Reports (INN-Reach)

The report has the instructions "Institutional Overdues," "Paged Too Long," "Requested Too Long," "In Transit Too Long," and "Received Too Long."

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INN-Reach Reports used in Sierra

To access these reports, you must use Sierra’s INN-Reach - Reports function.

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Institutional Overdues

• These are your library’s items checked out to Prospector patrons, which are late in being returned.

• This report helps keep items from appearing on other institutions' Returned Too Long reports.

1. Minimum days: 14

2. Sort by Item Location

   Open

   

3. Click the “Prepare” button to run the report

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your items into a spreadsheet. Copy the patron #, Item Location, Call #, Title, Home Library, and Due Date fields.

   1. Patron # is the virtual patron record number of the patron to whom the item is checked out and overdue. 

   2. Item Location is the code and name of the item's owning site.

   3. Call # is the call number of the overdue item. 

   4. Title is the title of the overdue item.

   5. Home Library is the patron's home library.

   6. Due Date is the date the item was due.

6. Compare items in this report to the titles that appeared last time you ran the report. If this is the first time running this report, keep the report to compare next time.

7. Perform a shelf check:

   1. If found: check-in and clear “off campus” status

   2. If not found, check the record and contact the library if it has been “In Transit” too long. 

      1. Email Subject: Prospector institutional overdue - Memo: would you do a shelf check for these items?“

      2. Prospector contact list - Go to Document Delivery Committee - Click on the Committee Member List.

8. Items will stay on this list until Prospector Reconciliation Time. Here is information about the Prospector Reconciliation Process.  Here are the Reconciliation guidelines.  Here is the Prospector Reconciliation Policy. Any item from the previous year will remain on record until reconciliation time at the end of the current year. Ex: Items from 2023 will remain on the reports until reconciliation at the end of 2024.  When running the report, keep old data to compare.

9. See the Holds Process for Sierra, Pika, and Prospector to learn more about canceling a Prospector hold.

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Paged Too Long

• The Paged Too Long report lists all of your library’s items requested off-campus or paged for INN-Reach circulation loan but have not changed status over the specified days. These are item requests that have not been found, canceled, or transferred to another copy.

• You can specify the days considered "too long" when running the report.

• If your staff did not correctly check the item out to the remote site, it will appear on this list.

• Running this report to keep holds moving through the system is important because patrons might still be waiting for these items.

1. Minimum days: 2

2. Sort by Item Location

3. Click the “Prepare” button to run the report.

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your items into a spreadsheet. Copy the Item #, Item Location, Call #, Title, Home Library, and Paged Date fields.

   1. Item # is the real item record number of the paged item.

   2. Item Location is the code and name of the item's owning site.

   3. Call # is the call number of the paged item. 

   4. Title is the title of the paged item.

   5. Home Library is the patron's home library.

   6. Paged Date is when the item status was changed to '(' (PAGED).

6. Retrieve items from the shelf:

   1. If the item is not on the shelf, wait a week to see if it is checked out to the Prospector patron.

   2. If it has been on the list for over a week, mark it as missing and cancel the hold.

7. When you have the item(s), use the Sierra Check-in (No Patron) function to check in the item.

   1. You will see a pop-up stating that the item is requested by (Name) Prospector Library. Select YES to check in the item.

   2. A second pop-up will ask if you want to fulfill the hold; select YES.

   3. A third pop-up asks you to print the transit slip or queue it for later printing. If you run the Prospector/INN-Reach Paging Slips, select “queue for later printing.”  

   4. Click on the print transit slip option to print the paging slip now.

8. Run Prospector/INN-Reach Paging Slips and process items generally if you use the 7c option.  

9. See the Holds Process for Sierra, Pika, and Prospector to learn more about canceling a Prospector hold.

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Returned Too Long

• The Returned Too Long report lists all INN-Reach items that have been returned to the owning site but have not changed status in more than the specified number of days. These items have been returned and show a status of % in the patron record but have not been cleared by the lending library.

• These are Prospector items requested by your patrons.

• The patron has returned the item, changing its status to “Prospector Returned.”

• The item has not been checked in at the library, and the prospector process is incomplete.

• Home Library contains the borrower’s or your patron’s .p numbers, while Item location is the lending library information. Here are instructions on how to look up the Patron # or .p number.

1. Minimum days:14

2. Sort by: Patron Home Library

3. Click the “Prepare” button to run the report.

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your patrons into a spreadsheet. Make sure to copy the Item Location, Call #, Title, Home Library, Patron #, and Returned Dates.

   1. Item Location is the code and name of the item's owning site.

   2. Call # is the call number of the returned item. 

   3. Title is the title of the returned item.

   4. Home Library is the patron's home library.

   5. Patron # is the system-generated patron record number of the patron for whom the item was returned.

   6. Returned Date is when the item status was changed to '%' (RETURNED).

6. Compare items in this report to the titles that appeared last time you ran the report.  If this is your first time running the report, keep the information from this report to compare next time.

