[Wactclc-alma] COVID-19 closure

Fri Mar 13 13:38:27 PDT 2020

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] On Behalf Of Charly Eaton
Sent: Friday, March 13, 2020 1:30 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
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

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<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

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<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

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<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
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<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.]
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200313/6938cf58/attachment-0002.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 27578 bytes
Desc: image001.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200313/6938cf58/attachment-0004.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 69882 bytes
Desc: image002.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200313/6938cf58/attachment-0005.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.jpg
Type: image/jpeg
Size: 425 bytes
Desc: image003.jpg
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20200313/6938cf58/attachment-0002.jpg>