The Order Cancellations ("PinCan") Mailing List

Occasionally, publishers of library materials will cancel the publication of books or movies without ever releasing them.  When this happens, libraries will remove the record from Polaris, and if the title cannot be repurchased elsewhere, cancel any relevant patron holds on the material.  The Order Cancellations "PinCan" mailing list is used to facilitate communication between Acquisitions and Circulation staff.

1. When a library receives notices that a title has been cancelled and there are holds, Acquisitions staff will:
   • Modify the title in Polaris to indicate that the title has been cancelled. (example: PUBLISHER CANCELLED 8/9/22)
   • Ensure the "Display in PAC" box is not checked.
   • Cancel the Purchase Order Line Item
   • Send an email to [email protected] identifying the title and the libraries that have holds on this title
     
     Sample Text:
     
     Subject: Cancelled Title
     Please be advised that the following title has been cancelled: Disney Fairies 12, by Stefanie Petrucha, ISBN 9781597071994. There are patrons with holds on this item at Plainfield and Joliet libraries. Please contact patrons and remove the holds. Thank you.
     
     
2. Public Services staff from the identified libraries will:
   • Contact the patron(s) to inform them that their holds have been cancelled.
   • Cancel the hold request in Polaris.
   • Respond back to the PinCan list that all holds from their library have been cancelled.
     
     
3. Once all hold requests have been removed, Acquisitions staff will delete the bibliographic record from Polaris.