Closing lost loans

Periodically, ADS or other circulation staff will submit ServiceNow tickets asking to have loans closed for a list of item barcodes.

Closing loans severs the link between the patron and the loan, allowing for an item to be replaced and/or for a lost item to be moved to the Lost or Withdrawn library.

After a loan is closed, if the item reappears, the patron does not get any of their fees/fines auto-refunded.

Closing a loan is done by creating a physical item set for the specific barcodes and then running the Close Lost Loans job, which is documented by Ex Libris. The job can only be run by an administrator. It is a straightforward job and usually runs very quickly.

Added 2/4/2026: Please share the set name or list of barcodes with Metadata and Systems Initiatives via the AskTech email: asktech@duke.edu. That team will push the items into the replacement workflow.