[Wactclc-alma] COVID-19 closure
Guidry, Wade
WadeG at bigbend.edu
Fri Mar 13 15:04:39 PDT 2020
Thanks, Charly.
Yes, this approach will work for new transactions that occur between the time you create the new TOU and the start of the closure. But creating a TOU for the closure scenario may not be for everyone.
And, if you update your library calendar with the closure dates, and your TOU set to move due dates to the next open day when the calculated due date falls on a closed day (you’re likely already set this way), then you’re already addressing the due date issue for any new transactions leading up to the closure. The grace period may be a secondary concern, and only if you charge fines.
Meanwhile, changing the due dates on existing transactions via the bulk job can handle the issue for the existing transactions.
Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<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 Charly Eaton
Sent: Friday, March 13, 2020 1:45 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] COVID-19 closure
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By grace period I'm referring to a duration in overdue status that does not incur fines. And yes, I chose to create a new TOU with the extended due date and 2 day grace period.
On Fri, Mar 13, 2020 at 1:38 PM Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>> wrote:
Thanks, Charly.
By grace period, are you referring to just adding a couple of more days to your expiration extension, to allow a bit of extra time for users?
Or, are you talking about actually updating the grace period policy in TOUs?
Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474
Pronouns: he/him/his
From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>] On Behalf Of Charly Eaton
Sent: Friday, March 13, 2020 1:30 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] COVID-19 closure
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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<mailto: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<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474
Pronouns: he/him/his
From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu<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<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] COVID-19 closure
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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<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<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 Thomas, Kirsti
Sent: Thursday, March 12, 2020 11:10 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] COVID-19 closure
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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<mailto:kirsti.thomas at seattlecolleges.edu>
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto: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<mailto: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? ☺
Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto: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] On Behalf Of Thomas, Kirsti
Sent: Tuesday, March 10, 2020 8:26 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] COVID-19 closure
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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<mailto: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<mailto: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<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>
Sent: Tuesday, March 10, 2020 7:37:44 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto: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<mailto: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%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
[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<mailto: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<mailto:ITHelp at seattlecolleges.edu>.
--
Charly Eaton
Circulation Services Manager
Learning Resources/Library
425.640.1447
Work Schedule: Monday - Friday 7:00 - 4:00
[Image removed by sender.]
--
Charly Eaton
Circulation Services Manager
Learning Resources/Library
425.640.1447
Work Schedule: Monday - Friday 7:00 - 4:00
[Image removed by sender.]
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