Polaris Leap: Missing & Lost Items
Updated 7/1/25
OVERVIEW
MISSING ITEMS
Missing = Circulation status manually given to items that are missing from the library and were not checked out to a patron account.
To follow up on a missing item in Leap, access the item’s record. You may search for it using the Find Tool or copy/paste the item barcode into the Leap quick search bar if you have it.
The record should show Circulation Status: Missing and will list the date/time since the last status change:
The Circulation tab will list additional circulation details, including the last check-in location, the previous borrower, and transit information (if applicable):
The Statistics tab will list previous circulation statistics, which might help to decide whether or not your library would like to purchase a replacement copy:
OPTIONAL WITHDRAWN STATUS
If an item has been in Missing status for an extended period of time, your library may opt to place it into Withdrawn Status. This is an optional step meant to give other staff members the opportunity to review the records and determine if replacement is needed.
Items can be updated to Withdrawn manually, on a case-by-case basis, or automatically.
Note: If your library is interested in Missing items automatically transitioning to Withdrawn after a predetermined period of time, please contact the ODIN Office to set this up.
DELETING RECORDS IN MISSING/WITHDRAWN STATUS
If the item has been Missing or Withdrawn for an extended period of time and you have exhausted all avenues of recovery or have decided to buy a replacement, you may opt to delete the record from the Polaris catalog.
Retrieve the item record, navigate to the Actions menu, and choose Delete:
A confirmation screen will appear. Choose Continue to mark the record for deletion:
If the item is the last copy attached to a bibliographic record, the following prompt will appear:
Choosing Delete is recommended. This removes the corresponding bibliographic record from the Polaris database since it is no longer needed.
If the record deletion was successful, you will see the following message:
Note: DO NOT delete item records more than once. Deleting a record twice permanently purges the record from the Polaris database. We are not able to pull circulation statistics from purged records, and they cannot be reinstated. The ODIN Office purges records on a schedule that does not disrupt the collection of statistics.
If you would like assistance bulk deleting records in Missing status, please contact the ODIN Office.
LOST ITEMS
Lost = Circulation status for items checked out to a patron account that have not been returned after an extended period of time. Items can be manually Declared Lost from the patron record or automatically given a status of Lost when bills are generated.
Lost items are visible under the Claims/Lost tab of a patron’s account. Any corresponding charges may be reviewed under the Account tab:
Open the item record by clicking on it from the list under the Claims/Lost tab. The record should show Circulation Status: Lost and will list the date/time since the last status change:
BILLING FOR LOST ITEMS
Printing Bills in Bulk
Long overdue items are given a Lost status when bills are generated for the library. For information on printing bills in bulk, please visit Generating Print Notices & Bills in Leap.
Printing Individual Bills
You may generate an individual bill for an account under Utilities > Print Notices:
Click on the Overdues folder, scroll to the bottom of the list, and choose Patron Billing Statement by Patron Barcode:
Enter the patron’s barcode and click Submit Report:
The Print Preview will appear, and you will have the option to download or print the bill.
Removing Charges from a Patron Account
Once an item has been paid for by the patron or your library has decided to waive a charge, it may be removed from the patron’s account.
To remove charges, navigate to the Account tab of the patron account. The Pay and Waive Charge options will become available once 1 or more lines are selected from the list:
Choose Pay or Waive Charge, whichever is most appropriate for the situation.
The payment details screen will appear. Enter the amount being paid/waived, the method of payment (cash or check), and an optional note if needed. Click Pay/Waive:
A payment receipt will be generated (if enabled). Print if desired:
Note: Receipts and notifications may be customized to each library’s preferences. Please contact the ODIN Office for assistance.
You may review the full transaction history of the account under the Account tab by selecting View: Transaction Summary on the right-hand side of the screen:
DELETING RECORDS IN LOST STATUS
If the item has not been returned for an extended period of time and you have exhausted all avenues of recovery, you may opt to delete the record from the Polaris catalog.
Retrieve the item record, navigate to the Actions menu and choose Delete:
A confirmation screen will appear. Choose Continue to mark the record for deletion:
You will receive the following message about breaking the item record’s links to the patron account:
Choose Continue Deleting to delete the record and break the link to the patron’s account.
If the item is the last copy attached to a bibliographic record, the following prompt will appear:
Choosing Delete is recommended. This removes the corresponding bibliographic record from the Polaris database since it is no longer needed.
If the record deletion was successful, you will see the following message:
The item record will no longer be listed under the Claims/Lost tab of the patron’s account, but any charges will remain under the Account tab:
These remaining charges are eligible to be paid or waived at any time.
If you would like assistance bulk deleting records in Lost status, please contact the ODIN Office.
RELATED TRAININGS