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Circulation Work Group Charge

The Circulation work group evaluates the operations of the fulfillment component of the LSP product on behalf of CCC libraries. By soliciting feedback from the system via multiple lines of communication, the work group will make recommendations to the LSP Governance Committee in regard to standards, best practices, solutions to problems, guidelines and policies. The Circulation work group is responsible for evaluating the fulfillment component to identify and develop best practices that address circulation, course reserves, user management, ILL, and other functions related to access services.

This page includes Best Practices, Alma Quick Tips, FAQs, Resources and Documents, Presentations, Meeting Information and a Membership Roster.

2020-2021 Projects

Circulation services while operating remotely (under Resources and Documents)
Handling lost items in Alma (in development)
Letters, Notifications and Overdue and Lost Loan Profiles: A Four-Part Series (under Office Hours, Resources, and Presentations)
Using the CCC Network Zone for ILL (Resource Sharing Work Group)

Circulation Questions for Work Group

Please complete this form if you have LSP circulation questions or issues that you would like us to address.

Office Hours

Date/Time	Main Topics	Documentation
May 19, 2021, 4:00 p.m.	Alma app demo; Lost and damaged items	Recording; Alma Mobile App PowerPoint; Lost items procedures; Damaged items procedures
May 5, 2021, 1:00 p.m.	Alma circulation statistics with analytics	Recording; Chat; Analytics for Circulation Google doc
Apr. 21, 2021, 4:00 p.m.	Reopening considerations	Recording; Chat; Grossmont College plan
Apr. 7, 2021, 1:00 p.m.	Letters, notifications and overdue and lost loan profiles	Recording; Chat
Mar. 24, 2021, 1:00 p.m.	Overdue and lost loan profiles and notifications, reopening plans	Recording; Chat; Configuration guidance
Mar. 17, 2021, 4:00 p.m.	Letters and notifications, short loans	Recording; Chat; Letters and notices resources
Mar. 3, 2020, 1:00 p.m.	Scanning services with special guest Jeffrey Sabol	Recording; Chat
Feb. 17, 2021, 4:00 p.m.	Named users	Recording; Chat
Feb. 3, 2021, 1:00 p.m.	In-house use, fines and fees	Recording; Chat; Grossmont College fines policy
Jan. 20, 2021, 4:00 p.m.	Room bookings, fine waivers, bulk changes, distributions, scanning	Recording; Chat
Dec. 9, 2020, 4:00 p.m.	Item distributions	Recording; Chat
Dec. 9, 2020, 1:00 p.m.	Item distributions	Recording; Chat
Dec. 2, 2020, 4:00 p.m.	Campus safety and item returns	Audio recording; Chat
Dec. 2, 2020, 1:00 p.m.	Campus safety and item returns	Chat (sorry, forgot to record); Notes

Best Practices and Recommendations

Date	Title	Version	Status
Apr 2020	Best Practices During Extended Library Closures	v1 - PDF	APPROVED
Oct 2019	Course Reserves Processing Reserves Processing Flow Chart - Instructor Owned Material Reserves Processing Flow Chart - Electronic Resources Reserves Processing Flow Chart - Library Owned Material	v1	APPROVED
Oct 2019	EBSCONet Check-in for Print Periodicals	v1	APPROVED

