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How to Prepare: Profiling Survey #2


How to Prepare continues to break down the profiling elements that CCS, our implementation managers, and the Advisory Groups have been working on this past month. Today, we will be sharing information about overdue notices and asking for your library's preferences for receipts, autorenewal, and hold and in-transit slips. Once again, libraries will fill out a survey to submit profiling answers, request changes, or approve settings. Please have Circulation Supervisors, in conjunction with Library Leads and other appropriate library staff, review the documents attached in this blog post and complete Profiling Survey #2 by July 14th. If you are part of a multi-branch library and have different policies, please have each branch complete a survey. CCS will follow up with your library for any requests for changes. Please read through the entire blog post before filling out the survey. Preview the survey in PDF format.

Checkout Receipts

In Polaris, printed check-out receipts will always display:

  1. Library name

  2. Date/time

  3. Item barcodes

  4. Item titles

  5. Due dates

Each library branch can also choose to add any of the following additional information:

  • Library phone number

  • Library URL

  • Patron name

  • Last 5 digits of the patron barcode

  • Material type (book, dvd, etc)

  • Call number

  • Total number of items being checked out

Sample checkout receipt:

Libraries can also opt to display a prompt to print check-out receipts instead of automatically printing them, and to send eReceipts (receipts via e-mail or TXT message) to patrons who prefer that option.

Please review the options for checkout receipts and indicate which options you would like to include on the survey.

Fine Receipts

Each branch can specify what information appears on the fine receipts that are printed during circulation transactions. Fine receipts always display:

  1. Library name

  2. Date/Time

  3. Title

  4. Charge reason

  5. Amount paid or waived

  6. Total charges

Each library branch can also choose to add any of the following additional information:

  • Call number (associated item)

  • Item barcode

  • Material type

  • Patron name

  • Library phone number

  • Web address (library URL)

  • Patron name

  • Last 5 digits of the patron barcode

  • Transaction number (unique identifying number of the transaction)

Sample Fine Receipt:

Please review the options for fine receipts and indicate which options you would like to include on the survey.

Overdue Notices

As with Sirsi, libraries have the option of offering print, email, phone and text notification options. Overdue and billing notices will be sent to the patron from the transacting library (the library at which the patron checked the item out).

Unlike Sirsi, Polaris does not differentiate between short loans and long loans for overdue notices; the first overdue notice will be sent at the same interval despite the type of loan. To help standardize the user experience across CCS, all libraries will share overdue notice intervals on Polaris. Patrons will be sent three overdue notices:

  1. The 1st Overdue Notice will be issued at 3 days overdue.

  2. The 2nd Overdue Notice will be sent at 15 days.

  3. The 3rd Overdue Notice will be sent at 28 days (note: If you are a fines free library, the 3rd overdue notice will not be sent)

After all 3 Overdue Notices have been issued, a bill notice will be sent. At the time of billing, the item will be marked as lost. Billing notices will be discussed at the July 26th Governing Board meeting.

Auto-Renewal

Libraries who currently use auto-renewal will continue to be able to use that feature, and items will auto-renew when a preoverdue reminder notice is sent (3 days before the due date). If you do not currently use auto-renewal but would like to once we migrate, please indicate that preference when completing the survey.

Hold and In-Transit Slips

There are three different types of hold and in-transit slips to review:

  1. The hold slip, which prints automatically when an item’s status becomes “held” at a circulation transaction;

  2. The hold pickup slip, which is used in libraries that allow patrons to pick up their own held items; and

  3. The in-transit slip, which prints when an item’s status changes to in-transit to another library.

Please review the options for all three types of slips and indicate which options you would like to include on the survey.

Hold Slips

Hold slips print at service desks when an item that has a hold on it is scanned. They may also be used by libraries who do not allow patrons to pick up their own holds and are shelved behind the public service desk or in a staff area. Hold slips always include the following information:

  • The pickup location

  • Date the item was trapped for the hold

  • Held till (unclaimed) date

  • Item title

  • Item call number

  • Item barcode

  • Owning library

There are additional information fields that can be included on a hold slip. CCS has recommended fields to include on the hold slip, but libraries are welcome to customize what information they want included:

  • Notification method (email, text, phone, or print)

  • Patron address

  • Last 5 digits of the patron barcode (to properly identify patrons with the same name)

  • Patron email address

  • Patron name

  • Patron phone number (for use by libraries who notify patrons by phone)

Hold Pickup Slips

Hold pickup slips are intended for use in libraries that allow patrons to pick up their own held items and print automatically when an item’s status becomes “held” when scanned. The hold pickup slip is either inserted in or wrapped around the item so the patron’s name is displayed in a specified format. If your library offers patrons the option to pick up their own holds, please review the following options and indicate your preferences in the survey. When selecting hold pickup slip options, please keep in mind that these will be displayed in a public setting.

  • Print full patron name: libraries can set the slip to print the patron’s full name.

  • Example: Smith, John T.

  • Print X letters of the patron’s last name: prints a specified amount of characters of the patron’s last name and their first initial, set by the library.

  • Example: Smit, J. (first 4 characters)

  • Print X digits of the patron barcode: libraries can specify the number of digits to print, counting to the left of the last digit of the barcode.

  • Orientation: libraries can set the orientation to horizontal, vertical, or tag (to insert into the material). Please see the examples below.

  • Print item barcode: libraries can indicate if they want to print the item’s barcode on the hold pickup slip

  • Print last 4 digits of the patron phone: libraries can choose to print the last 4 digits of the patron’s phone number (in the same font size as the patron’s name) as a way to help identify patrons.

In-Transit Slips

In-Transit slips are printed when an item’s status changes to “in transit,” either because it is travelling to another library to fulfill a hold or it is returning to i