7. Perform a shelf check for any item or new items from the list comparison or all items if running the report for the first time.

8. If not on your shelves, contact the lending library and ask them to do a shelf check.

9. If the item was physically returned to the lending library but not checked in correctly, it will appear on this list. Sometimes, it never makes it to the home library. The home library will need to decide what to do about its missing item. 

10. Prospector contact list - Go to Document Delivery Committee - Click on the Committee Member List.

11. See the Holds Process for Sierra, Pika, and Prospector to learn more about canceling a Prospector hold.

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Requested Too Long

• These are items that your patrons have specifically requested from Prospector libraries, yet their requests have not been fulfilled for various reasons. These outstanding holds are still on the patron’s account. The Requested Too Long report lists these holds that have not changed status in a specified number of days.

• Home Library contains the borrower’s or your patron’s .p numbers, while Item location is the lending library information.

1. Minimum days: 14

2. Sort by: Patron Home Library

3. Click the “Prepare” button to run the report.

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your patrons into a spreadsheet. Copy the Item Location, Call #, Title, Home Library, Patron #, and Requested Date.

   1. Item Location is the code and name of the item's owning site.

   2. Call # is the call number of the requested item. 

   3. Title is the title of the requested item.

   4. Home Library is the patron's home library.

   5. Patron # is the system-generated patron record number of the requesting patron.

   6. Requested Date is the date the item status was changed to '&' (REQUESTED).

6. Compare items in this report to the titles that appeared last time you ran the report.  If this is your first time running the report, keep the information from this report to compare next time.

7. Check the status of the item in the Prospector catalog.

   1. If the item is “on the shelf,” cancel the hold through Sierra and replace the request (depending on the time that has elapsed since the patron made the request, you may want to contact the patron first).

   2. If unavailable by other sources, do not cancel the hold

   3. Look for alternative sources for the material if all copies are checked out in the Prospector catalog.  You may want to check your library’s catalog or the Marmot Union Catalog for the item.

8. Canceling the hold through Sierra:

   1. Look up the patron number or .p number in Sierra. Here are instructions on how to do so.

   2. The hold will be listed under Holds and INN-Reach.  

   3. Click on the Holds tab to display the patron’s hold.  Look for the item that was requested in the report for too long.  Click on the All box to highlight the information on the item.  The Cancel Hold button will become active.  

   4. See the Holds Process for Sierra, Pika, and Prospector to learn more about canceling a Prospector hold.

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In Transit Too Long

• The In-Transit Too Long report lists all items in transit for an INN-Reach circulation loan to your library but has not changed status over the specified days. These items have been requested and have a status of “In Transit,” but a library has not received them yet.

• These Prospector items are in transit to your library but have never arrived.

• Home Library contains the borrower’s or your patron’s .p numbers, while Item location is the lending library information. Here are instructions on how to look up the Patron # or .p number.

1. Minimum  days:14

2. Sort by Patron Home Library

3. Click the “Prepare” button to run the report.

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your patrons into a spreadsheet. Copy the Item Location, Call #, Title, Home Library, Patron #, and In-Transit Date.

   1. Item Location is the code and name of the item's owning site.

   2. Call # is the call number of the in-transit item. 

   3. Title is the title of the in-transit item.

   4. Home Library is the patron's home library.

   5. Patron # is the system-generated patron record number of the patron for whom the item is in transit.

   6. In Transit Date, the item status was changed to 't' (IN TRANSIT).

6. Compare items in this report to the titles that appeared last time you ran the report.  If this is your first time running the report, keep the information from this report to compare next time.

7. Perform a shelf check for any item or new items from the list comparison or all items if running the report for the first time.

   1. If not on your shelf, contact the lending library and ask them to do a shelf check.

   2. Prospector contact list - Go to Document Delivery Committee - Click on the Committee Member List.

   3. If the loaning library cannot find the item, you may want to check the Prospector catalog again or contact your patron to find out if they still want it.

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Received Too Long

• The Received Too Long report lists all items received at your library for an INN-Reach circulation loan that have not changed status over the specified days. These are items on a hold shelf past the Marmot 7-day allowance that patrons have not picked up or did not check out properly.

• These Prospector items have been received for your patrons and should be on the hold shelf.

• Home Library contains the borrower’s or your patron’s .p numbers, while Item location is the lending library information.

1. Minimum day: 10

2. Sort by Patron Home Library

3. Click the “Prepare” button to run the report.

4. The Report box will appear.  This report may take up to 14 minutes to process. 

5. Copy and Paste the information about your patrons into a spreadsheet. Make sure to copy the Item Location, Call #, Title, Home Library, Patron #, and In Received Date.

