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    Configuring Loans

    Translatable

    Configuring Block Preferences

    To configure block preferences, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    Block preferences let you control how various scenarios are handled at circulation desks within the institution based on an item's or user's status. For more information on blocking users, see Blocking and Unblocking Users. When an item is blocked it can't be loaned to the user; see Creating a Request from the Institution. For details on policies for loan recall requests, see here.
    A typical scenario may be as follows:
    A patron brings a book to a circulation desk and attempts to borrow the book. When the circulation desk operator enters the book’s ID into the system, it is discovered that the book was requested by another patron, preventing the user from borrowing it. Depending on the block preferences and the staff member’s permissions, the block may be overridden.
    The block preferences that are defined for the institution appear on the Block Preferences page (Configuration Menu > Fulfillment > Physical Fulfillment > Block Preferences).
    Block Preferences.png
    Block Preferences Page
    • Block preferences can be configured at the institution level only. Select the required institution from the Configuring filter on the Fulfillment Configuration page.
    • The Not Renewable – Item Has Request(s) entry indicates the system behavior when there are title level requests on the renewed item. Select Handle Automatically to permit request renewal when title level requests exist for the loaned item that is being renewed. Select any other option to reject loan renewal when title level requests exist for the loaned item that is being renewed. This parameter also controls the system behavior when attempting to renew material that was shipped for a lending resource sharing request (using resource sharing request renew) and there are title level requests for the resource. If you select Handle Automatically, it means that renewal requests will be automatically accepted and the shipped material is automatically renewed to the requested new due date even though there are title level requests for the resource. Select any other option to reject the renewal requests.
    • The Item cannot be loaned to patron – insufficient due date block indicates that the item cannot be loaned because the due date does not allow the item to be returned. For example, this block appears when an item’s due date is in the past, or when an item is due tomorrow but delivery of the item cannot be completed for 3 days.
    The list of block preferences is predefined. You cannot add or delete a block preference, but you can modify a block preference’s settings. The preferences that you set apply to all libraries within the institution.

    Editing Block Preferences

    The details that you can modify are configured with the following fields on the Workbench Preferences page:
     Actions – Defines the global action to perform in a given scenario
    • Handlers – Defines the action to perform automatically when the Action field is set to Handle Automatically or one of the Override by options
      Handlers can be edited only when there is more than one option to choose from for an action.
    • Blocks – Defines which types of transactions to block (Loan, Renew, or Both)
    The available actions are:
    • Block – The item is blocked and the patron cannot borrow the item.
    • Override by Manager – The block on the item can be overridden only by a staff member with the Circulation Desk Manager role at the current circulation desk.
    • Override by Operator – The block on the item can be overridden only by a staff member with the Circulation Desk Manager or Circulation Desk Operator role at the current circulation desk.
    • Override by All – The block on the item can be overridden by any staff member with either the Circulation Desk Manager, Circulation Desk Operator, or Circulation Desk Operator–Limited role at the current circulation desk.
    • Override in Another Institution - This option may be used by Fulfillment Network members to configure whether the block may be overridden by staff in another institution if the block happens when the member’s item is being loaned at the circulation desk of another member institution.
    • Handle Automatically – Specific actions are to be performed by Alma. These actions are specified in the Handler field, and are predefined by Ex Libris. Handler options can be configured only if you select Handle Automatically or one of the Override by options.
    • The block preferences Item has not been received by Acquisitions Department, Item cannot be loaned due to booking request, Item cannot be loaned to patron - insufficient due date, A resource sharing request must be renewed by the resource sharing library, and Item does not belong to this institution contain only a single Action (Block), which cannot be overridden.
    • The block preference Not Renewable - Item has Requests is relevant only if PATRON_PHYSICAL = Yes on the Loan Recalls Mapping Table page (see Configuring Loan Recall Requests).
    • When working with external users, the block preference Patron is Expired indicates that the patron has expired in the external system, and the block preference Patron is not Active indicates that the patron is not active in the external system.
    • When selecting Item cannot be loaned from this circulation desk, Item cannot be returned at this circulation desk, or Not Renewable – Item has Requests, no Handler options are available when Handle automatically is selected. In these cases, Alma ignores the block and the item is loanable.
    • Selecting an override action for the Item is Not Renewable preference causes the Override button to appear on the warning box from the Renew option on the Action button of the Manage Patron Services Loan tab. It does not affect the Renew Selected or Renew All buttons.
    The block preferences descriptions are:
    Block Name Description Available Actions Handlers
    The loan regular due date conflicts with booking request Check out is blocked when the normal due date (as determined by the TOU, for example) conflicts with the start of an existing booking request.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Shorten the due date to the last possible date
    The renew due date conflicts with booking request Renewal of an existing loan is blocked when the normal renewed due date (as determined by the TOU, for example) conflicts with the start of an existing booking request.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Shorten the due date to the last possible date
    Item is not loanable Check out of an item is blocked as a result of the fulfillment configuration. The applicable Terms of Use contains an Is Loanable policy with value False.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item is not renewable Loan renewal is blocked as a result of the fulfillment configuration. The applicable Terms of Use contains an Is Renewable policy with value False.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item cannot be loaned to patron - insufficient due date   Block  
    This item can only be loaned from reading room desk If an item's Is Loanable policy has a value of In Reading Room Only, and the loan is attempted from a circulation desk not defined as a reading room desk, check out is blocked.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item does not belong to this institution   Block  
    Item is on Hold Shelf for this patron Check out is blocked for an item when the item is on the hold shelf.
    This should be set to Handle Automatically.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Delete the request and loan the item
    Item is bound to a borrowing request for another patron Check out is blocked for an item that was received for a borrowing request and then returned.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item cannot be loaned due to booking request   Block  
    Item has not been received by Acquisitions Department   Block  
    Item is requested by another patron Check out of an item to a patron is blocked when there is an active request for the item by another patron. The block has no effect if the request is not active. 
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Restart the request, since the item is no longer available.
    Item is requested by the library Check-out is blocked for an item that is requested for an internal library process.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Restart the request, since the item is no longer available
    Item renew period exceeded Renewal of a loan is blocked as a result of the fulfillment configuration. The applicable Terms of Use contains a value for the Maximum Renewal Period policy which has already been reached for this loan.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item cannot be loaned from this circulation desk
    • blocks loan of an item from the circulation desk of the item’s current location because the circulation desk does not provide check-out services for that location.
    • blocks loan of an item from the circulation desk(s) of a library that does not have a Circulate For relationship with the library of the item’s current location.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
     

