Item Policies
- Laura Morse
- Julie Petzold
- Corinna Baksik
Item policies, along with collections, determine the terms of use (loan policies) for items in Alma, including requestability in HOLLIS and BorrowDirect. This page is intended to aid units in making decisions about the best choices for their collection. Unless item policies are indicated for exclusive usage (like AEON/Resource Sharing materials), descriptions on primary usage are intended to provide general guidelines for application. Items are not eligible for fulfilling Resource Sharing/BD requests unless specified.
If you have any questions about how a policy functions or the best policy to use to meet the needs of your collection, please contact LTS at https://harvard-lts.libanswers.com/.
For Request/Loan policies, look here.
Item Polices (by number)
| Code | Display | Description |
|---|---|---|
| (blank) | (blank) | Use for Regular Loan (01) material. Items are handled as Regular Loan(01)  in both the HOLLIS display and circulation functionality (refer to 01 policy below for eligibility information) Exception for Material types: Issue, Issue (Looseleaf), Issue (Bound). These will be treated as In library use (02), until the policy is filled in. The policy is required for these types because Borrow Direct will treat these as Regular Loan until the policy is filled in. (Additional exceptions are in place for Biblioteca Berenson.) Analytics: blank policies have the word None in Analytics reports. |
| 01 | Regular Loan (01) | Harvard Faculty, Students and staff - Semester loan. Special Borrowers - 28 days Borrow Direct - 16 weeks Available for request in HOLLIS, Borrow Direct (certain locations only), and ILL. Eligible for Scan&Deliver Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma |
| 02 | In-library use (02) | Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: Contingently (if Resource Sharing can confirm that the borrowing library can accommodate in-library use of materials; otherwise NO) ILL scanning: YES (items may be scanned at owning library or by Resource Sharing at WID) Scan&Deliver: YES |
| 11 | 3-hour loan (11) | Short term reserve loans of print material (incur overdue fines of $3/hr) |
| 20 | 1-day loan (20) | Primarily used for equipment |
| 22 | 3-day loan (22) | Primarily used for equipment Available for request for pickup in owning library only, contingent on location code |
| 24 | 7-day loan (24) | Primarily used for media; 28 day max renewal period |
| 26 | 14-day loan (26) | Primarily used for periodicals (ISSBD) BorrowDirect physical lending: NO ILL physical lending: Contingently (if Resource Sharing can confirm that the borrowing library can accommodate in-library use of materials; otherwise NO) ILL scanning: YES (items may be scanned at owning library or by Resource Sharing at WID) Scan&Deliver: YES |
| 41 | Resource Sharing (41) | Resource Sharing (borrowing) materials only: 16 week loan for items borrowed through ILL/Borrow Direct |
| 42 | Interlibrary Loan - in-lib use (42) | Resource Sharing (borrowing) materials only: Non-circulating loan rule for items borrowed through ILL |
| 61 | Regular Loan (61) | Term loan, but not eligible for pickup at non-owning library. Not eligible for Borrow Direct, ILL, Scan&Deliver. |
| 62 | In-library use (62) | Intended for in-library use only items which should not be eligible for fulfilling physical or electronic resource sharing requests. Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: NO ILL scanning: NO Scan&Deliver: NO |
| 63 | In-library use (63) | Intended for in-library use only items which ARE eligible for electronic resource sharing requests, but NOT physical resource sharing requests. Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: NO ILL scanning: YES (items may be scanned at owning library or by Resource Sharing at WID) Scan&Deliver: YES |
| 87 | 3-hour loan Digital Reserves (87) | Used for items in Digital Reserves Processing workflow only |
| 89 | Not available for use (89) | Used for items that are not intended for patron use, such as preservation copies. |
| 90 | Special Collections requestable + SCSB (90) | Used to designate materials designated for ReCAP shared collection Supervised Use; will be sent only to designated ReCAP libraries with supervised reading rooms. |
| 92 | Ask a Circulation desk (92) | Intended for items which the library would like to mediate access for (non-Aeon); items are non-requestable via HOLLIS and non-circulating. |
| 91 | Special Collections (91) | AEON only. Used by Aeon collections to indicate eligible items for Aeon requests. Most collections at this status are NOT available for patron physical item requests in Alma. |
| 97 | Special Collections (97) | AEON only. Used by Aeon non-requestable collections. Not available for patron requests at all. |
Item Policies (by function)
| Function | Code | Display | Description |
|---|---|---|---|
| Regular loan | (blank) | (blank) | Use for Regular Loan (01) material. Items are handled as Regular Loan(01)  in both the HOLLIS display and circulation functionality (refer to 01 policy below for eligibility information) Exception for Material types: Issue, Issue (Looseleaf), Issue (Bound). These will be treated as In library use (02), until the policy is filled in. The policy is required for these types because Borrow Direct will treat these as Regular Loan until the policy is filled in. (Additional exceptions are in place for Biblioteca Berenson.) Analytics: blank policies have the word None in Analytics reports. |
