[Wactclc-alma] [External] COVID-19 closure

Tue Mar 10 19:56:53 PDT 2020

Thanks for sharing!

Amy Herman, Library Faculty

Olympic College

Bremerton, WA

(360) 475-7256

aherman at olympic.edu
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Tuesday, March 10, 2020 7:37:44 PM
To: WACTCLC Alma Discussion
Subject: [External][Wactclc-alma] COVID-19 closure

Caution: This email originated from outside OC. Please be very cautious of links in emails that take you outside the college and ask you to provide your OC credentials. If unsure, call the IT Help Desk @ 360.475.7600. Thank you.

As I mentioned in the call today, South Seattle College has closed their main campus from March 10 - March 25 due to a confirmed COVID-19 case on campus.  I wrote up some notes on a few things we did behind the scenes to deal with currently checked-out materials.  Sharing in case any of you folks need to do something similar.

It will be ok!

Kirsti S. Thomas
Library Technical Service Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu

Emergency closure

1) Update calendar

Alma config - select [Library] - Fulfillment - Opening hours - Add Record

Record Type: Exception

Status: Closed

Day of Week : [Select day of week]

Description: can be blank, but it's helpful to put something here (e.g. Snow day, COVID-19 closure)

Valid from: First day of closure

Valid to: Last day of closure

>From hour: leave blank; Alma will assign default value of 00:00 (12:00 am)

To hour: leave blank; Alma will assign default value of 23:59 (11:59 pm)

2) Select Apply Changes

[Machine generated alternative text: Summary  Contact Information  Inherited  Calendar Management  IP Definitions  Import  To hour  Add Record e*  Record type  Valid from  Full Calendar  From hour  Apply Changes  Valid to  Day Of  Description  Status]

3) If the closure will be several days long, it may be helpful to change the due dates for items which are overdue but have not yet switched to Lost status.

(NOTE: I have no idea what this does to any overdue fees that have already accrued!!!)

If there are a few, you can change the due dates manually.  If there are many, use Alma > Fulfillment > Advanced Tools > Bulk Change Dues Dates (See Changing Loan Due Dates in Bulk<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/070Advanced_Tools/030Changing_Loan_Due_Dates_in_Bulk>)

To update manually...

Perform an Advanced Search for Physical Items

Physical Item: Process Type = Loan

Holdings: Physical Permanent Location = [Select Library], click Select All

Export All fields to Excel spreadsheet

Filter Due Date Column for Due Dates before [Today]

Copy barcode from Excel spreadsheet and perform Physical Item search in Alma

When the item record is retrieved, click Loan in the Process Type field

[Machine generated alternative text: Great writing. 2 : great paragraphs / Keith S. Folse, April Muchmore-Vokoun, Elena Vestri Solomon.  Book By Folse, Keith S.. (Boston National Geographic  Learning. [20141)  Barcode: 2060000523BJg6  Library: South Seattle College Library  creation Date: 07,'0S/2011 AM, PDT  Modification Date: 01/08/2020 11:55-26 AM, PST  Process L oan  Expected Arrival Time: -  On Hold Expiration Date: *  Due Date: PM, POT  Needed By: *  Until: -  Permanau Location: ESL Language Leaming  call Number: PE1439 2014  Call NunM>er Type: Library of  Congress classification  Status: Item not in place  Due back: *  Item Policy. (OBSOLETE) Book  Material Type: Book  Item ID:  23421 30002820  Holdings ID:  22421 601 50002920  MMS ID:  og71161dga02g-20]

Click on the borrower name on the On Loan Item screen

On the Patron Services screen, check the box for the item you're changing the due date for and click Change Due Date

Enter the new due date - DON'T enter a due time -- Alma will default to the library closing time on that date

4) If the closure will be several days long, add an emergency closure statement to the following notifications

Borrowing Activity Letter

Courtesy

Fu Overdue and Lost Loan Letter

Ful Lost Loan Letter

Ful Lost Loan Notification Letter

Ful Overdue and Lost Loan Notification Letter

Loan Status Notice

Overdue Notice Letter

Short Loan Letter

In the Letter > Template Tab

Insert underneath line- <xsl:call-template name="toWhomIsConcerned" /> <!-- mailReason.xsl -->

or underneath -

<xsl:call-template name="senderReceiver" /> <!-- SenderReceiver.xsl -->

<br />

<xsl:for-each select="notification_data">

<xsl:if test="/notification_data/item_loans/item_loan/library_name='South Seattle College Library'">

  <center>

    <span style="font-family:Arial; font-weight:bold">

     <FONT COLOR="#FF0000">

       <B>South Seattle College Library at the main campus in West Seattle is closed March 10-March 25, 2020.

       <br/><br/>

       You can return library materials when the library re-opens on March 26, 2020.

       <br/><br/>

       The South Seattle College Library will NOT place blocks on student accounts during this time.

       <br/><br/> </B>

     </FONT>

    </span>

   </center>

  </xsl:if>

</xsl:for-each>

Created with Microsoft OneNote 2016.
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