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Information and Reference Desk: Alma

For students and staff of the information/reference desk

Placing a "Physical Item Request" (Books, Journals, A/V, General Equipment) for a Patron

Placing a Physical Item Request In Alma for WOU-Owned Items (Books, Journals, A/V, Equipment)

NOTE: Equipment that is restricted for a class or program, or materials on course reserve may typically not be requested for hold.

If you are assisting a patron find materials, you may place the request on their behalf via Alma.

  1. Copy the item IZ number from Primo. Paste the number into the Alma search bar at the top of the screen and click the search icon.

  2. After searching for the item, make sure to check that you are on the Institution (home icon) tab. There should be only ONE result so click on the '...' open up the menu and select the Request option.

  3. Once you click on the request button you will be directed to a page asking you for more information. Choose “Patron physical item request”. The page will refresh and ask you to input the patron name or V#. Depending on the patron's preference, choose a pickup location or mailing option. No other details are required so hit the Submit button to finish the request!


     
  4. Lastly, open the patron's user record and check the request tab to make sure that it appears in their account. 

  5. When Checkout has pulled the item and placed it on the holding shelf, the patron will receive an email stating that their item is ready to be picked up.  
     

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Processing Booking Requests from the Reserves Email Account

Processing Booking Request Emails

  1. If a request for an audiovisual item is received via email, print off the email message for each one, find them in Primo, and write down the Call Number for each one. 
     
  2. Retrieve the items and give them to the checkout desk worker with the printed email. An example is listed below.

 

 

 

 

 

 

 

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Making a Summit Request

Requesting a Summit Item for a Patron in Alma

  1. Log into Alma. In the search bar at the top of the page, type the Primo Network Zone (NZ) # or ISBN of the book the patron wants to request. Click the dropdown menu, change the search scope to "Network" then click the magnifying glass to search.

  2. If you searched by the NZ # you will only have one result. Click the '...' then the "Resource Sharing Request" button to proceed with the request.


     
  3.  Input the patron's Name or V# and set the pickup location. The default is "Hamersly Library" but you can ask the patron if they'd rather pick it up at the Salem Campus, or have the item shipped to them. Leave all other sections as is unless special action is required. Click "Save" and the request is complete.


     
  4. Lastly, review the patron's user record to make sure that the request appears in their account.


     
  5. (NO REQUEST IN PATRON ACCOUNT) If the request you just made for a patron does not show up in their 'Requests' tab, then the request was automatically denied by the holding library (could be part of a restricted collection or already checked out). The patron will receive an email stating that their request could not be fulfilled, but give them the option to convert it to an Interlibrary Loan (ILL) request. The patron needs to follow the hyperlink and re-submit the request. The necessary fields should be auto-filled.

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Cancelling Requests

Cancelling Requests In Alma

  1. In Alma, click on "Fulfillment" and select "Manage Patron Services", under "Checkout/Checkin".

     


     

  2. Enter in the patron’s name/V# to be taken to their Patron Services menu
     
  3. Click on the ‘Requests’ tab below their user information to see what requests they’ve made.

     


     
  4. Find the request they’d like to delete and check the ‘Task’ status of the item.
    IMPORTANT: If a request says that it is ‘On Hold Shelf’ notify the Checkout Desk so that they may return the item to stacks.

     
  5. Click on the three dots at the far right to open a menu, then choose 'Cancel'.  When asked why you’d like to cancel the request, choose the appropriate option and complete the action. An email will be generated and sent to the patron stating the selected reason for cancelation. 

 

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Assign a Proxy Patron

You will occasionally receive on the libweb email account, patron-generated messages authorizing another individual checkout items on their behalf - also known as designating a proxy. The request will contain the person's name, the name and email of the individual they're authorizing, and an expiration date of the authorization.

Example:

 

Steps:

1. In Alma, access the record of the person who has been given permissions.

 

2. On the patrons account, click their V#/ID to access their record.

 

3. Select the 'Proxy For' tab and click 'Add Proxy For'.

 

4. Type in the name of the person who requested the proxy status and click 'Add User'.

 

5. The requestor's name should now be listed, and you can close out of the user's account.

6. Lastly, confirm that the proxy is correct by going to 'Manage Patron Services' from Fulfillment, typing in the name of the person who is the proxy, checkmarking the 'Use Proxy' box and clicking 'Go'. The screen should refresh with the name of the requester below it.

Note: You do not have to do anything pertaining to the expiration date - dates are periodically checked by your supervisor.

 

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