HELM - Access Services

Circulation - Notices, Slips and Overdue Triggers

​Which library generates ​the Notice (of any kind)?

The Holding library (ie the library from which the item circulated) will be the one sending the Notice.

What notices need unique Codes?

None!

​What notices must retain their original Code, but should have a unique name?

All.  You can create custom notices but once they are associated with your library, then that will be the notice that is sent. ​

How do I set it so that my custom Notices are sent for items circulated from my library?

• In Notices and Slips locate the default Notice you want to create
• Copy the notice to your library
• Modify the Notice Name (you will be unable to modify the Code, but should modify the Name to begin with you library code)
• Customize the notice 
• Save. 
• The Notice will now appear in your Selected Library list and in the All Libraries list, and be sent when appropriate

How do I create Overdue Notices that I can use in the Overdue notice/status triggers?

• In Notices and Slips locate the default Notice you want to create
• Copy the notice to your library
• Modify the Notice Name (you will be unable to modify the Code, but should modify the Name to begin with you library code)
• Customize the notice 
• Save
• The Notice will now appear in your Selected Library list and in the All Libraries list
• Select the Overdue notice/status triggers option
• In the “Defining overdue actions” screen select your library
• For each patron group to which you lend and wish to send out a notice that is triggered by the overdue status complete a Rule

Do I need to complete an Overdue Rule for all those patron groups?

Yes. You will need to create the rules for every patron group to whom you could possible lend from your library.  Remember, it is the holding library that ‘sends’ the notices. If you will be directly lending to any patron group then you will need to complete the rules in order for them to receive an overdue notice.

Overdue Print Notices - Formatting

Digest Notices - PREDUEDGST and 

Dear <<borrowers.firstname>> <<borrowers.surname>>

<br>

You have <<count>> items due soon.

<br>

<<items.content>>

<br>

Thank you,

<br>

<<branches.branchname>><br>

<<branches.branchaddress1>><br>

<<branches.branchcity>>,<<branches.branchstate>>  <<branches.branchzip>>

Delivery

Print notices are delivered to the email address specified in Administration/Basic Parameters/Libraries and Groups/Library profile on the email line.

Other Pages

Notices and Slips Library

Workflow for Billing Lost Items, collecting the payment, and setting item status to Lost

Note: 

• The only way to remove an item from a patrons account is to check it in
• Checking in an item removes the replacement fee from a patron’s account
• Checking in an item automatically reverts the item to its previous status (Usually “available”)

What we need to happen when a patron informs staff they have lost an item and need to pay

• Patron billed for lost item
• Item removed from patrons account
• Item status set to lost, or item removed from catalog

Proposed workarounds for when a patron wants to pay for a Long Overdue (Lost), or Lost item.

• Create a manual invoice for the item
• Check the item in (to remove from the patron’s account)
• This will also forgive the system generated bill which is why we created a manual invoice
• This will set the item status to ‘available’
• Manually set the item status to Lost - or remove from catalog

In the meantime - we are working to develop an a improved process - https://bugs.koha-community.org/bugzilla3/show_bug.cgi?id=21451

Lost Item Workflow

1. After 28 days 
   1. the systems sets an overdue item is set to “Long Overdue (Lost)” 
   2. The patron is charged the replacement price
   3. The item remains on the patron account
2. If the patron returns the item
   1. The replacement cost is forgiven
   2. Overdue fines remain on patron account
3. If the patron confirms the item is actually lost
   1. Patron pays the fine
   2. Staff sets the status as “Lost and paid for”
   3. The item is removed from the patron account
4. After 6 months (180 days) 
   1. the system will change the status of “Long Overdue (Lost) items to “Lost”. 
   2. The item will remain on the patron’s account
   3. The item will be hidden from the catalog
5. Withdrawn items
   1. Items marked (by staff) as “Withdrawn” will either be
      1. immediately deleted by staff
      2. removed by the system in 14 days