    Item cannot be returned at this circulation desk.

     

    • blocks return of an item at the circulation desk of the item’s current location because the circulation desk does not provide check-in services for that location.
    • blocks return of an item at the circulation desk(s) of a library that does not have a Circulate For relationship with the library of the item’s current location.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
     
    An item of the same title was recently loaned to this patron
    Reloaning an item is blocked as a result of the fulfillment configuration. The applicable Terms of Use contains a Reloan Limit policy with value Other.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item of the same title is already on loan for this patron
    Loaning an item is blocked as a result of the fulfillment configuration. The applicable Terms of Use contains a Reloan Limit policy with value Parallel or Other.

     

     

    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    The loan cannot be renewed due to the loan status Renewal of a loan is blocked when the loan status is Lost, Claimed Returned, or Recalled. Note that blocks for lost items cannot be overridden.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Item is on hold shelf for another patron Check out is blocked for an item that is currently on the hold shelf for a different patron.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Restart the request, since the item is no longer available
    Item of the same title is already on loan for this patron. Parallel loan is prohibited. Check-out is blocked for an item that is currently on the hold shelf for a different patron, although the hold shelf period has  expired.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Cancel the request, since the item is no longer available
    Lender policy does not support renewal Resource sharing loan cannot be renewed because the lender’s policy does not allow renewals.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron cash limits has exceeded Loaning and/or renewing an item is blocked for a patron with a current bill that exceeds the allowed limit for that patron group (as configured in the Users tab). Select the desired action(s) to block from the Blocks column: Loan, Renew, or Both.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron's card has expired Loaning an item is blocked for a patron with an expired user record.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron is not active Loaning an item is blocked for a patron with an inactive user record.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron loan limit exceeded Loaning an item is blocked for a patron with current loans that exceed the allowed number for that patron group (as configured in the Users tab).
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron overdue limits exceeded Loaning and/or renewing an item is blocked for a patron with overdue loans that exceed the allowed number for that patron group (as configured in the Users tab). Select the desired action(s) to block from the Blocks column: Loan, Renew, or Both.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Patron overdue recalls limit exceeded blocks loaning and/or renewing an item to a patron with overdue recalled loans that exceed the allowed number for that patron group (as configured in the Users tab). Select the desired action(s) to block from the Blocks column: Loan, Renew, or Both.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Not Renewable – Item has Request(s) blocks renewal of additional copies of an item that has been recalled.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
     
