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ReOpen Forum

FFC & RSCF

July 07, 2021

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Agenda

2021/2022 FFC and RSFC Committee Membership
Walk-In Users Updated
Resource Sharing Reports
Reopening Checklists
Services Spreadsheet
Open Discussion

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Committee Members for 2021 - 2022

Fulfillment

Kelly Ann Sam, San Marcos (Chair)
Dawnelle Ricciardi, Sonoma
Karolyn Grimm, Stanislaus
Metassebia Hailu, East Bay
Rachael Joy Davis, Sacramento
Jia-Xun (Jia Jia) Wong, San Luis Obispo

Resource Sharing

Karla Salinas, Dominguez Hills (Chair)
Meghann Weldon, Humboldt (Vice-Chair)
Holly Richmond, San Luis Obispo
David Rocha, Stanislaus
Danny Soares, San Jose
Christina (Tina) Misuraca Dwyer, Chico

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Walk-In Users Updated

User Record Changes

ExLibris updated all instances so a password can be assigned to both internal and external users.
External users will continue to log in to OneSearch using their campus credentials.
Simplifies the Walk-in Users workflow.
Allows for CSU+ requesting at the host campus.

Password Field

User Password Management - External User

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Add Configurations for CSU+ Requesting

Documentation - https://calstate.atlassian.net/wiki/spaces/ULMSA/pages/1523810317/Cal+State+Walk-in+User+Visiting+Patrons+Configurations

Add the CalState Walk-in user group to the list of users who can borrow through CSU+

Configuration menu (for CSU+ library) – Fulfillment – Resource Sharing Fulfillment Unit

Adjust your Display Logic Rules so the CSU+ request link is viewable in OneSearch

Configuration menu – Fulfillment – Discovery Interface Display Logic – Display Logic Rules

Note: Add the CalState Walk-in user group to your local request TOUs, as needed.

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Workflow Simplified

Documentation - https://calstate.atlassian.net/wiki/spaces/ULMSA/pages/1562673177/Cal+State+Walk-in+User+Visiting+Patrons+Workflow

Walk-in User Account

Access account by selecting Find user in other institution and entering the home campus ID.

When creating a new record, change the primary identifier to the home campus ID and create a user password.
Records will automatically be updated from home campus Alma each time it is accessed.

OneSearch

Users will log in to OneSearch using their home campus ID and host campus password.
Available requesting options will be displayed based on configured requesting TOU.

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Resource Sharing Reports

Request stuck in transit, received, requested

ILL returned but not recd**
In Transit Too Long - lender to borrower

Lost CSU+ items

CSU+ borrowed items due back 90 days ago
Lost and paid CSU+ loans

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ILL returned but not recd

Contains a list of requests that have been in “returned item to partner” status for more than 7 days.

Check your stacks to make sure these were not mistakenly shelved in with your local collection. If you find any, simply send back to the lender and wait about a week for the titles to disappear from the list.
Only available in NZ analytics.

File path: / Shared Folders / California State University Network / CSU+ / Requests stuck in transit, received, requested / ILL returned by not recd

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Lost CSU+ Items

Lost and Paid CSU+ Items

Lists CSU+ items that were lost a paid by the borrower.
Can be accessed via the community folder in you IZ.

Report name: Lost and Paid CSU+ loans.
File path: Shared Folders/Community/Reports/Institutions/CalState/Resource Sharing

Long Overdue CSU+ Items

Lists CSU+ items that are more than 90 days overdue. Refer to this report in Sep/Oct and follow “Lost CSU+ Items” instructions on the wiki.
Can be accessed via the community folder in you IZ.

Report name: CSU+ borrowed items due back 90 days ago
File path: Shared Folders/Community/Reports/Institutions/CalState/Resource Sharing

Documentation: https://calstate.atlassian.net/wiki/spaces/URS/pages/512000001/Lost+CSU+Items

Since a large number of CSU+ requests became due on June 15th, you will probably see more users paying for lost books. If a user pays for a lost book please refer to the “Lost CSU+ Items” documentation on the wiki..
Link to wiki documentation: https://calstate.atlassian.net/wiki/spaces/URS/pages/512000001/Lost+CSU+Items
You can use the “Lost and Paid CSU+ Loans” report to locate requests that were lost and paid for.
Another report that you’ll want to refer to within the next few months is the “CSU+ borrowed items due back more than 90 days ago”. CSU+ items that are more than 90 days overdue should be marked as lost and reported to the lender. Follow the same procedures as you would for lost and paid CSU+ items.
Both reports are located in the same folder and can be accessed from your Institution Zone.
A reminder that most campuses accept replacement copies in lieu of payment. You can find a list of each campuses replacement copy policy on the “Replacement Copy Policies” page located on the resource sharing wiki

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RSFC

Reopening

Checklist

Visit: https://calstate.atlassian.net/wiki/spaces/URS/pages/1250033695/Restarting+CSU+Checklist

Configurations

CSU+ Due Dates
Service Expectations
Request Limits
Home Delivery
Policies in OCLC
Unity Schedule Changes
Letters
Hold Shelf Expiration

