[Wactclc-alma] COVID-19 closure

Fri Mar 13 13:30:14 PDT 2020

If you're extending due dates to the first day of Spring Quarter you may
want to consider a generous grace period. I set a two-day grace period so
students planning to return items on their first day of class (as opposed
to the first day of the quarter) aren't hit with fines. Alternatively, you
could just waive fines on an individual basis or via bulk waive.

On Fri, Mar 13, 2020 at 12:19 PM Guidry, Wade <WadeG at bigbend.edu> wrote:

> Here’s an Alma / Primo Emergency Closure document that I’ve started:
>
>
>
>
> https://docs.google.com/document/d/1A9anPruZDloInpDPEYvdaxu12TXkyVagc-xv79C7woQ/edit?usp=sharing
>
>
>
> Still a work-in-progress, but will provide a useful guide immediately to
> some of the considerations in setting up Alma / Primo for an extended
> closure.
>
>
>
> Please do share any questions or comments, so that I can address them.
>
>
>
>
>
> Wade Guidry
>
> WACTCLC
>
> Library Consortium Services Manager
>
> wadeg at bigbend.edu
>
> http://www.wactclc.org
>
> 509.760.4474
>
>
>
> Pronouns: he/him/his
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] *On
> Behalf Of *Guidry, Wade
> *Sent:* Thursday, March 12, 2020 4:08 PM
> *To:* 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] COVID-19 closure
>
>
>
> ATTENTION: This email contains links. Please follow best practices before
> clicking on links
>
> Well put, Kirsti.
>
>
>
> Meanwhile, I’ll put together some thoughts to post tomorrow on dealing
> with an emergency closure in Alma / Primo, including:
>
>
>
> -Extending expiration dates (if done manually, the patron load jobs should
> be disabled so the dates don’t get updated)
>
> -Updating due dates on transactions
>
> -Setting exception closure dates in the library calendar
>
> -Optionally, turning off notices
>
> -Disabling or hiding holds in Primo
>
>
>
> I’m sure there’s more I can think of. All of which are optional. Just
> depending on what fits in each case.
>
>
>
> Meanwhile, while not an ILS-specific list, here is something that came
> across my desk today, highlights of a closure preparedness list from King
> County Library System, that may be of interest:
>
>
>
> *Level 4 recommendations *
>
> *(Note highlighted sections are for full closure and require 24 hours
> notice to implement)*
>
>
>
> *1.            Depending on the length of our closure, stop vendor
> shipments.*
>
> *2.            Schedule key staff to accept shipments, unpack, process
> invoices possibly for up to two weeks.*
>
> *3.            Schedule staff to support digital services or create
> message on web page indicating due to closure no support can be provided at
> this time.*
>
> *4.            Selectors telecommute: select but not order physical
> materials.  Order digital materials if we can process invoices.*
>
> *5.            Depending on length of closure work with MDS to have the
> courier that delivers mail to Service Center hold mail.  *
>
> *6.            Cease ILL courier deliveries.*
>
> *7.            Cease all local delivery of newspapers unless staff will be
> at community libraries to empty book drops.*
>
> *8.            Any required meetings via MSFT Teams or conference call.*
>
> *9.            Suspend Unique Services monetary collections activity.*
>
> *10.          Waive fines.*
>
> *11.          Pause all holds.*
>
> *12.          Extend due dates.*
>
> *13.          Cease all physical circulation activity including ILL.*
>
> *14.          Maintain digital collections including databases.*
>
> *15.          Cease allowing Suggest a Purchase and ILL requests.*
>
>
>
>
>
> Wade Guidry
>
> WACTCLC
>
> Library Consortium Services Manager
>
> wadeg at bigbend.edu
>
> http://www.wactclc.org
>
> 509.760.4474
>
>
>
> Pronouns: he/him/his
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu
> <wactclc-alma-bounces at lists.ctc.edu>] *On Behalf Of *Thomas, Kirsti
> *Sent:* Thursday, March 12, 2020 11:10 AM
> *To:* WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] COVID-19 closure
>
>
>
> ATTENTION: This email contains links. Please follow best practices before
> clicking on links
>
> Given the lack of technological sophistication in many areas of operations
> (not just in the libraries) due to chronic underfunding, I can't fault the
> administrators. I joke about dragging us into the 20th century.  I'm not
> really joking. ;)
>
>
>
>
>
> It will be ok!
>
>
>
> Kirsti S. Thomas
>
> Library Technical Service Manager
>
> Seattle Colleges
>
> kirsti.thomas at seattlecolleges.edu
>
>
>
>
>
>
>
> *From:* Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> *On Behalf Of *Guidry,
> Wade
> *Sent:* Wednesday, March 11, 2020 10:20
> *To:* 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] COVID-19 closure
>
>
>
> *“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.”*
>
>
>
> This one kind of tells me that administrators don’t really understand the
> level of sophistication at which libraries operate in the 21st century.
> Do they think the transactions are all handwritten or something? J
>
>
>
>
>
> Wade Guidry
>
> WACTCLC
>
> Library Consortium Services Manager
>
> wadeg at bigbend.edu
>
> http://www.wactclc.org
> <https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7Cc07e60aa6f3540a20dd808d7c5e07eee%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637195440317838345&sdata=HdbzvLRIJDaNcn14KTVElMp0hFDkob%2FePZT%2FeHSw9cI%3D&reserved=0>
>
> 509.760.4474
>
>
>
> Pronouns: he/him/his
>
>
>
>
>
> *From:* Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu
> <wactclc-alma-bounces at lists.ctc.edu>] *On Behalf Of *Thomas, Kirsti
> *Sent:* Tuesday, March 10, 2020 8:26 PM
> *To:* WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
> *Subject:* Re: [Wactclc-alma] COVID-19 closure
>
>
>
> ATTENTION: This email contains links. Please follow best practices before
> clicking on links
>
> 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
>
> Get Outlook for Android
> <https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2Fghei36&data=02%7C01%7C%7Cc07e60aa6f3540a20dd808d7c5e07eee%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637195440317838345&sdata=c225v4D%2BT4Ohfmf3S6Ia9zQUueSL61a5Tu5x5f5n6Pg%3D&reserved=0>
>
>
> ------------------------------
>
> *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*
>
>
>
> [image: 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%7Cc07e60aa6f3540a20dd808d7c5e07eee%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637195440317848341&sdata=s9xxL970N%2FzImfxR4yucYCCB1tCgsSQFMTtIAPeaDMA%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
>
>
>
> [image: 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.
>
>
>
> 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.
>
>
>

-- 
*C**harly Eaton*
*Circulation Services Manager*
*Learning Resources/Library*
*425.640.1447*
*Work Schedule: Monday - Friday 7:00 - 4:00*
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