[Wactclc-alma] Sending Students to Collections

[Guidry, Wade]

Lesley,

The switch to ctcLink won't have any impact on overdue notices.

If you're thinking about handing off lost item bills to the registrar electronically, we're a long way away from doing anything like that, to be honest. We still don't even have patron loads and authentication fully working for C1, then we'll have to do all the basic integrations (auth, patron load) for C2, and C3. And meanwhile, we'll have to deal with switching the existing the PPMS / SMS patron load process to ctcLink. So, doing 'bursar out' is way out there, at least as a consortium effort. That's not to say that an individual institution (or a group of institutions) couldn't pursue it on their own. That integration also requires awareness, commitment and resources on the institutional registrar side.

Meanwhile, if you want to print overdue / lost notices, as well as email them, check out "Letter Send Format" in Lost and Overdue Loan profile. You can set that to email, print, or both. So, if you want to try to print notices, as well as email them, it's possible. You just need a printer email address configured for the relevant circ desk, and an email account that receives and can print those notices. (This is actually something I just became aware of recently, after I learned that Bellingham is doing this. I don't recall that option being there during Alliance migration. Or, it might have been, but wasn't widely discussed, as I'm not aware anyone was printing overdue notices.


Wade Guidry - wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
Library Consortium Services Manager
Washington Community & Technical Colleges Library Consortium (WACTCLC)
(509) 760-4474

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Lesley Caldwell
Sent: Thursday, September 29, 2016 10:14 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Sending Students to Collections

Thank you, Wade.

We also put together a LOST report in Analytics, so I'll compare that to the one you link to below.

Our concern is that in Voyager the lost info populated letters that we then printed and physically mailed. While I think adding the line you suggest below to our lost email is a good idea, it may not be enough as we are under the impression that students need a physical letter, not just email.

Pierce College moves to ctc Link in January - perhaps this will all be moot after that?
-Lesley


From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Wade Guidry
Sent: Tuesday, September 27, 2016 12:21 PM
To: Wactclc-alma at lists.ctc.edu<mailto:Wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Sending Students to Collections


For the notification to users about being sent to collections, you may just want to do this in the final lost / overdue notice sent to patrons.



Just add text to the LOST notice that says something like "Following the end of the quarter, if this item has not been returned or paid for, this transaction will be sent to collections, and a hold will be placed on your academic record". Or, something to that effect, whatever you guys do during collections.





Then, depending on how sophisticated you want to get, you can export LOST transactions via Bursar integration (https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Integrations_with_External_Systems/050User_Management/020Bursar_Systems  ), or you could just do an analytics report.



Bursar Integration

===============

If you export LOST transactions via the Bursar integration, the LOST transactions are zeroed out in Alma, and Alma considers the transaction paid. The idea being that the transaction has become the responsibility of someone else (a collection agency, the registrar's office).



The result of the Bursar out integration is a delimited file of transactions, that can be processed into some other system, that will then track payment collection.





Analytics Report

===============

The other option is a manual approach. Run an analytics report of LOST, unpaid items that were due during a given time period, and then use that report in some kind of LOST transaction workflow.



I created a quickie analytics report that does just this. Take a look in Analytics, in the 'Catalog', in /Shared Folders/Community/Reports/WACTCLC, and look at "List of items marked lost that were due during a given date range".



Copy that analysis into your local Analytics folder, and add and change filters and fields as desired, to achieve the exact kind of result you want.



Screenshot of my report location here; http://imgur.com/7o6kNJD



Wade Guidry - mailto:wadeg at bigbend.edu

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