Other Logistics

CSU+ Expiration Time
Quarantining

Karla

Similar to last year’s remote checklist we created a re-opening checklist. These may not all apply to your campus, but here’s are a few items you ight want to consider:

CSU+ Due Dates: Now that due dates are no longer being extended, CSU+ due date policies should be set to 16 weeks.
Service Expectations: Now campuses are repopulating buildings, processing times will be closer to pre-pandemic so you’ll want to change patron facing information to reflect changes of service expectations. We anticipate that CSU+ materials will be processed more frequently which should result in faster turnaround time.
Request Limits: If you placed limits on CSU+ requesting, consider removing these if staffing levels now permit you to do so.
Home Delivery: Some of our campuses will no longer be able to offer home delivery in the fall. Home delivery option will need to be in Alma and/or ILLiad.
Policies in OCLC: You may want to take a look at your policies in OCLC to ensure they are up to date and reflect current circumstances.
Unity Schedule Changes: Chris Lee is the Unity point of contact so make sure to let him know of any changes to your Unity delivery schedule. For example if you would like to increase the number of days in which you can accept deliveries.
Letters: Ensure your letters are up to date & review which letters and enabled and disabled.
Hold shelf Expiration: Consider reducing hold shelf expiration time if extended.
The checklist also addresses some other logistics including CSU+ expiration time and quarantining of resource sharing materials.

Introduce Natalya to recap last years forum and

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Last year’s open forums

Natalya will do this slide.

A lot of useful information was provided during the two part open forum held last summer. You can find the recordings, agenda, and powerpoint slides on the ULMS wiki.
A demonstration on changing the CSU+ due date policy to 16 weeks was given during part 1 of last year’s open forum. Step-by-step instructions are also available on the resource sharing wiki.

Part 1: https://calstate.atlassian.net/wiki/spaces/URS/pages/1283555580/2020-07-23+RSFC+FFC+Open+forum

During part 2 of last year’s reOpen forum, we demonstrated how to implement CSU+ requesting limits. Consider removing these limits if staffing levels now permit you to do so. Refer to part 2 of last years reOpen forum.

Part 2: https://calstate.atlassian.net/wiki/spaces/URS/pages/1288372247/2020-07-30+RSFC+FFC+Open+forum ‘

Home delivery configurations and workflows were also covered which I’ll briefly summarize on the next couple of slides.

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Home Delivery - Alma

See Part 1 of last year’s open forum
You will want to:

Remove personal delivery from TOU
Remove home delivery fields from CSU+ request form (Note: Primo VE uses a different form)
Revise/ turn off unnecessary letters

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Home Delivery - ILLiad

See Part 2 of last year’s open forum
You will want to:

Remove home delivery fields from ILLiad book request form
Remove home delivery fields from book strap/ sticker print templates
Remove home delivery language from ILLiad notification templates

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Deflections, Days to Respond in OCLC

These can be updated in the OCLC Policies Directory

Days to respond

Can be updated via the “Profile” tab in the Policies Directory

Deflections

Can be updated via the “Policies” tab in the Policies Directory
Delete any deflections you created for material types you want to resume lending

Deflections: https://help.oclc.org/Resource_Sharing/WorldShare_Interlibrary_Loan/Lending_Requests/Deflections?sl=en

Days to Respond: https://help.oclc.org/Resource_Sharing/WorldShare_Interlibrary_Loan/Reference/Days_To_Respond

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Other Logistics/Announcements

CSU+ request expiration will be reverted from 8 days back to 4 days on August 23rd, 2021

Please ensure appropriate staffing so that requests do not expire

The RSFC recommends eliminating the quarantine period prior to Fall semester provided that conditions do not change

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FFC

Reopening Checklist

Visit: https://calstate.atlassian.net/wiki/spaces/ULMSA/pages/1283522710/Fulfillment+Restart+Checklist

Alma Configurations

Calendar
Notices
Lost/Paid Profiles
Requesting in Alma/Primo

Workflow Recommendations

Courtesy Returns

Safely Repopulating

Staff Spaces
Study Spaces
Circulation Desk

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Quarantining and Repopulating

The FFC recommends eliminating the quarantine period prior to Fall semester provided that conditions do not change
Safely Repopulating

Organize workspaces according to campus guidelines (e.g. masking and/or social distancing)
Keep ample stock of anti-bacterial gel and wipes for both staff and users, especially in main study spaces and study rooms
Consider touchless checkout (e.g. have user swipe their own ID card, have user hold up the barcode for staff to scan)
Have signage encouraging frequent handwashing

Visit:�https://calstate.atlassian.net/wiki/spaces/ULMSA/pages/1283424395/Recommendations+for+Reopening+and+Quarantining+Items

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Summer / Fall Services

Please update your library’s services for Fall 2021.

Fulfillment (Tab 1)
Resource Sharing (Tab 2)

Visit: https://docs.google.com/spreadsheets/d/1lobJnketHHS-4M3zmSF3Yf4YnmiLDTqomKGycuqw47I/edit#gid=0

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Open Discussion