[Wactclc-alma] Alma Accounts Expire Upon Withdraw?

Mon Apr 19 13:40:39 PDT 2021

John Davis, the IT support person who wrote our extract scripts, says he has a special table/query set up in DataSync(?)  that lists students who have withdrawn from the current term.

John said he had to create this special table for use with Starfish-- our advising platform-- so it was pretty easy to use the same table for the libraries too.

If the extract script finds a student in that table, it sets the expiration and purge dates as [today] (i.e. the date the export job runs)

I haven't checked to see if this is working as expected.  I figure it's still too early in the quarter.

John's email is John.M.Davis2 at Seattlecolleges.edu<mailto:John.M.Davis2 at Seattlecolleges.edu> in case you want to ask your IT people to contact John for specifics on the set-up.

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: Friday, April 16, 2021 19:16
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Alma Accounts Expire Upon Withdraw?

Lesley,

Doing so requires customization in the patron extract script.

The extract script needs to identify students that have withdrawn from classes, and then to set  the expiration date on the user record accordingly.

When the ctcLink extract scripts were developed at LCC and Olympic, I talked about that need with them. At the time, neither developer felt like that identification could be made.

I am not convinced of that, however. And the developer at Seattle recently seemed more open to addressing the need.

So, it's worth asking Carlos, or whoever might do that implementation, for that enhancement. Would you like to do that, and cc: me? (The request is going to have more value/strength if it comes from within the institution, I think.)

Basically, you simply want the extract process to identify students that have withdrawn from classes on the previous day (since the script runs nightly), and to set the expiration date accordingly.

If there was a 'withdrawn' flag that marks records in ctcLink of students that have withdrawn, that would be fairly straightforward. But I don't believe any such flag exists. So, to identify withdrawn students, you have to compare two sets of student records (yesterday's, and the day before yesterday's, say), and identify the differences. So, it's some extra coding work, but I'm fairly certain it's doable.

And, once it gets done once successfully, that solution could be shared with others.

Wade Guidry
Library Consortium Services Manager, WACTCLC
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From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Lesley Caldwell
Sent: Friday, April 16, 2021 3:09 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Alma Accounts Expire Upon Withdraw?

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Happy Friday!

Has anyone figured out a way to automatically update patron expiration dates in Alma if a student drops all classes or withdraws mid quarter?

Thanks!
Lesley

Lesley Caldwell
Systems and Instruction Librarian
Pierce College
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