Usually during intercession and summer periods, we often get emails from patrons who are out of town and have a book that's been recalled. Below are steps to handle this situation and email template you can use if you'd like.
1) Ask the patron if someone else has access to where the book is located
- This doesn't always occur to patrons and sometimes a friend/colleague or administrative assistant can access their house or office to retrieve the book. If the book is in a carrel or study in the library, we can retrieve the item with their approval. If it is in a locked study, we must ask security to let us in.
2) If the book cannot be retrieved, email the patron who recalled the item:
Patron's Name,
The patron who has the book you recalled – TITLE – has informed us they are out of town and unable to return this item in a timely manner. In this case, I would suggest you submit an inter-library loan request for this item and note the above reason in your request.
In addition, we can either remove the hold on this item or let it remain so that the copy is put on hold for you when the patron returns at ________.
Let us know if you have any questions or would like assistance in placing an ILL request.
3) If necessary, follow up with patron who is out of town
If the recall remains on the item, the patron who is out of town will still receive overdue notices until it is returned. You will want to inform them that fines will still accrue in this case (the exception being faculty). Kindly remind them that books can be recalled at anytime to ensure everyone has equal access to the collection. Let them know they can come to the LSD and discuss their account and any fines when they return to campus.