Holds Overview

mega-meta, housekeeping

Wes Osborn

Most holds settings and limits are enforced by the requesting/logged in library location*. However some elements are also controlled by the item’s owner. This article explains how the various settings for holds works with Polaris.

*Note: We have seen some instances where the settings are being incorrectly enforced. If you find cases like this, please open a HelpDesk ticket with examples with the relevant details.

Controlling which items can fulfill hold requests

  • The request section of Item -> Cataloging workform controls how an individual item record participates in filling hold requests:

The Polaris Help file explains the various options shown in the screenshot above.

  • Item records that have certain Item Circulation Statuses may also be prevented from being placed on hold. To request a list of statuses your library current prevents holds from being placed on, please open a HelpDesk ticket.

Note: This list above are the circulation statuses that a hold request would be prevented on.

Hold pickup locations

  • Where a patron can pickup a hold request is controlled by their registered branch. You can use this report to see where patrons are currently able to pickup items: Pickup Location Reference

Volume, Copy and item level holds

Holds fulfillment

Dates on hold requests

The hold request workform has several dates:

  • The requested date is the date when the patron or staff member originally placed the hold request.
  • The activation date is when the Polaris system will begin to actively attempt to fulfill a hold request. If the date listed here is in the future, then the hold request is considered suspended until the activation date.
  • The expiration date is the date when Polaris will stop attempting to fulfill a hold request. The default date is set in Polaris System Administration. Many libraries will set this date from 1 to 10 years in the future.
  • It is particularly important to have the expiration date be far enough in the future so that hold requests on pre-publication records can be fulfilled before they expire.
  • Once the expiration date is reached the hold requested will be canceled or deleted depending on the library’s settings.
  • Once an item becomes held on the hold shelf (ready for the patron to pickup) the hold record workform will include an unclaimed date. Once the unclaimed date is reached the HOLD status will change to unclaimed.
  • Although the HOLD status will change, the item’s circulation status will remain held until the item is checked-in.
  • Once the unclaimed date is reached, this item will show up on the unclaimed reports that staff members should run regularly.
  • The unclaimed date is impacted by the closed days listed for the library.
  • Unclaimed reports show items that should be removed from the hold shelf and checked-in for the request of the next patron on the hold list.

Common issues with holds


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Wes Osborn
Wes Osborn

Need to add information about located holds @khock