   1. Item Location is the code and name of the item's owning site.

   2. Call # is the call number of the item. 

   3. Title is the title of the item.

   4. Home Library is the patron's home library.

   5. Patron # is the system-generated patron record number of the requesting patron.

   6. Received Date is when the item status was changed to '#' (RECEIVED).

6. Perform a hold-shelf check to see if the item is, in fact, still on your hold shelf.

   1. If the item is not on the hold shelf, check the building, your shelves, and the re-shelving carts. 

   2. If the item is not in the building, contact the patron who has the item on hold to find out if they still have it (this could mean the item was not checked out correctly or is missing).

   3. If not located, email the lending library and ask them to do a shelf check. Prospector contact list - Go to Document Delivery Committee  - Click on the Committee Member List.

   4. If the item is on the hold shelf, return it to the lending library by the date on the hold slip.

   5. To return a Prospector item, go to the Functions drop-down menu in Sierra → INN Reach → Return Unwanted Items and scan the barcode.

   6. See the Holds Process for Sierra, Pika, and Prospector to learn more about canceling a Prospector hold.

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How Cancelling an INN-Reach Hold at the Patron Site Works

When the patron site cancels an INN-Reach hold, the system:

• Removes the virtual item record and the INN-Reach hold from the patron's hold queue.

• Sends a cancel request message to the owning site.

When the owning site receives this cancel request message, the system:

• Changes the item STATUS to '-' (AVAILABLE).

• Removes the INN-Reach hold from the item's hold queue.

Modifies and/or removes the virtual patron record and the INN-Reach message field in the item record as follows:

• If the owning site has NOT enabled printing the INN-Reach paging slips, the system immediately removes the virtual patron record and the INN-Reach message field.

• If the owning site has enabled the printing of INN-Reach paging slips, the system:

• Updates the INN-Reach message field in the item record to the following:

  mIR01:00-00-00: cancelled by .p00000000@00000

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Canceling an INN-Reach Hold at the Patron Site

Staff can cancel an INN-Reach hold at the patron site using the Holds tab.

To cancel one or more of a patron's INN-Reach holds:

1. Retrieve the patron record.

2. View the Holds tab:

   • click on the Holds tab, or

   • choose the Circulation Desk | Holds option from the Go menu.

3. Select the hold(s) you want to cancel. If the STATUS of the virtual item(s) is '&' (REQUESTED) or '_' (RE-REQUESTED), the Cancel Holds button becomes active.

4. Choose the Cancel Holds button. The system cancels the INN-Reach hold(s).

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Printing INN-Reach Paging Slips

INN-Reach automatically queues an INN-Reach paging slip for printing at the owning site when it receives the initial circulation transactions from the INN-Reach Catalog. Staff at the owning site can print these paging slips.

To print INN-Reach paging slips:

1. Create a circulation notices job for the paging slips.

2. Select the notice type from the notices job parameters screen as follows:

   • Choose either the INN-Reach Paging Slips option to print the INN-Reach paging slips option.

   • If your Local Server has enabled the "Print Combined INN-Reach Paging Slips" feature, choose the INN-Reach option to print INN-Reach paging slips.

3. Continue creating notices by saving and/or preparing the paging slips.

Printing Paging Slips for Same-server INN-Reach Requests

If your library allows patrons to place INN-Reach requests for locally available items, the Local Server processes these requests as if they had placed them locally. As a result, an item paging slip, rather than an INN-Reach paging slip, prints for the requested item.

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How INN-Reach Converts a Same-server Request to a Local Hold

An INN-Reach request is considered "same-server" if the requested item is locally available to the patron; that is, both the owning site and patron site belong to the same Local Server, and the patron could request the item using the local catalog. The system manages a same-server request as an INN-Reach request from the point of request (the patron submits the request) to the point of fulfillment (the owning site checks out the item to the patron site).

When the owning site checks out the item to the patron site, the system converts the INN-Reach request to a local circulation hold. Specifically, it:

• Removes the virtual record fields from the patron and item records.

• Removes the INN-Reach message field from the item record.

• Reformats the HOLD fields in the patron and item records as local circulation holds.

• Inserts a "transit" message note in the item record.

• Generates an item paging slip for the item rather than an INN-Reach paging slip.

• Updates the following fixed-length fields in the item record:

Multiple patrons can be associated with a same-server INN-Reach request if more than one patron from the same Local Server requests the same item. When the INN-Reach Central Server removes the virtual item from the first patron record, it moves it to the second one.

After the conversion, the system processes the item as if it were any standard circulation transaction. For information on how the system processes the item when staff check in at the pickup location, see Checking In an Item that Can Satisfy a Hold.

Any notices that the system generates for the item are standard circulation notices.

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Related Documentation