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Hamersly Library

Information and Reference Desk: Alma

For students and staff of the information/reference desk

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

Placing a Physical Item Request In Alma (Books, Journals, A/V)

If a patron wants to request an item and they are on chat, or on the phone, you can place the request on their behalf via Alma.

  1. In Alma, enter the Item's name into the search bar at the top of the screen and click search.



     
  2. After searching for the item, make sure to check that you are on the Institution tab. Once you find the item you are looking for, click on the right side to 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#. Select Hamersly Library in 'Pickup At' field. Now hit the 'Submit' button.


     
  4. Once you have submitted the request the screen will take you back to the holdings page. Double-check to see that you see a message stating "the request was successfully submitted".


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  5. Review the patron's user record to make sure that the request appears in their account. 



     
  6. 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.  
     

Requesting a Physical Item In Primo (the patron does this)
 

  1.  Have the patron log into Primo and type in the item that they are wanting to request. Once the item is found, click the "Request" button. The screen will now refresh.


     
  2. The request button will be replaced by the below image. They may now specify the latest date they want it by. Have them fill out any pertinent information and press the request button.



     
  3. If it is an item that we don’t have, then the request option will be replaced by "Place Summit Request."

 

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Placing a "Bookings Request" (Equipment, A/V) in Alma for a Patron

Placing a "Bookings Request" (Equipment, A/V) in Alma for a Patron

 

A patron may call, text, chat or email you in order to book an item, or piece of equipment, for future use. Here is how to handle those requests:

  1. In Alma, search for the item using the search bar at the top of the screen.
     


 

  1. Double check that you are looking in the "Institution" tab. Once you have found the item, click the three dots to open up a menu and select request.


 

  1. On the ‘Create Request’ screen, choose ‘Booking Request’ as your request type. The screen will refresh and show more fields you need to fill in. Enter in the patron’s V# and select their name. If the booking is for a piece of equipment, or item which the library own  multiple copies of, select a copy to reserve in the ‘Description’ dropdown menu. Next, enter in the start/end dates as well as times. An error will occur if you try to book an item longer than its designated checkout period (i.e. 4 days for most equipment, 6 days for A/V). If an error does occur, hit the broom icon next to the ‘Start time’ and ‘End time’ to reset. Once you’ve chosen the date/time, set the ‘Pickup At’ location to Hamersly Library.


 

  1. Review what you’ve entered into the request form. If everything looks alright, click the ‘Submit’ button at the top-right or bottom-right corner of the page. If you receive an error, make sure that another booking for the same item doesn’t already exist by checking the availability calendar at the bottom of the page.
     
  2. Once all the bookings for a staff/faculty member have been made, you will need to verify that they were all received by the system. To do so, look up the patron’s name within the ‘Manage Patron Services’ function.


  1. Under the ‘Requests’ tab any future bookings should be listed. Verify that they are all there. NOTE: You may also cancel any requests from here that are no longer needed.
     

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Processing Booking Requests from the Reserves Email Account

Processing Booking Requests Via the Reserves Email

 

 

  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. Give the slip(s) to the checkout desk worker. An example is listed below

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Making a Summit Request

Requesting a Summit Item for a Patron in Alma


Method 1

 

  1. Log into Alma. In the search bar at the top of the page, type the title or ISBN of the book the patron wants to request, then click the magnifying glass to search.


     
  2. Select the "Network" tab, then click "Resource Sharing Request" on the correct item.


     
  3.  Input the patron's Name or V# and set the pickup location to "Hamersly Library". Leave all other sections as is unless special action is required. Click "Save" and the request is complete.


     
  4. 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.


     

Method 2

  1.  Log into Alma

  2.  Find the item in Primo, and copy the Alma NZ Record number from the "Details" tab


     

  3. In Alma, hover your cursor over the "Fulfillment" options and select "Borrowing Requests."



     

  4. Click on "Add" then select "From Search" in the drop-down menu



     

  5. Select the "Network" tab, then paste the Alma NZ record number in the box and click the "Search" button.


     
  6. Click the bubble next to the title, then click on it. Hit the 'Select' button to initiate the request form.

  7. Input the patron's name/V# and set the pickup location to "Hamersly Library". Leave all other sections as is unless special action is required. Click "Save" and the request is complete.



     
  8. Once you have submitted the request the screen will take you back to the holdings page. Double-check to see that you see a message stating "the request was successfully submitted"




     
  9. Review the patron's user record to make sure that the request appears in their account. 




     
  10. (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, hover over "Fulfillment" and select "Manage Patron Services".

     


     

  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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Alma Offline Circulation

Alma Offline Circulation

 

NOTE: You must be logged into one of the front Checkout Desks using libcu1.

  1.   On the desktop open the shortcut: Alma Offline Circulation. The following dialog box opens.



     
  2.   For loans, scan the borrower’s ID card in the Borrower field [example: 2V00001234] and then scan item barcodes in the Item barcode field.
  3.   For returns, click Return button and scan item barcodes in the Item barcode field.
  4.   When all the transactions are completed for that patron, click Save to File.

As soon as internet connection to Alma is restored you need to upload the offline file:

  1. In Alma, under Fulfillment > Advanced Tools > Offline Circulation), click in the File name field and select the .dat file containing the list of loans and returns performed during connection downtime. The default location of the file on the computer is:
    C:\Users\Public\Dropbox\Alma Offline Circulation\OffCirc\files\OffCirc.dat




     
  2.  Then Click Upload and Validate File Content. The job is displayed on the bottom of the page.  You can click Refresh to see if it has completed.
     


 

Its status is displayed in the Status column. To view details of a job, click View for the relevant job.

The Job Report page details the number of items processed successfully and unsuccessfully.

After the data file has been uploaded to Alma, you should rename the file with today’s date. C:\Users\Public\Dropbox\Alma Offline Circulation\OffCirc\files\   directory.

We rename the file with today’s date so new items will not be saved to it if Alma goes down again.  The circulation supervisor will delete the file after they have had a chance to view it and fix any problems.

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