Smart Restart

Library Smart Restart Circulation Questions Spreadsheet

General Access Services Circulation Smart ReStart Checklist

Assumptions

• ReCAP will not be shipping items so all patron requests for RD items should remain off.

• Borrow Direct will not be shipping items at this time, so no changes to Borrow Direct request logic is needed at this time:

• Current request logic: https://docs.google.com/spreadsheets/d/161vDRx2kfhkd38VR_Rga7oJjdp7aFJtq1U4spSXIeLM/edit#gid=0

• Recalls should remain off.

• There will not be traditional physical reserves, but we can rely on staff to not transfer items to reserves collections/update to 3 hour loan policies

• LAM hold desk is the only hold pickup location (to start)

• HD requesting, not RD requesting (to start).  Item policy 01 requests for all (all libraries that were previously set to delivery to non-owning library for HD materials) libraries at HD should be requestable.

• WID PUSEY LAM Stacks - 01 items.  

Questions

• Hold desks

  • WID: should we enable all all available circ desk hold shelves?  Or just Main and Reshelving?

    • Only LAM, WID, and HD and route all requests to LAM

    • Main Circulation, , Carrel Circulation, Reshelving

    • No for - Reading Room, Newspapers/Microfilms Reading Room, Widener Study
      

    • Only LAM hold shelf will be put on

    • Francesca working on a workflow to pull and charge carrel materials to patrons for circulation.

    • Extend time to reshelve: Yes. Period: one week?

    • When will MED need to be activated? Hold shelf?

  • LTS will:

    • Turn on LAM, WID, return to HD desks

    • Extend time to reshelve for WID/LAM to one week

    • MED?

• Hold notifications

  • Should we disable hold request pickup notifications?  Probably?  Kara is going to meeting; she thinks there is a way to batch.  using libcal for reservations.

  • We can add a link to libcal form to schedule pickup if necessary and/or otherwise adjust language?

  • scenario where requests are placed on multiple items from multiple locations. How will the pickup process work with respect to limited pickups?

  • Possibly turn on hold shelf processing so that holds are not activated until staff are ready to activate and send letters to patrons. NO

  • Need to do an end-to-end request to lending test using workflow

    • LTS will:

      • re-configure hold shelf letter language

        • Note that any activate next holds at active circ desks will mail out this letter if a requested item is returned...including MED etc.

      • configure requests report letter- not sure this will be used as of 6/9

• Hold Requests

  • Who is eligible to place holds? faculty, students, staff, proxy borrower group

  • What items will be requestable to LAM 

    • All 01s (things that can leave the library)

    • Only certain 01s from certain collections

    • Only items on shelf should be requestable

    • What items/locations from HD (01 across all library HD locations)? 

    • LTS will:

      • restrict requests to 01 LAM, WID, HD

      • restrict requests to on-shelf items only

      • restrict loans to 01 LAM, WID, HD

  • Do we need to take any actions for requests currently on the hold shelf?

    • LAM has about 800 items on active hold according to Alma - items are at LAM and could be picked up.  Will need to be sorted. Can export list with name/HUID.

    • Should we cancel any hanging requests for graduating seniors?  HL access staff would manually cancel hold when they are sorting these.  They will manually send new notices unless the batch job works.  Would need to clean up the items first.

  • Do we need to take any actions for to do with waiting requests (pick list)? No need to do this.  Can library staff move title level requests along to move them along in process after initial cleanup is done?

  • Pick from shelf expiry is currently 365 days.  When should this be set back to 7 days, or a shorter period than 365?

    • More than 7; 365 is fine.

  • Hold shelf period is also set to 365 days (for items on active hold shelf); however, many holds at LAM have "expired;" just FYI. AS will review and come up with a manual process for this.   Kara will confirm after the meeting if these are still associated with the patron.

• Printers:

  • May need to add new printers

    
    

• Fines/Fees:

• Job which produces 45-day lost loans is not running.  Should we turn this back on?   Not until a critical mass of returns is determined.

