Circulation Work Group
As of 7/1/21 we have moved websites. Please visit us at our new site for up-to-date LSP information: https://caccleague.libguides.com/LSP
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 | |
Apr. 21, 2021, 4:00 p.m. | Reopening considerations | |
Apr. 7, 2021, 1:00 p.m. | Letters, notifications and overdue and lost loan profiles | |
Mar. 24, 2021, 1:00 p.m. | Overdue and lost loan profiles and notifications, reopening plans | |
Mar. 17, 2021, 4:00 p.m. | Letters and notifications, short loans | |
Mar. 3, 2020, 1:00 p.m. | Scanning services with special guest Jeffrey Sabol | |
Feb. 17, 2021, 4:00 p.m. | Named users | |
Feb. 3, 2021, 1:00 p.m. | In-house use, fines and fees | |
Jan. 20, 2021, 4:00 p.m. | Room bookings, fine waivers, bulk changes, distributions, scanning | |
Dec. 9, 2020, 4:00 p.m. | Item distributions | |
Dec. 9, 2020, 1:00 p.m. | Item distributions | |
Dec. 2, 2020, 4:00 p.m. | Campus safety and item returns | |
Dec. 2, 2020, 1:00 p.m. | Campus safety and item returns |
Best Practices and Recommendations
Date | Title | Version | Status |
|---|---|---|---|
Apr 2020 | Best Practices During Extended Library Closures | v1 - PDF | Approved |
Oct 2019 | v1 | Approved | |
Oct 2019 | v1 | 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 | |
Dec 2019 | Renewing an Item | |
Nov 2019 | Adding Patrons on the Fly | |
Nov 2019 | Placing and Canceling a Hold | |
Nov 2019 | Working at the Circulation Desk: Check Out/Check In |
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. | |
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. | |
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. | |
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! | |
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. | |
Fall 2019 | Circulation Work Group Survey Results |
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. | |
May 2021 | California Community College Reopening Plans: checklists, protocols and work plans from various CCCs | |
May 2021 | CCL Spring Workshop on Reopening Our Libraries | |
May 2021 | Grossmont College Reopening Plan for Limited Library Services | |
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. | |
Dec 2020 | Napa Valley College Library Spring 2021 Re-Opening Protocol | |
Oct 2020 | CCSF Rosenberg Library Return to Campus Protocols, City College of San Francisco | |
Aug 2020 | Return to Campus and COVID-19 Training Plan, City College of San Francisco |
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. | |
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. | |
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. | |
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. | |
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. | |
Nov 2020 | Managing Fulfillment and Digitization Requests in Alma presented by Barbara Rad-El, Ex Libris. | |
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. | |
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. | |
Nov 2019 | Developments in Alma for Letter Printing and Configuration presented by Yoel Kortick, Ex Libris. | |
June 2017 | Customizing Alma Letters and Notices prepared by Lori Hilterbrand, Oregon State University |
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 | Configuration Guidance (PDF, v 1.0) | |
Nov. 18, 2020 | LSP Wednesday Webinar Series: Circulation Services While Operating Remotely | Available here. | |
May 15, 2020 | Council of Chief Librarians (CCL) Online Spring Workshop Series: LSP Showcase | Available here. | |
Nov. 15, 2019 |
Questions? Contact Amy Beadle, Project Lead at abeadle@ccctechcenter.org