Notices during winter closure

Author: James Lake
Posted in: Systems

Background: Circulation notices are sent via email automatically 3 times per day (6am, noon, 6pm) every day (i.e., seven days per week). During winter closure when most libraries are closed for an extended period in December and January, Library Systems Office adjusts when circulation notices are sent out.  This is to avoid potential problems for patrons during the period when items cannot be returned and checked in and when Privileges Desk or other library staff are not available to help resolve problems.  Potential problems include fine amounts too high when items are billed too soon, patrons blocked making proxy server unavailable to the patron, hold pickup notices sent when pickup is not possible, and checkin backlog after staff return to work.

Schedule for adjustment to notices

General procedure

  • OFF: Stage 1.  Turn off all notices (except recalls and courtesy renewals) on the first business day after the last day of finals (after the 6am notices for that day). If there are no business days in December after the last day of finals, turn off notices on the last day of finals, after the 6 am notices that day. Note: continuing to send recall notices gives patrons maximum notification to return recalled books. Courtesy renewals alert patrons to renew items.
  • ON: Stage 1. Turn on hold pickup notices on the first business day in January (i.e., the first day that any libraries are open), before the noon notices that day. Note:  Units still closed at stage 1 may choose not to run the ‘clear hold shelf’ function to allow patrons longer to pickup items placed on the hold shelf while the library was closed to the public.
  • ON: Stage 2. Turn on remaining notices with exception of 2nd overdue (block) notices and bill notices on the third business day in January (i.e., the date that the majority of libraries have re-opened), before the noon notices that day.
  • ON: Stage 3. Turn on remaining notices (i.e., 2nd overdue and bill notices) one week after the first business day in January, before the noon notices that day.

December 2014 – January 2015

  • OFF: Stage 1. On Mon, Dec 22, after 6 am notices are produced, stop notice production for all notices, with exception of recall notices and courtesy renewal notices. (Last day of finals is Fri Dec 19.)
  • ON: Stage 1. On Fri, Jan 2, before the noon notices are produced, turn on hold pickup notices. Note: most libraries re-open on Mon Jan 6.
  • ON: Stage 2. On Tues Jan 6, before the noon notices are produced, turn on circ notice production (except 2nd overdue (block) notices and bill notices).
  • ON: Stage 3. On Fri, Jan 9, before the noon notices are produced, turn on remaining notices (2nd overdue (block) and bill notices). Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Mon Dec 22, noon, through Fri, Jan 9, 6am. Blocking and billing will resume at noon on Fri Jan 9.

December 2013 – January 2014

  • Fri, Dec 20, after 6 am notices are produced, stop notice production for all notices, with exception of recall notices and courtesy renewal notices. (Last day of finals is Fri Dec 20.)
  • Thurs, Jan 2, before the noon notices are produced, turn on hold pickup notices. Note: most libraries re-open on Jan. 2; some not until Mon Jan 6.
  • Mon Jan 6, before the noon notices are produced, turn on circ notice production (except 2nd overdue (block) notices and bill notices).
  • Thurs, Jan 9, before the noon notices are produced, turn on remaining notices (2nd overdue (block) and bill notices). Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Fri Dec 20, noon, through Thurs, Jan 9, 6am. Blocking and billing will resume at noon on Thurs Jan 9.

December 2012 – January 2013

  • Wed Dec 19, after 6 am notices are produced, notice production stopped for all notices, with exception of recall notices and courtesy renewal notices. (Last day of finals was Fri Dec 14.)
  • Mon Jan 7, before the noon notices are produced, turn on circ notice production (except 2nd overdue (block) notices and bill notices). Note: most libraries re-open on Wed Jan 2; some not until Mon Jan 7. However, Production server will be replaced on Sat Jan 5. We decided not to turn on notices until after the server replacement.
  • Wed Jan 9, before the noon notices are produced, turn on 2nd overdue (block) and bill notices. Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Wed Dec 19, noon, through Wed, Jan 9, 6am.

December 2011 – January 2012

  • Tues Dec 20, after 6 am notices are produced, notice production stopped for all notices, with exception of recall notices and courtesy renewal notices.  (Last day of finals was Fri Dec 16.)
  • Mon Jan 2, before the noon notices are produced, turn on hold pickup notice production.
  • Wed Jan 4, before the noon notices are produced, turn on remainder of circ notice production (except 2nd overdue (block) notices and bill notices.)
  • Mon Jan 9, before the 6 am notices are produced, turn on the 2nd overdue (block) and bill notices.  Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Tues Dec 20, noon, through Sun, Jan 8, 6pm.

December 2010 – January 2011

  • Fri Dec 17 (last day of finals), after 6 am notices are produced, notice production stopped for all notices, with exception of recall notices and courtesy renewal notices.
  • Mon Jan 3, before the noon notices are produced, turn on hold pickup notice production. Note: most libraries re-open on Mon Jan 3; some not until Wed Jan 5.
  • Wed Jan 5, before the noon notices are produced, turn on remainder of circ notice production (except 2nd overdue (block) notices and bill notices.)
  • Mon Jan 10, before the noon notices are produced, turn on the 2nd overdue (block) and bill notices. Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Fri Dec 17, noon, through Mon Jan 10, 6am.

December 2009 – January 2010

  • Mon Dec 21, after 6 am notices are produced, notice production stopped for all notices, with exception of recall notices and courtesy renewal notices. (Last day of finals was Sat Dec 19.)
  • Thurs Jan 7, before the noon notices are produced, turn on hold pickup notice production. Note: mandatory staff furloughs required longer closed period, beginning Wed Dec 23. Some libraries re-open on Thurs Jan 7; some not until Mon Jan 11.
  • Tues Jan 12, before the noon notices are produced, turn on remainder of circ notice production. Note: the bill holiday (period of time when patrons will not be blocked or billed) will be from Mon Dec 21, noon, through Tues, Jan 12, 6am.

Legacy Data

Author: pbertran
Approval Group: Systems
Update Group: Systems
Last updated date: 05/08/15

Archived Comments

Putting into approved status
Wed, 12/19/2012 – 11:51 — Charis Takaro
Putting into approved status so it will be visible – ILSSC will discuss 12/20 then it will go in review by CSG

 

Created: May 31, 2016
Last revised: December 2, 2016
Review date: None set

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