[wactclc-alma] [EXTERNAL] - Patron expiration dates

[Thomas, Kirsti]

Seattle Colleges sets expiration dates for students at Day 11 of the following quarter.

For example, a student registered for classes in Fall 2023 has an expiration date of 01/13/2024.

We do this because upwards of 25% of our students don't register for classes until the first week of the quarter. These are also the students who tend to be the heaviest users of our Reserves textbooks.

If we set student expiration dates for the end of the quarter, then students who need to use Reserve textbooks the first week of the quarter may be blocked from doing that.

Day 10 is our cut-off date for registration. We set the expiration date at Day 11 to account for the 1-day lag between ctcLink and Alma.

This does mean that our loan periods extend into breaks between quarters but we feel the trade-off is worth it.

It will be ok!

Kirsti S. Thomas (Hear my first name<http://namedrop.io/kirstithomas>)
Library Technical Services Manager & Systems Librarian
Seattle Colleges
kirsti.thomas at seattlecolleges.edu



From: wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Herman, Amy
Sent: Wednesday, December 6, 2023 09:53
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Cc: Dunster, Emily <Emily.Dunster at lwtech.edu>
Subject: Re: [wactclc-alma] [EXTERNAL] - Patron expiration dates

We expire our patrons at "end of quarter +1 day" to control the end of quarter due date.  We try to get everything back at end of quarter.

If someone requests to check something out over a break or into the following quarter then we would just manually edit their patron expiration date first (and possibly purge date depending on your policies), and then set a due date manually as well.

You can change the patron's expiration date by selecting "Open for update" on the General Information tab of their Alma record.  It is a field that can be overwritten, so the patron load shouldn't wipe out your change overnight.  Then you would go to "Manage fulfillment activities" and check the book out as usual except that you'll edit the due date manually.  I hope that makes sense!


Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu> | 360-475-7256

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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 Kelley, Katherine
Sent: Wednesday, December 6, 2023 9:37 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Cc: Dunster, Emily <Emily.Dunster at lwtech.edu<mailto:Emily.Dunster at lwtech.edu>>
Subject: [EXTERNAL] - [wactclc-alma] Patron expiration dates

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Hello all,

We're reviewing our item checkout renewal process (for non-equipment items). Our patrons expire at the end of each quarter and since due dates cannot go beyond the patron expiration date, we cannot renew in the system and end up saving patron and item info in a text doc. Then, we renew items during the break between quarters once the currently registered students have been added or renewed in the system.

I'm wondering when do your patron accounts expire? Can we give students an added quarter even if they may not continue at the college?

Thank you!
Katherine

Katherine L. Kelley (she/her)
Faculty Librarian / Library Coordinator

Lake Washington Institute of Technology Library<https://www.lwtech.edu/campus-life/library/>
11605 132nd Avenue NE
Kirkland, WA 98034
425.739.8100 x8503

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