[Wactclc-alma] COVID-19 closure

Fri Mar 13 16:08:54 PDT 2020

Good points Wade. I considered those other options but ultimately decided
on the TOU route because we do charge fines for laptops and I wanted a more
forgiving lending contract given the circumstances.

On Fri, Mar 13, 2020 at 3:14 PM Guidry, Wade <WadeG at bigbend.edu> wrote:

> 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
>
> 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
>
>
>
> ATTENTION: This email contains links. Please follow best practices before
> clicking on links
>
> 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> 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
>
> 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> 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
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>
> 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.
>
>
>
>
>
>
> --
>
> *Charly Eaton*
>
> *Circulation Services Manager*
>
> *Learning Resources/Library*
>
> *425.640.1447*
>
> *Work Schedule: Monday - Friday 7:00 - 4:00*
>
> [image: Image removed by sender.]
>
>
>
>
> --
>
> *Charly Eaton*
>
> *Circulation Services Manager*
>
> *Learning Resources/Library*
>
> *425.640.1447*
>
> *Work Schedule: Monday - Friday 7:00 - 4:00*
>
> [image: Image removed by sender.]
>
-- 
*C**harly Eaton*
*Circulation Services Manager*
*Learning Resources/Library*
*425.640.1447*
*Work Schedule: Monday - Friday 7:00 - 4:00*
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