    Item is currently on loan by another patron  
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Return the item and loan to the new patron
    A resource sharing request must be renewed by the resource sharing library   Block  
    Item has not been received by resource sharing operator  
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
    • Handle Automatically
    Perform automatic resource sharing receive
    Time frame when loan renewal is allowed not reached Renewal is blocked. The ‘Time frame when loan renewal is allowed’ policy allows renewals only when near the due date.
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    User does not have a patron role or the role has expired  
    • Block
    • Override by All
    • Override by Manager
    • Override by Operator
     
    Note that requests are not blocked in Alma. The rationale behind this is to allow patrons to place the request, but when they come to pick up the item, to force them to pay/return/solve the reason of their blockage before in order to receive the requested item. However, you can still creates block on requests by creating blocks manually: when configuring a block manually, you choose which actions will be blocked.
    The Block Preferences page contains the following similar settings:
    • The loan cannot be renewed due to the loan status – Used when an item’s status is Lost, Claimed Returned, or Recalled.
    • Not Renewable - Item has Request(s) – When multiple copies of an item are checked out and a recall request recalls only one of the items, the other items that have not been recalled cannot be renewed.
    To edit the details of a block preference:
    1. On the Block Preferences page (Configuration Menu > Fulfillment > Physical Fulfillment > Block Preferences), locate the block preference that you want to edit.
    2. In the Actions column, select a different action, as needed. The lists of available actions are predefined, and vary from scenario to scenario. Note that many scenarios have only one action, Block.
    3. In the Handlers column, select a different handler, as needed. The lists of available handlers are predefined, and vary from scenario to scenario. Note that not all scenarios have handler options. A handler is displayed only if the Handle automatically action or one of the Override by actions is selected.
    4. In the Blocks column, select the type of transactions that you want to block (Loan, Renew, or Both). Note that many scenarios do not allow this option and blocks apply to both loans and renewals.
    5. Select Save to store the modified block preferences in the system.

    Configuring Automatic Loan Renewal Rules

    To configure automatic loan renewal rules, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    Automatic loan renewal rules define the conditions under which items are renewed by the Notifications - Send Courtesy Notices and Handle Loan Renewals job. Also see the parameter auto_renew_loan_days (see Configuring Other Settings), which sets the number of days before a loan is due that an automatic renewal attempt triggers.
    The Notifications - Send Courtesy Notices and Handle Loan Renewals job attempts to renew loans according to the defined auto-renewal rules. Whether the loan is successfully renewed depends on additional conditions, such as the terms of use and existing recalls.
    Even where the rules allow for renewal, the renewal may still be prevented in situations such as the following: 
    • The user does not have a patron role or the role has expired.
    • The user record will expire before the renewal date.
    • The due date is already set to the renewed due date.
    • The patron is inactive.
    • The patron's card has expired.
    • The patron has exceeded the limit of overdue recalls.
    • The patron has exceeded the limit of cash.
    • The item is not renewable.
    • The item has a status that prevents renewal.
    • The item renew period has been exceeded.
    • Renewing the loan conflicts with a booking request and the due date must be shortened.
    • The item cannot be loaned due to a booking request.
    • The item cannot be renewed due to a request for the item.
    • The auto-renewal rule is set to false.
    • A general error caused the renewal failure.
    Loans that are not renewed because of pending requests are automatically renewed when the blocking requests are canceled or fulfilled by another item, if library policies and the patron status allow for the renewal to take place. Loans that are a result of resource sharing borrowing requests cannot be renewed using this job.
    If a loan was handled by this job but renewal was prevented due to one of the other reasons mentioned above, it is not included in future instances of the Notifications - Send Courtesy Notices and Handle Loan Renewals job, unless its due date has changed.
    You configure automatic loan renewal rules from the Automatic Loan Renewal Rules page (Configuration Menu > Fulfillment > Physical Fulfillment > Auto Loan Renewal Rules).
    Automatic Loan Renewal Rules New UI.png
    Automatic Loan Renewal Rules Page
    Automatic loan renewal rules can be configured at the institution level only. Select the required institution from the Configuring filter on the Fulfillment Configuration page.
    The following actions can be performed on this page:
    • Add automatic loan renewal rules (see Adding Automatic Loan Renewal Rules)
    • Edit automatic loan renewal rules (select Edit from the row actions list).
    • Enable or disable loan renewal rules
    • Duplicate automatic loan renewal rules (select Duplicate from the row actions list and modify the relevant fields)
    • Delete automatic loan renewal rules (select Delete from the row actions list).
      You cannot delete or disable the default automatic loan renewal rule.

