Q: What should we do when an AV collection is ready to rotate to the next library?

A: Check the list UHLS sent to you and note what you’re sending, what is still out with one of your patrons, and what is missing. Send a copy of the list with the collection to the next library and keep a copy for yourself if you want. If there are items that you never received, fill in a Replacement Item Request Form and send to Lynn at UHLS.

Q: What should we do when we receive a rotating collection from the previous library?

A: Check each item in. Pop-up box should say, “Item not out” unless there is a request on the item. This confirms that each item should be at your library. Then put the items on your shelves.

Q: What should we do when we receive a pool book collection from UHLS?

A: Check each item in. Screen should say, “checked in” unless there is a request on the item. If there is no request on an item, put it on your shelf.

Q: How do we know when a pool book collection is due?

A: Books are loaned to libraries for four months. There will be a purple slip indicating the date due, and the list of the books you’re getting should also have the date due on top. If you are done with the books before the four months are up (holiday books, for example), just send them back to UHLS early.

Q: What should we do when a pool collection of books is ready to come back to UHLS?

A: Check in each item to catch any requests. Put the items in the bag and send them back to us.

Q: What should we do if a patron loses or damages a rotating collection item?

A: Alert Lynn Orme at UHLS through the Replacement Item Request form. If the item is damaged, send it with the form. Lynn will withdraw the missing or damaged item and send you a new item plus an updated list.

Q: Does the patron pay for a lost or damaged pool/rotating collection item?

A: We leave that to your discretion. If you collect a fee, you keep that money. We suggest you follow your own policies so that rules appear consistent to your patrons.

Q: How will UHLS know when items are missing?

A: When you are preparing to send a collection on to the next library in the rotation, note if there are any items in that collection that you never received. For each of these items, fill in a Replacement Item Request Form and send it to Lynn Orme at UHLS. She will mark that item missing and send a replacement item to the collection at the next library.

Q: When will new items be added to the AV rotating collections?

A: We are now weeding four collections each rotation, and adding replacement items to those collections at the same time.