds queue for a title should only be reordered under special circumstances:

• When an unfilled hold expired but the patron is willing to wait longer and should retain their place in the queue.
• When a hold expires while awaiting pickup because of a library closure. 
• Staff error.

Go to the Holds tab from the patron's account details to change a pickup location, suspend, resume, or cancel holds.

“Modifying a hold’s expiration date must be done from the bibliographic (aka. Title) record.”

1. From the patron's holds screen, click the title link of the hold to be extended.
2. Click the Holds tab on the left side of the bibliographic record.
3. Locate the patron's name in the holds queue.
4. Click on the corresponding expiration date and select a new date from the calendar that pops up.
5. Click Update hold (s) button at the top of the holds queue table to save changes.

[Note: During testing, it will not be possible to modify this date on or after the expiration date due to bug 35559. This bug will be resolved after go-live. /mks]

The Holds Queue report, available from the Circulation module, shows real-time hold requests. To fill gaps in the system, the Holds Queue will be completely rebuilt twice daily: once overnight and once at noon. 

Recommended Workflow:

• Run the holds queue for your library once during the morning.
• Pull and confirm as many holds as possible before noon.
• Ignore any holds your library does not want to fill.
• Run the holds queue for your library again after 1:00 p.m.
  • Holds previously ignored should no longer appear in your library's holds queue.

Note: Libraries currently do not have the ability to "unfill" or decline a hold. Vote for this bug enhancement if you would like to see this feature added to Koha in the future.

Koha will try to fill holds with items based on delivery routes and proximity, prioritizing locations that are closer geographically. Holds that match on Patron Home Library and Item Home Library will not be moved to another library's Holds Queue during rebuilds. In the absence of an "unfill" option, assign the item the "Skip Hold" damaged status to force holds of this type to another library. Change the damaged status of this item back to normal after it has moved from your Holds Queue. This option may be useful if an item on the Holds Queue is needed for a library program, such as Storytime or a community movie night.

For a list of what is currently on your library's holds shelf, including holds that have expired and holds with cancelation requests, click Holds awaiting pickup from the Circulation module menu.

Holds that have expired need to be cancelled. You can see expired holds on the Holds waiting past their expiration date tab in Koha.

When you check in an expired item, you will be given the option to cancel the hold. If you select a reason, such as "Item was not picked up in the designated timeframe," the patron will receive an email alerting them that the hold was cancelled. If you do not select a reason, no communication will be sent.

After clicking cancel, a second pop up will appear to generate a transit or hold slip for the item, if applicable.