  • Before job is turned back on we need to get a list of long overdue items with user group to try to determine how to proceed.

• Should we extend the period before items go to lost? No changes at this time.

• Should we extend the time period before lost items go to student billing (term bill)? No changes at this time.   

• Should Termbill and AR export processes be re-enabled?  AR for RS will be turned on when cleanup is done. Termbill and rest of AR will not resume at this time.  Benson should move the rejects file out for resumption of AR.  We will turn AR off again before a cleaned-up version.
  
  

• Scan & Deliver and ILL

• Scan del: should be available? Any changes? (these links are currently not disabled).  No change for LTS.

• ILL: any changes to links necessary (ILL request BOOK links currently off).  No changes for LTS.
  
  

• Loans

• Auto-renewals were extended to 36 months for Fixed Due date loan rule (extended from 30 months). No extended renewals for Special Borrowers (28 day loan period TOU). Should any changes be made to this? No changes right now.

• Should the standard term loan dates go back into effect? Normally on August 10, new term due date is set to February 10 and eligible loans roll forward to new due date 7 days prior to old due date.  Yes, August 10 we will update them.   They will autorenew at that point if the items are eligible for renewal.

• Any special handling for ILL item due dates? No.  We will rerun the jobs to renew.
  
  

• HD
  • Need to work with GFA to make on prem primary.
  • 
    
    • Pat to put in ticket with GFA to switch back on X date.
    • MOving server back on June 17th.
  • Need to reenable HD/Alma integrations
    
    • LTS will reneable the batch processes on reentry date (targetting June 22 now). Requesting will be turned on when we enable requesting again in Alma (tentatively June 25th).

Workflows to Test

• Patron Physical Item requesting works as expected (requests only on LAM/WID/HD items that are "on shelf")
  • No requests available for locations not mentioned above
  • No requests available for Item Policies other than 01
  • No requests available for items "checked out," "in transit," or any other status

All tests conducted with Staff permissions and desired pickup of Lamont. When the item was requestable, only Lamont appeared as an option for pickup location, as desired, except where noted in the Result column.

• Requests appear on appropriate pick lists

• Marking items missing on Pick Lists. What happens if the item is missing at Lamont/Widener/HD, but available at a currently unrequestable library? Does the user's request get cancelled and they get notified? Or does the request go to the item at the unrequestable/closed library?
  • Tested with 32044071260293 (BAK and WID holdings)- request was initially on WID item; marked as missing and the request was canceled. Patron was notified.

• • Placed title level request on MMS ID 990114086260203941 (holdings at GUT GEN, WID GEN, and DIV HD)
    • Pickup options included LAM and DIV
    • Request successful, item appeared on WID pick list
    • Marked WID copy missing, item did not appear on GUT picklist, instead has Workflow step "Waiting For Remote Storage," which is ideal
  • Placed title level request on MMS ID 990146646200203941 (holdings at GUT GEN, WID GEN) in HOLLIS QA
    
    • Pickup option was LAM
    • Request successful, item appeared on WID pick list
    • Marked WID copy missing, no opportunity to add custom note to user, item did not appear on GUT picklist
    • Request no longer on patron account
    • JP didn't receive cancellation email initially because email wasn't in the appropriate table. Follow-up testing resulted in receiving a cancellation email.

• Items "Returned" change the item to "On Hold" and the user gets modified "Item Available" notice that includes the link to making a reservation

• 
  
  • What happens if we try to activate a hold for an expired user?
  • Tested with some stale holds at LAM on sandbox- hold gets activated and patron is notified at the email address in Alma.

• • Created a hold request on item 32044105687420 for Nova Petzold (student 6/23/20 account expiration date) and put the item in transit to LAM.
  • Receive at LAM on 24 Jun 2020 Julie Petzold and see what happens
    

• Items checked out to users have appropriate due dates (at this time, September 10) and checkout receipt prints as expected
  

• remote storage workflow works as expected