See Calculating the Number of Items to Exchange or Return for more information on how these numbers are determined.
Headquarters Moderated Exchange Process
Library systems may choose to implement an exchange program that relies on a main library or HQ library as the primary source for materials. This work flow is helpful when the HQ is the primary supplier of material and exchanges items to branches. The goal of each exchange is to balance the profile of the branch library. At the end of the exchange, the branch should have a quota of items that matches that target quota.
Setup
In order for the software to accommodate this work flow, there are a few settings that should be established.
| • | Exchange library Record - For the Exchange Library to be recognized as Headquarters, the Exchange Library record must be set to a type set to HQ. Branch libraries should have a type set to AFFILIATED. |
| • | You can have as many HQ exchange libraries in the system as necessary. You may, however, choose to organize Exchange Library Group policies in the configuration that have one HQ per group. |
| • | An HQ exchange library will not have any profiles associated with its Exchange Library record. In an HQ moderated exchange, it is not necessary for the HQ to have a profile. It is the branch profile, instead, that is used to calculate the number of items that should be returned to the HQ. |
Exchanging Items
When you are logged in to WorkFlows as an HQ library staff member, you will activate the branch libraries to which you would like to exchange items.
| • | If a List – Suggestion Notice report is tied to the branch library’s Exchange Library record, it will run automatically and list items for the HQ to send to the branch. |
| • | Staff members at the branch library can refer to My Exchange State Wizard to determine the number of items to return to HQ. |
See Calculating the Number of Items to Exchange or Return for more information on how these numbers are determined.
| • | When an HQ library exchanges items, the software does not require that those items have a status of Home or In Exchange at the HQ library. Because branch libraries may not be scanning items to return to HQ, returned items might still have a status of In Exchange at the branch library when they are delivered to the HQ. The software will permit the HQ to exchange items to a new destination. |
This work flow is only available in HQ-to-branch exchanges.
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