| 01 | Regular loan (01) | Harvard Faculty, Students and staff - Semester loan. Special Borrowers - 28 days Borrow Direct - 16 weeks Available for request in HOLLIS, Borrow Direct (certain locations only), and ILL. Eligible for Scan&Deliver Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma | |
| 61 | Regular loan (61) | The same as Regular loan (01), but not eligible for pickup at non-owning library. Not eligible for Borrow Direct, ILL, or Scan&Deliver. | |
| Short loan | 11 | 3-hour loan (11) | Short term reserve loans of print material (incur overdue fines of $3/hr) |
| 20 | 1-day loan (20) | Primarily used for equipment | |
22 | 3-day loan (22) | Primarily used for equipment | |
| 24 | 7-day loan (24) | Primarily used for media | |
| 26 | 14-day loan (26) | Primarily used for periodicals (ISSBD) | |
| In-library use | 02 | In-library use (02) | Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: Contingently (if Resource Sharing can confirm that the borrowing library can accommodate in-library use of materials; otherwise NO) ILL scanning: YES (items may be scanned at owning library or by Resource Sharing at WID) Scan&Deliver: YES |
| 62 | In-library use (62) | Intended for in-library use only items which should not be eligible for fulfilling physical or electronic resource sharing requests. Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: NO ILL scanning: NO Scan&Deliver: NO | |
| 63 | In-library use (63) | Intended for in-library use only items which ARE eligible for electronic resource sharing requests, but NOT physical resource sharing requests. Circulate for in library use (materials cannot leave physical location). Available for request for pickup in owning library only. Visiting Researchers and Library guests can borrow these for 28 days within Reading Room function in Alma. BorrowDirect physical lending: NO ILL physical lending: NO ILL scanning: YES (items may be scanned at owning library or by Resource Sharing at WID) Scan&Deliver: YES | |
| 92 | Ask a Circulation desk (92) | Intended for items which the library would like to mediate access for (non-Aeon); items are non-requestable via HOLLIS and non-circulating. | |
| Resource Sharing | 41 | Resource Sharing (41) | Resource Sharing (borrowing) materials only: 16 week loan for items borrowed through ILL/Borrow Direct |
| 42 | Interlibrary Loan - in-lib use (42) | Resource Sharing (borrowing) materials only: Non-circulating loan rule for items borrowed through ILL | |
| Special Collections | 90 | Special Collections requestable + SCSB (90) | Used to designate materials designated for ReCAP shared collection Supervised Use; will be sent only to designated ReCAP libraries with supervised reading rooms. |
| 91 | Special Collections (91) | AEON only. Used by Aeon collections to indicate eligible items for Aeon requests. Most collections at this status are NOT available for patron physical item requests in Alma. | |
| 97 | Special Collections (97) | AEON only. Used by Aeon non-requestable collections. Not available for patron requests at all. | |
Digital Reserves Program | 87 | 3-hour loan Digital Reserves (87) | Used for items in Digital Reserves Processing workflow only |
| Not available for use | 89 | Not available for use (89) | Used for items that are not intended for patron use, such as preservation copies. |
Superseded Item Policies
| Old Code | Display | Recommended Action | Status |
|---|---|---|---|
| 03 | Overnight loan | Move to 1-day loan (20) | Complete/Removed |
| 04 | Restricted loan (04) | Move to In-library use (02) | Complete/Removed |
| 08 | 28-day loan (e-reader only) | Move to Regular loan (01) | Complete/Removed |
| 09 | 1-hour loan (09) | No items in this policy | Complete/Removed |
| 10 | 2-hour loan (10) | Move to 3-hour loan (11) | Complete/Removed |
| 12 | 3-hour loan (12) | Move to 3-hour loan (11) | Complete/Removed |
| 13 | 3-hour loan (13) | TBD based on collection owner input (MUS) | Complete/Removed |
| 14 | 3-hour loan (14) | Move to 3-hour loan (11) | Complete/Removed |
| 19 | 24-hour loan (19) | Move to 1-day loan (20) | Complete/Removed |
| 21 | 2-day loan (21) | Move to 7-day loan (24) | Complete/Removed |
| 23 | 4-day loan (23) | Move to 7-day loan (24) | Complete/Removed |
| 25 | 10-day loan (25) | Move to In-library use (02) | Complete/Removed |
| 28 | 28-day loan (28) | Move to Regular loan (01) | Complete/Removed |
| 63 | In-library use (63) | Move to In-library use (02) | Complete/Removed |
| 64 | 7-day loan (64) | Move to 7-day loan (24) | Complete (except BER) |
| 72 | Ask at Circulation Desk (72) | Move to In-library use (62) | Complete/Removed |
81 | Regular Loan (81)Â | Move to Regular loan (61) | Complete/Removed |
82 | In-library use (82) | Move to In-library use (62) | Complete/Removed |
| 88 | Suppressed | TBD: Items need clean up and migration plan | TBD |
| 93 | Ask at Circulation Desk | Move to Ask at Circulation Desk (92) | Complete/Removed |
| 94 | 3rd Floor Secure Reading Room | Move to Ask at Circulation Desk (92) | Complete/Removed |
| 95 | Ask at Judaica Division | Move to Ask a Circulation desk (92) | Complete/Removed |
96 | Pick-up in Newspapr/Mic ReadRm | Move to Ask a Circulation desk (92) | Complete/Removed |
| 98 | In-library use (98) | Move to Ask at Circulation Desk (92) | Complete/Removed |
Note HOLLIS display
For the most part, the display label is determined by the value in:
Terms of Use Management > (name of TOU) > Due Date > Policy Description field.Â
Exceptions apply. Also, if an item is not loanable, it cannot get a unique display value. All non-loanable items are controlled by Alma value 'c.uresolver.getit2.item_list.non_circulating.'
Examples:
