Knowledge Base: Library Help

Lost, Claimed Lost and Damaged Items - LEAP

Putting Claims on Items

When an item is checked out to a patron, but the patron claims they have already returned it, or never checked out the item, you can assign a CLAIM status to the item.
To assign a CLAIM status:

1. Open the patron’s record. CHECK OUT should be the default action. Switch over to OUT view.
2. Select the check box next to the item(s) to CLAIM.
3. Click the MAKE A CLAIM button.
4. Choose the appropriate CLAIM status.
5. Click on the green CLAIM button.

Lost Items

NOTE: Items with a status of LOST were checked out by a patron and lost. MISSING items were lost/misplaced from the library without being checked out (see In-Transit and Transferred Procedure).
To declare an item LOST from the patron’s ITEMS OUT list:

1. Open the patron’s record. CHECK OUT should be the default action. Switch over to OUT view.
2. Select the check box next to the item(s) to DECLARE LOST.
3. Click the DECLARE LOST button.
4. Choose action option (Pay, Waive, Charge) and click on OK.
5. Charged items will automatically show in the patron’s ACCOUNT SUMMARY.

Damaged Items

When an item is returned damaged and deemed “unable to circulate” the staff member to check in the item will mark the item as damaged.
Items Damaged by Patron

1. Open the patron’s record. CHECK OUT should be the default action. Switch over to OUT view.
2. Select the check box next to the item(s) to DECLARE DAMAGED.
3. Click the DECLARE DAMAGED button.
4. Choose action option (Pay, Waive, Charge) and click on OK.

Items Damaged In-Transit

1. Check in the item.
2. A FILLS A HOLD notice will appear, click NO
3. A REACTIVATE HOLD notice will appear, click YES. This ensure the patron is placed at the top of the holds queue.
4. An ITEM IS IN-TRANSIT notice will appear stating the owning library, An ITEM IS IN-TRANSIT notice will appear stating the owning library, click YES.
5. Click item to open ITEM RECORD. In the BLOCKS AND NOTES tab change LIBRARY ASSIGNED BLOCK to damaged.
6. Add description of the damage as well as staff information in the PHYSICAL CONDITION field of the item record [Item received in damaged condition – yourinitials@yourlibrarycode].
7. Then send the item to the owning library via van or courier. Label item as damaged.
8. Click SAVE.

***If either the item and/or patron are not from your library, then, if necessary, send the item to the patron’s library via van run. Label the item as damaged.
If the patron takes responsibility the fee can be paid right away or can remain as a charge on the patron’s account (if the patron denies responsibility, waive the charge). If you have taken money for the damaged item, send a cheque with a copy of the damaged item form notification, to the owning library.

NOTE: If the item is from your library and you decide to weed the item from your collection without charging a replacement cost, email the patron’s library to confirm no charges will be levied and remove the charge from the patron’s account.

Lost, Claimed Lost and Damaged Items (LEAP) - Printable Document