[Wactclc-alma] COVID-19 closure
Thomas, Kirsti
Kirsti.Thomas at seattlecolleges.edu
Tue Mar 10 20:26:13 PDT 2020
Normally I wouldn't bother, but (a) this is a much longer closure than normal and (b) we've already gotten email from concerned administrators asking how students can return their library materials during the closure to avoid having blocks put on their student accounts.
We also send out the Borrowing Activity Letter to everyone right around this time of the quarter, and I didn't want our South students freaking out about what to do about the items listed in their Borrowing Activity Letters.
Kirsti
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Elena Bianco
Sent: Tuesday, March 10, 2020 19:44
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] COVID-19 closure
That's awesome. Thanks, Kirsti. I hadn't thought of updating our notices...
Elena
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________________________________
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 <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] COVID-19 closure
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://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fknowledge.exlibrisgroup.com%2FAlma%2FProduct_Documentation%2F010Alma_Online_Help_(English)%2F030Fulfillment%2F070Advanced_Tools%2F030Changing_Loan_Due_Dates_in_Bulk&data=02%7C01%7C%7Ca2eab2125a464c30e1ef08d7c56618a6%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637194914613055294&sdata=yZN045VZFjsPABnhX7cayZmuOy42OItJj%2Fyrh0TNcVs%3D&reserved=0>)
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.
CAUTION: This email originated outside of the Seattle Colleges' email system. Do not click links or open attachments unless you recognize the sender and know the content is safe. Questions? Contact IT Services at x6333 (Central), x3630 (North), x5844 (South) or email ITHelp at seattlecolleges.edu.
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