Circulation Division

Trace Procedure

The OPAC trace request form will generate an e-mail message to Firestone Circulation.  Circulation staff will review the requests and forward trace requests for branch material to the appropriate branch library’s e-mail account. Please follow this procedure as you trace the material.

Print out traces from your library’s e-mail account

  • Search each trace in Voyager Circ to verify current status and location(s).
  • If the book is charged out, place a copy level recall for the patron using the pickup location specified by the patron.
  • If the book is on reserve or non-circulating, reply to the patron with the information.
  • If the trace is a claims returned (book is currently charged to the patron) make a note on the printout.
Perform 1st physical search for book

  • If the book is found and it already has an item record with a barcode, place a copy level hold for the patron with the pickup location selected by the patron.
    • Discharge the book, place the hold slip in the book, and put it on the hold shelf.
    • Mail book to another library if Route for Hold slip prints.
  • If the book is found, and there is an item record for the book with a blank (empty) barcode segment:
    • Perform a "barcode replacement" in either Circ. or Cataloging.  (Do not create a new item record for this book or it will appear that 2 copies exist.)
    • Remove "missing" status if applicable.
    • Place a copy level hold for the patron in Circulation with the pickup location selected by the patron.
  • If the book is found and there is no existing item record in Voyager:
    • Find the bibliographic record in Cataloging and create a new item record.
    • Place a copy level hold for the patron in Circulation with the pickup location selected by the patron
  • If a "claims returned" is found, discharge the book, remove the fines and notify the patron that the book has been found.
Perform 2nd search (5 days later)
  • If the book is found and it already has an item record with a barcode, place a copy level hold for the patron with the pickup location selected by the patron.
    • Discharge the book, place the hold slip in the book, and put it on the hold shelf.
    • Mail book to another library if "Route for Hold" slip prints.
  • If the book is found, and there is a item record for the book with a blank (empty) barcode:
    • Perform a "barcode replacement" in either Circ. or Cataloging.  (Do not create a new item record for this book or it will appear that 2 copies exist.)
    • Remove the "missing" status if applicable.
    • Place a copy level hold for the patron in Circulation with the pickup location selected by the patron.
  • If the book is found and there is no existing item record in voyager:
    • Find the bibliographic record in Cataloging and create a new item record.
    • Place a copy level hold for the patron in Circulation with the pickup location selected by the patron
  • If the book is not found:
    • If the book has an item record, apply "missing" status in Voyager Circ.
    • If the book does not have a item record:
      • Search for the bibliographic record in Cataloging by call number.
      • Check for an existing item record.
      • If no item record exists, create a new item record.  Leave the barcode field blank. (Please do not add a barcode!)
      • Verify the location, item type, attach the "missing" status (use the graph icon in the bottom left corner) and save the new record.
    • E-mail the patron to inform them the book is missing.  Refer faculty, staff, and students to ILS or Borrow Direct.