Date

Title

Version

Status

Apr 2020

Best Practices During Extended Library Closures

v1 - PDF

APPROVED

Oct 2019

Course Reserves Processing

APPROVED

Oct 2019

EBSCONet Check-in for Print Periodicals

APPROVED

Alma Quick Tips

Date	Topic	Version
Apr 2021	Free Text Communication with Patrons	v1 - Word
Mar 2021	Processing Course Reserves - Instructor Owned	v2 - Word
Feb 2021	Counting Items Used In House	v2 - Word
Jan 2021	Enabling the close_paid_lost_loan parameter	v1 - Word
Sept 2020	Adding a Web-based OER to a Reading List	v1 - Word
Sept 2020	Editing the URL of a Web-based OER on a Reading List	v1 - Word
Jan 2020	Registering New Users (customized for Skyline College)	v1 - Word
Dec 2019	Locating the Current Patron for a Loaned Item	v1 - PDF
Dec 2019	Processing Reserves - Library Owned	v1 - Word; v1 - PDF
Dec 2019	Renewing an Item	v1 - Word; v1 - PDF
Nov 2019	Adding Patrons on the Fly	v1 - Word; v1 - PDF
Nov 2019	Placing and Canceling a Hold	v1 - Word; v1 - PDF
Nov 2019	Working at the Circulation Desk: Check Out/Check In	v1 - Word; v1 - PDF (ADA compliant)

How-To's and FAQs from Alma Institutions

Institution	Fulfillment Topics	Course Reserves Topics
Harvard University	Circulation Desk Quick Start Guide Fulfillment functional area documentation including loans and returns, fines and fees, holds, hours, letters and notices, lost items, patron records, renewals, searching, work orders and more.	Library Reserves/Leganto Quick Start Guide Reserves functional area documentation including courses, reading lists, citations, workflow and digital reserves
Orbis Cascade Alliance	Fulfillment Essentials including rules, terms of use, letters and notifications, calendars, user management and more.	Course Reserves Essentials including best practices and video tutorials
Reynolds Community College	Alma overview including checking in and out, registering patrons, placing holds, creating and paying fines, in-house use and searching.
SUNY Libraries Consortium	Alma Fulfillment: A training resource, including vocabulary, fines and fees, user management, borrowing, printing, work orders, configuration and more, plus FAQs.	Course Reserves, step by step and FAQs

Resources and Documents Created by Work Group

Date	Topic	Documents
Apr 2021	Configuring Short Loan Overdue and Courtesy Notifications developed by Jay Hartzell. Detailed guidance with screen shots and XSL code.	Google Doc
Mar 2021	Configuring Overdue and Lost Loan Profiles developed by Jay Hartzell and Cathy Tully. Detailed guidance with screen shots and XSL code. The sample letters show the final products based on the examples in the guidance.	PDF, v. 1.0; Sample Letters
Mar 2021	Resources for Understanding and Configuring Letters and Notices in Alma. A compilation of background, guidance, workshops, and how-to's from Ex Libris and Alma institutions and includes sample letters and templates from CCC institutions. We will try to keep this updated as new resources become available.	Google Sheet
Dec 2020	Copyright and Digitization Resources: Links to articles, presentations, statements and documentation on copyright and digitization issues for libraries, particularly in this time of operating remotely. This is a work in progress! If you have suggestions for other resources, please contact CWG member Rebecca Mendell.	Google Doc
Nov 2020	*Circulation Services Available While Operating Remotely*: A brief look at what colleges across the state are offering. This is a dynamic document, designed to be informative and spark idea exchanges. Please contribute by adding or updating your college's services!	Google Sheet
Nov 2020	Remote Services LibGuides: Links to LibGuides that showcase or explain available remote services from various CA colleges. Feel free to copy or tailor elements of these guides for your own use.	Antelope Valley College MiraCosta College Mission College Moorpark College Moreno Valley College Pasadena City College Santa Rosa Junior College Skyline College
Fall 2019	Circulation Work Group Survey Results	PDF

Resources and Documents Related to the Pandemic and Library Reopenings

Date	Topic	Documents
Ongoing	*Reopening Archives, Libraries and Museums (REALM) Project*: A research project conducted by OCLC, the Institute of Museum and Library Services, and Battelle about how to handle materials to mitigate COVID-19 exposure to staff and visitors. Includes toolkit resources, checklists, cleaning and disinfecting guidance and sample plans for re-opening safely.	Web site Library toolkit
May 2021	California Community College Reopening Plans: checklists, protocols and work plans from various CCCs	Google Drive
May 2021	CCL Spring Workshop on Reopening Our Libraries	Slides; Padlets; Recording
May 2021	Grossmont College Reopening Plan for Limited Library Services	Google Doc
Dec 2020	Open During the Pandemic: Considerations for Resuming In-Person Library Services by Venice Lombardo and Darryl Swarm, Feather River College. From the CCL Outlook Newsletter.	Article
Dec 2020	Napa Valley College Library Spring 2021 Re-Opening Protocol	Word document
Oct 2020	CCSF Rosenberg Library Return to Campus Protocols, City College of San Francisco	Word document
Aug 2020	Return to Campus and COVID-19 Training Plan, City College of San Francisco	PDF