    Adding Automatic Loan Renewal Rules

    You can add new automatic loan renewal rules definitions to the institution. These are applied to all the libraries within the institution.
    Alternatively, select Duplicate in the row actions list to duplicate an existing rule and then edit it (see Editing Automatic Loan Renewal Rules).
    To add a new automatic loan renewal rule:
    1. On the Automatic Loan Renewal Rules page (Configuration Menu > Fulfillment > Physical Fulfillment > Auto Loan Renewal Rules), select Add Rule. The Automatic Rule Loan Renewal page appears.
    2. Enter a name (required) and a description (optional) for the new rule.
    3. In the Input Parameters section, select Add Parameter. specify the components of the input parameter (Item owner = library of the item which is loaned; User group = user group of the patron who has the item on loan), and select the required Operator. A set of input parameters may look like this: Item owner = Art Library; User group = Graduate student. In this case, the auto renewal rule would apply only for Art Library items on loan to graduate students. The set of input parameters is added to the list of parameters for the automatic loan renewal rule.
    4. Repeat the previous step to add all the required parameters for the rule.
      All the input parameters must be fulfilled for the rule to be applied. If they are not, the default rule is applied.
    5. Under Output Parameters, select whether auto renewal will be applied (True) or will not be applied (False).
    6. Select Save to store the new rule.
    7. If you have defined more than one rule, on the Automatic Loan Renewal Rules page, use the Move Up and Move Down arrows to set the order of the rules. The order of the rules is relevant in that the system applies the first (and only the first) appropriate, enabled rule. If no appropriate rule is found, the system uses the default rule.

    Configuring Overdue and Lost Loan Profiles

    To configure overdue and lost loan profiles, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator

    This configuration is applicable to institutions!

    The overdue and lost loan profiles monitor long overdue loans and turn them into lost loans when applicable. The profiles send progressive reminders to the patron as well as create fees and user blocks. The profile setup allows for flexibility to apply the rules based on the type of loan and the amount of time that the loan is overdue. The notifications may be configured, with up to five different letters able to be easily created within the profile. If the profile is set to create a fine, the amount for the fine is set by the profile type and the applicable Terms of Use policy.
    The profiles may be configured with one or more of the following options:
    • Execution is based on the number of days after either the due date or a specific status change.
    • Loans may be selected by particular statuses, materials, or location types.
    • Notifications sent are determined by the letter send format.
    • Up to five notification types can be sent out by default, though more can be created if necessary.
    For more information on use cases and configuration options for overdue and lost loans, see the Alma Matters session on Lost and Overdue Loans.
    You can configure the criteria according to which Alma:
    • Sends a warning to a patron that he or she has an overdue loan
    • Marks overdue loans as lost
    You configure these criteria and their associated actions using profiles. Alma runs a daily job (Loans - Overdue and Lost Item) to process overdue and lost loans, which, according to the list of profiles, determines the loans for which warnings are sent and those that are defined as lost.
    A single notification is sent to a patron for each overdue profile that matches the defined criteria, listing all of the overdue items. For example:
    • Notification Profile 1 sends a notification message for all items that are 3 days overdue.
    • Notification Profile 2 sends a notification message for all items that are 5 days overdue.
    The letter sent depends on the setting of the switch_to_overdue_and_lost_loan_new_job parameter. When set to true, the notification sent is the Ful Overdue and Lost Loan Notification Letter. When set to false, the notification sent is the Ful Lost Loan Letter.
    An invoice letter, Ful Overdue and Lost Loan Letter is sent to a patron for the lost profile that matches the defined criteria, listing all lost items.
    To configure these letters, see Configuring Alma Letters.
    If the Loans - Overdue and Lost Item job runs every day, the notification is sent after 3 days and again after 5 days (once for each matching profile).
    Configuring these letters may require the use of IF statements in the XSL for each of the notification types. For more information, see the Example Letter Customization: Borrowing Activity Letter.
    The switch_to_overdue_and_lost_loan_new_job user parameter determines which letter is sent to the patron. Additionally, the parameter must be set to True for user blocks to be applied. For more information, see Configuring Other Settings.
    You configure overdue and lost loan profiles on the Overdue and Lost Loan Profile List page (Configuration Menu > Fulfillment > Physical Fulfillment > Overdue and Lost Loan Profile).
    Overdue and Lost Loan Profile List Page New UI.png
    Overdue and Lost Loan Profile List Page
    Overdue and lost loan profiles can be configured at the institution level only.
    The following actions can be performed on this page:
    • Add an Overdue and Lost Loan Profile (see Adding an Overdue and Lost Loan Profile).
    • Add an Overdue and Lost Loan Notification Profile (see Adding an Overdue and Lost Loan Notification).
    • Edit a profile (select Edit from the row actions list).
    • Duplicate a profile (select Duplicate from the row actions list and modify the relevant fields).
    • Delete a profile (select Delete from the row actions list).
    • Run a profile (select Run Now from the row actions list) to create the overdue or lost loan notifications on demand.
    • Run a status update (select Status Update from the row actions list). This process runs the profile without sending a notification and without applying fees or blocks. This is used during a migration to Alma or if adding a new Overdue and Lost Loan Profile step. The status update will not mark any loans as lost. In the case of a migration where notifications were sent from another system, the affected loans will be marked to prevent them from getting the same notifications a second time when the job runs again. For example, if you create a new rule that sends a notice to loans that are 3 days overdue, the new profile will catch all loans that are already 3 or more days overdue, including loans that may be 30 days overdue. To prevent that, and make sure the profile sends notices only for loans that become 3 days overdue after the profile has been created, use this option when defining the new profile.
    • Enable or disable overdue and lost loan profiles.

