Sierra Circulation Daily Tasks

The following tasks performed on a regular basis will optimize circulation services. For more information regarding notices, view the Notices FAQ. The Circulation manual (pdf) covers a majority of the circulation functions and includes a table of contents and an index.

I. Paging Lists

Paging lists have items your library needs to check in and send in the delivery. Title Paging Lists are for holds on titles and Item Paging Lists are for holds on items. Item Paging Lists and Title Paging Lists for each library are in folders located on the web and automatically updated daily.

II. Hold Pickup Notices

Hold pickup notices are generated when items on hold are checked in and ready to pick up. The notices are automatically generated once a day. Email and telephone notices are sent directly to patrons and print notices are sent to the library folder on the web. If the system fails to notify a patron by telephone after six attempts, the notice will be sent to the web notices labelled "Failed".

For more information regarding notices visit the Merlin Notices FAQ.

III. Clearing the Holdshelf

View Items to Be Cleared from the Holdshelf

You can now view items that have been on the holdshelf too long before running the Clear Holdshelf process. Click on the View button in the Clear Holdshelf screen. To view details of an item on the displayed list, click on an item and either click the Hold Detail button or right-mouse click. To print the list, click the Print icon at the top right corner of the screen.

Extending the Holdshelf

You can extend the holdshelf for an item from a patron record. Select the hold and then select the Modify Holds button to extend the Pickup Date. It's important that this feature not be abused and that popular items be returned promptly.

About Clearing the Holdshelf

Clearing the holdshelf automatically cancels holds that have been sitting on the shelf too long and sets their status to "in transit" so you can send them in the delivery to fill the next hold or to return them to the owning library. This process is necessary for preventing the system from crashing and to keep it running smoothly.

How to Clear the Holdshelf

1. In the Sierra Go menu select Circulation > Clear Holdshelf.
2. Be sure the Location is set to your library and click "Clear".
3. Select the Print icon to print a report of expired holds to be removed from your holdshelf.
4. Select "Close".
5. Expired holds on the printout are automatically cancelled and transferred to the next person in line. Check in items from the report to generate delivery slips.

IV. Overdue Notices

The system automatically checks each day for overdue notices that are scheduled to be sent. Patrons receive one first and second overdue notice and one bill. Your password protected Notices web page will list overdues for items you own that weren't received by patrons through email or telephone. If the system fails to notify a patron by telephone after six attempts, the notice will be sent to your Notices web page in the link labeled "Failed".

The Notices files will be automatically deleted after one week. For more information regarding notices visit the Merlin Notices FAQ.

V. Bills

The system automatically checks each day for bills that are scheduled to be sent to patrons. All bills are saved to your Notices web page. The Notices section will list bills for items you own. The system generates just one bill. To manage bills, a copy can be printed or the file can be saved to your computer (save as) in order to resend a bill at a future date.

The Notices files will be automatically deleted after one week. For more information regarding notices visit the Merlin Notices FAQ.