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Access Services Manual

This guide is to maintain and store training materials and procedures for the Library Access Services.

Fulfillment Terms of Use, Letters, & Fines

Faculty and Student Fines and Waiving

All waiving is done by Iliana or Lisa

Faculty Terms of Use:

  • Circulates 365 days, 1 renewal (5/18/22)
  • No overdue fines
  • Lost Item Fine -- $25 per item
  • Cost of item, if not returned
  • When the item is returned the Lost Item Replacement Fine, and Cost of Item (if billed), will be waived.

Graduate Students Terms of Use:

  • Circulates 105 days, three renewals
  • Overdue fines -- $.25 per day, no maximum amount
  • Lost Item Fine -- $25 per item
  • Cost of item, if not returned
  • When the item is returned the Lost Item Replacement Fine, and Cost of Item (if billed), will be waived. (per discussion with Robert, 5/17/22)
  • Overdue fines are not waived**.

Undergraduate Student Terms of Use:

  • Circulates 28 days, three renewals
  • Overdue fines -- $.25 per day, no maximum amount
  • Lost Item Fine -- $25 per item
  • Cost of item, if not returned
  • When the item is returned the Lost Item Replacement Fine, and Cost of Item (if billed), will be waived. (per discussion with Robert, 5/17/22)
  • Overdue fines are not waived**.

Group Study Rooms

  • Circulate for 3 hours (10-minute grace period) (Don't tell the students about the grace period!)
  • Overdue fine -- $.50 per hour overdue
  • Lost Key fine -- $35.00, this is manually created

**There are some patrons with large overdue fines -- $150.00 and more – that migrated from Sierra. Waive $135.00 of the fines because we stopped collecting fines in March 2020 when campus closed. We returned August 2021. Approximately 18 months of fines at $.25 per day equals $135.00. This waive is only applicable for loans from 2020 or before.

As of 5/17/22 overdue fines accrue until the book is returned. Alma declaring them lost no longer stops the accrual.


Letters

Courtesy

  • Distributed 7 days before the due date

Overdue Notice

  • Distributed the day the item is due

Overdue and Lost Loan – five letters

  • There are four warning letters that are distributed 1, 5, 9, and 14 days after the due date
  • The billing letter is distributed 28 days after the due date

Borrowing Activity Letter

  • A run-down of what the patron has out on loan. Letter job runs every three weeks on Tuesday.

Opting Out of Letters

Patrons can opt out of receiving letters. It's done one by one at the patron level. Go to the patron record Admin> Manage Users >  and search the patron's name. Under the "General Information" tab, click on "Selected Patron Letters":

Alma patron record

Uncheck the letters, but keep the Courtesy letter, Fines/Fees Notification letter, and Overdue Notice: 

Click "Save" and then save the patron record.

Bursar Integration Job

Bursar Integration Job

In the first job that runs, all patrons with active fines will be migrated to Banner regardless of whether they are currently enrolled or employed.

Fines exported to Bursar will appear as “transferred” in Alma:

Fines paid in Banner and imported into Alma appear as "closed.":

The Export/Import job – Alma to Banner/Banner to Alma – will run every day at 7:00pm.

If a fine is in Banner, payment done at the Library has to be manually entered into Banner. Nothing can be done in Alma because Alma doesn't recognize that there's a fine because it's been transferred. The Bursar job will import the payment into Alma the next time it runs. Fines that are paid on the day they accrue will be paid in Alma and not be exported to Banner.

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