Managing Patron Requests for Appointment-Only Reading Rooms

Harvard Depository Material

• Send email to user using the “ItemAppointment” template (edit as necessary for individual repository).

• After sending email, route request to Awaiting HD Ordering – Reviewed queue to indicate user has been contacted.

• Confirm appointment time with user (update appointment date on individual request if necessary)

• Add “Appointment Confirmed” flag to request

• Select “Reprint Callslip” to print callslip

• Route request to Awaiting HD Delivery queue

• See “Preparing a Harvard Depository Retrieval Request”

Non-Harvard Depository Material

• Send email to user using the “ItemAppointment” template (edit as necessary for individual repository).

• After sending email, route request to Awaiting Request Processing – Reviewed queue to indicate user has been contacted.

• Confirm appointment time with user (update appointment date on individual request if necessary)

• Add “Appointment Confirmed” flag to request

• Select “Reprint Callslip” to print callslip

• Route request to In Item Retrieval queue

Removing ItemAppointment flag

• Remove manually once user has finished with material in Reading Room and prior to batch process "Reshelve Item"
  
  
• Repositories may want to periodically review the Appointment Confirmed queue to keep it up to date