Circulation Work Group

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/TimeMain TopicsDocumentation
May 19, 2021, 4:00 p.m.Alma app demo; Lost and damaged itemsRecordingAlma Mobile App PowerPoint; Lost items procedures; Damaged items procedures
May 5, 2021, 1:00 p.m.Alma circulation statistics with analyticsRecording; Chat; Analytics for Circulation Google doc
Apr. 21, 2021, 4:00 p.m.Reopening considerationsRecording; Chat; Grossmont College plan
Apr. 7, 2021, 1:00 p.m.Letters, notifications and overdue and lost loan profilesRecording; Chat
Mar. 24, 2021, 1:00 p.m.Overdue and lost loan profiles and notifications, reopening plansRecording; 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 SabolRecording; Chat
Feb. 17, 2021, 4:00 p.m.Named usersRecording; Chat
Feb. 3, 2021, 1:00 p.m.In-house use, fines and feesRecording; Chat; Grossmont College fines policy
Jan.  20, 2021, 4:00 p.m.Room bookings, fine waivers, bulk changes, distributions, scanningRecording; Chat
Dec. 9, 2020, 4:00 p.m.Item distributionsRecording; Chat
Dec. 9, 2020, 1:00 p.m.Item distributionsRecording; Chat
Dec. 2, 2020, 4:00 p.m.Campus safety and item returnsAudio recording; Chat
Dec. 2, 2020, 1:00 p.m.Campus safety and item returnsChat (sorry, forgot to record); Notes

Best Practices and Recommendations

Alma Quick Tips

DateTopicVersion
Apr 2021Free Text Communication with Patronsv1 - Word
Mar 2021Processing Course Reserves - Instructor Ownedv2 - Word
Feb 2021Counting Items Used In Housev2 - Word
Jan 2021Enabling the close_paid_lost_loan parameterv1 - Word
Sept 2020Adding a Web-based OER to a Reading Listv1 - Word
Sept 2020Editing the URL of a Web-based OER on a Reading Listv1 - Word
Jan 2020Registering New Users (customized for Skyline College)  v1 - Word
Dec 2019Locating the Current Patron for a Loaned Itemv1 - PDF
Dec 2019Processing Reserves - Library Ownedv1 - Word;  v1 - PDF
Dec 2019Renewing an Itemv1 - Word;  v1 - PDF
Nov 2019Adding Patrons on the Flyv1 - Word;  v1 - PDF
Nov 2019Placing and Canceling a Holdv1 - Word;  v1 - PDF
Nov 2019Working at the Circulation Desk: Check Out/Check In 

v1 - Word;  v1 - PDF   (ADA compliant)

How-To's and FAQs from Alma Institutions

InstitutionFulfillment TopicsCourse 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 AllianceFulfillment 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 CollegeAlma overview including checking in and out, registering patrons, placing holds, creating and paying fines, in-house use and searching.
SUNY Libraries ConsortiumAlma 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

DateTopicDocuments
Apr 2021Configuring Short Loan Overdue and Courtesy Notifications developed by Jay Hartzell.  Detailed guidance with screen shots and XSL code.Google Doc
Mar 2021Configuring 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 2021Resources 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 2020Copyright 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 2020Circulation 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 2020Remote 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 2019Circulation Work Group Survey ResultsPDF

Resources and Documents Related to the Pandemic and Library Reopenings

DateTopicDocuments
OngoingReopening 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 2021California Community College Reopening Plans:  checklists, protocols and work plans from various CCCsGoogle Drive
May 2021CCL Spring Workshop on Reopening Our LibrariesSlides; Padlets; Recording
May 2021Grossmont College Reopening Plan for Limited Library ServicesGoogle Doc
Dec 2020Open 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 2020CCSF Rosenberg Library Return to Campus Protocols, City College of San FranciscoWord document
Aug 2020Return to Campus and COVID-19 Training Plan, City College of San FranciscoPDF

Resources and Documents on Other Circulation Topics

DateTopicDocuments
OngoingEx Libris Alma LibGuide:  Fulfillment includes release notes, presentations, training, advanced tools and how-to's.LibGuide
Apr 2021Configuring 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.RecordingSlides; XSL example-header; XSL example-footer; XSL example-loan receipt
Apr 2021Enhancing 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 2021Maximize 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 2021Leganto: 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 2021Transforming 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 2020Managing Fulfillment and Digitization Requests in Alma presented by Barbara Rad-El, Ex Libris.Recording with PowerPoint
Oct 2020Ex 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 2020Ex 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 2019Developments in Alma for Letter Printing and Configuration presented by Yoel Kortick, Ex Libris.Recording and attachments
June 2017Customizing Alma Letters and Notices prepared by Lori Hilterbrand, Oregon State UniversityPowerPoint

Presentations by Work Group Members

DateNameRecording LinkAssociated Documents
Mar. 24, 2021LSP Wednesday Webinar Series:  Overdue and Lost Loans: Configuring Profiles and Notification Letters

Recording; Chat

Presentation slides

Configuration Guidance (PDF, v 1.0)

Nov. 18, 2020LSP Wednesday Webinar Series: Circulation Services While Operating RemotelyAvailable here.Presentation slides; Chat
May 15, 2020Council of Chief Librarians (CCL) Online Spring Workshop Series: LSP ShowcaseAvailable here.Presentation slides
Nov. 15, 2019CCCL LSP Statewide WebinarAvailable here.Chat transcript with answers

Current Work Group Members 

Meeting Information 

June 2, 2021

May 12, 2021

April 28, 2021

April 14, 2021

March 10, 2021

February 24, 2021

February 10, 2021

January 27, 2021

January 13, 2021

December 16, 2020

November 18, 2020

November 4, 2020

October 21, 2020

September 23, 2020

September 10, 2020

June 11, 2020

May 14, 2020

April 30, 2020

April 16, 2020

April 2, 2020

February 18, 2020

February 4, 2020

January 21, 2020

December 17, 2019

December 13, 2018

December 3, 2019

November 12, 2019

October 29, 2019

October 15, 2019

October 1, 2019

September 17, 2019

September 3, 2019

August 28, 2019

May 2, 2019

April 5, 2019

March 26, 2019

March 5, 2019

December 13, 2018

November 28, 2018

October 24, 2018