Related product I-Share

Best Practices: Call Slip Processing When Library is Closed

Revised 12/4/2017

CARLI and Ex Libris recommend that Call Slip queues be processed as frequently as possible. In a UB/Request Promotion environment (such as I-Share), Call Slip queues that go unprocessed can cause severe disruptions in the progression of requests.

Which option should you use when your library will be closed and not processing call slips?

  • If your library will be closed for 4 days or less, there is no need to change the consortial, recommended settings for the values explained below.
  • If your library will be closed while the majority of other I-Share Libraries are also closed, use the Holiday Library Closure directions below.
  • If your library will be closed while the majority of other I-Share Libraries remain open, use the Unique Library Closure directions below.
  • Send any questions about which option you should use to .

Holiday Library Closure
(ExampleS: Christmas, Easter, Thanksgiving)

There are times when many I-Share libraries simultaneously close during holiday and/or semester breaks.

These Holiday Library Closure changes listed below work to put the call slip process on “pause” throughout I-Share for better service to the patrons. Extending the Expire Period and Archive Period in your call slip queue holds the call slips there for you when you return.

Patrons can still place new requests, but since the majority of libraries are closed on almost exactly the same dates with no staff to fill the requests, or accept the ILDS deliveries, or charge the books out to the patrons, it’s best to just pause everything until library staff return.

Otherwise what ends up happening is that the requests placed during break just end up expiring out of the system; so for the patron, waiting an additional week is better than waiting an additional week AND having to place your request again because it expired.

In order to alleviate these conditions when many libraries are closed simultaneously (such as the Christmas holiday break), CARLI recommends the following:

  1. Call Slip Expire Period: Extend the Call Slip expiration settings in System Administration> Call Slips> Queues> Values Tab> Expire Period to AT LEAST the number of days you intend to be closed and not processing call slips.
    • You can make this change at any point leading up to holiday break, as long as you continue to process call slips as normal until you do close.
    • The value should be increased to AT LEAST the number of days you will be closed; you can include extra days to account for additional processing time when you return.
  2. Call Slip Archive Period: Extend the Call Slip Archive period in System Administration> Call Slips> Queues> Values Tab> Archive Period to AT LEAST the number of days you intend to be closed and not processing call slips.
    • You can make this change at any point leading up to holiday break, as long as you continue to process call slips as normal until you do close.
    • The value should be increased to AT LEAST the number of days you will be closed; you can include extra days to account for additional processing time when you return.
  3. Optional-- Hold Shelf Life: Extend the Hold Shelf Life for requestable item types to allow your patrons extra time after the holiday break to pick up their "on hold" items.
    • This value should be updated at least a week before closing for the holiday, so that incoming items leading up to the holiday season are granted a longer hold shelf life.
    • If your patrons can place local Call Slips (your patron requesting your item to be pulled and put on the hold shelf at your library), extend the Hold Shelf Life for requestable item types in Voyager System Administration> Circulation> Circ Policy Definitions> Matrix tab> Choose Local Call Slip Eligible Matrix Entries> Intervals tab.
    • For incoming UB items, it is the Hold Shelf Life setting in your library's All/All matrix that determines the hold shelf life for the transaction. Adjust the Hold Shelf Life in the All/All matrix accordingly.
  4. Remember to reset these values back to the CARLI recommended settings when the library returns to normal service.
    • The consortial standard setting for the Call Slip Expire period is 4 days.
    • CARLI recommends setting the Call Slip Archive Period for 14 days.
      • The Call Slip Archive Period must be the same number of days, or longer, than the Call Slip Expire Period.

unique Library Closure
(examples: Extended holiday Break, Remodeling, or Summer closure)

If your library will be closed during a time when the majority of other I-Share libraries will remain open, for example, such as for remodeling or a lengthy summer break, CARLI recommends the following:

  1. Contact CARLI: First, contact CARLI at to notify support of your unique library closure.
  2. Call Slip Expire Period: On the last day you're open before the extended closure, shorten the Call Slip expiration settings in System Administration> Call Slips> Queues> Values Tab> Expire Period to 1 Minute. This is the most efficient way to quickly promote UB and local call slip requests for your items by patrons on to other I-Share Libraries.
  3. Hold Shelf Life: If you will be closed for an extended period of time, please return all unclaimed items on your library's hold shelf to the lending library.
    • On the last day you're open (with delivery) before the extended closure, if the hold has not yet expired for I-Share materials, you will need to charge the item to the requesting patron's account, and then discharge it to route it back to the lending library.
  4. Optional-- Local Call Slips: To prevent your local patrons from placing a callslip on your own items when collections are unavailable, CARLI can remove the "Request Item" tab in your local VuFind catalog (this will not affect your patrons' abilities to place requests in the I-Share union catalog) and the "Request" toolbar button in WebVoyge.
    • Since it will be confusing for your patrons to lose the ability to place local callslip requests, we recommend that your library create an attention-grabbing new banner for the top of both the VuFind and WebVoyage catalogs that explains the dates your library is closed. This banner could link to your website with more information about library services during the closure, if available.
    • You submit the VuFind banner via the customization form, and may submit the new WebVoyage banner (and associated image map, if relevant) via an email to .
    • Be sure that you have a backup copy of your current banner image/information saved somewhere before submitting the request to have the new "library closed" banner uploaded, so that it will be easy to reverse the changes once you reopen.
  5. Optional-- Pick-Up Location: If your library will be completely unavailable as a pick-up location, while there is no good way to remove your library from the list of pick-up locations in the I-Share catalog, you could add a brief explanation to your library's name to discourage use. The Cluster Name field has a 100 character limit.
    • Update the name in the Voyager SysAdmin client > Circulation> Cluster Maintenance.
    • Because the cluster name shows up in several places, please leave your institution's name at the beginning of the name. You could append "[No delivery May 10-June 17]" or "(Closed 5/10-6/17)" for example.
    • Once you have made this change (if you decide to do so), please let CARLI know. We will need to run a batch job to refresh the way your name appears across all I-Share databases.
    • Renaming your cluster will not prevent people from choosing your library as a pickup location, but it might discourage them from doing so.
  6. Remember to reset these values back to the CARLI recommended settings when the library returns to normal service.
    • The consortial standard setting for the Call Slip Expire period is 4 days.
    • CARLI recommends setting the Call Slip Archive Period for 14 days.
      • The Call Slip Archive Period must be the same number of days, or longer, than the Call Slip Expire Period.