Resources and Documents on Other Circulation Topics

Date	Topic	Documents
Ongoing	Ex Libris Alma LibGuide: Fulfillment includes release notes, presentations, training, advanced tools and how-to's.	LibGuide
Apr 2021	Configuring Alma Letters presented by Chris Lee and Steven Espinoza for the ELUNA California User Group. This presentation covers the basic components used in letter configurations followed by walking through real-world examples of changes to letters requested by library faculty and staff at California State University San Marcos.	Recording; Slides; XSL example-header; XSL example-footer; XSL example-loan receipt
Apr 2021	Enhancing Digital Access to Course and Library Materials, a Choice-ACRL webinar sponsored by ProQuest. Gain insight into how the California State University San Marcos library is using Rapid ILL and Leganto to address users’ needs and increase faculty-library engagement on course reserves while improving organizational workflows.	Recording
Apr 2021	Maximize Your Library's Impact in Teaching and Learning with Leganto, a Choice-ACRL webinar sponsored by ProQuest and presented by Jessie Ransom from Ex Libris.	Recording
Feb 2021	Leganto: Create Course Reading Lists in Canvas, a review from the Council of Chief Librarians. Leganto works in conjunction with Alma to allow instructors to create and maintain course resource reading lists within their learning management system, including Canvas. The SIPX portion of Leganto provides copyright clearance services and a pay-per-use option if needed.	Article
Feb 2021	Transforming Course Reserves to Improve Learning and Faculty Engagement, a Choice-ACRL webinar sponsored by ProQuest. Adelphi University Libraries leveraged their migration to Alma and Leganto, the COVID-19 shutdown and the resulting shift in library priorities, faculty needs and student expectations to reevaluate and change their role in supporting teaching and learning.	Recording
Nov 2020	Managing Fulfillment and Digitization Requests in Alma presented by Barbara Rad-El, Ex Libris.	Recording with PowerPoint
Oct 2020	*Ex Libris Knowledge Acceleration Program: Fulfillment Configuration (Part 1)*. This part includes an overview of fulfillment activities and configuring physical locations, overdue and lost loan profiles, user block descriptions and definitions, fulfillment jobs and Alma letters.	PowerPoint; FAQs; Recording
Oct 2020	Ex Libris Knowledge Acceleration Program: Fulfillment Configuration (Part 2). This part includes using the Health Check Dashboard tool, making adjustments to fulfillment configurations and using the Fulfilment Configuration Utility.	PowerPoint; FAQs; Recording
Nov 2019	*Developments in Alma for Letter Printing and Configuration* presented by Yoel Kortick, Ex Libris.	Recording and attachments
June 2017	Customizing Alma Letters and Notices prepared by Lori Hilterbrand, Oregon State University	PowerPoint

Presentations by Work Group Members

Date	Name	Recording Link	Associated Documents
Mar. 24, 2021	LSP Wednesday Webinar Series: Overdue and Lost Loans: Configuring Profiles and Notification Letters	Recording; Chat	Presentation slides Configuration Guidance (PDF, v 1.0)
Nov. 18, 2020	LSP Wednesday Webinar Series: Circulation Services While Operating Remotely	Available here.	Presentation slides; Chat
May 15, 2020	Council of Chief Librarians (CCL) Online Spring Workshop Series: LSP Showcase	Available here.	Presentation slides
Nov. 15, 2019	CCCL LSP Statewide Webinar	Available here.	Chat transcript with answers

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