    Adding an Overdue and Lost Loan Notification

    You can add overdue and lost loan warning profiles to an institution. These profiles determine the criteria by which the system sends overdue warnings for loans. The warnings do not affect the loan status; they inform the patron of the number of days upon which the loan is considered lost. A single overdue or lost item notification per notification type may be sent to the patron listing all of the patron's overdue or lost loans.
    You can configure 5 types of notifications and their corresponding letters. After configuring the notification types, you then configure the profiles that will trigger these notification types.
    To configure the fines for overdue and lost loan notification types:
    1. On the Terms of Use Management page (Configuration Menu > Fulfillment > Physical Fulfillment > Terms of Use and Policies), filter by Terms of Use Type = Loan.
    2. Select Edit from the row actions list for the relevant Terms of Use. The Terms of Use Details page appears.
    3. Locate the relevant Overdue Notification Fine Type entry on the bottom of the page, and select Add Policy from the row actions list. The Policy Details page appears.
    4. Enter a Name and Value in the relevant fields, and ensure that Value Type = Other.
    5. Select Save. The policy is added to the notification fine type on the Terms of Use Details page.
      Additionally, the configured Terms of Use appears on the Fulfillment Configuration Utility page (Fulfillment > Advanced Tools > Fulfillment Configuration Utility) when you enter a Patron Identifier and Item Barcode.
      The amount configured for Overdue Notification Fine Type 1 is charged if a profile configured with Overdue Notification Fine Type 1 is triggered. The same applies for the other fine types.
      For details on configuring the Overdue and Lost Loan Notification Letter that is sent to patrons, see Configuring Letter Labels. Modify the fields additional_info_*_type1, inform_you_item_below_type1, and charged_with_fines_fees_type1 to change overdue notification type 1, and so forth.
    In order for the additional elements, for instance additional_info_1_type1 through additional_info_1_type5, to appear on the Full Overdue and Lost Loan Notification letter, you also need to customize the letter XSL. For detailed information specific to this letter, see Overdue and Lost Loan Notification Letter XSL Considerations, below. For information on the use of XSL in customizing letters in general, see Customizing Letter XSL Style Sheets.

    Adding an Overdue and Lost Loan Profile

    You can add an overdue and lost loan profile to an institution. This profile determines the criteria by which loans are considered lost. For these loans, Alma changes the status to Lost, creates the relevant fines and fees, and sends an invoice (for the replacement fee) to the borrowing patron.
    To add an overdue and lost loan profile:
    1. On the Overdue and Lost Loan Profile List page (Configuration Menu > Fulfillment > Physical Fulfillment > Overdue and Lost Loan Profile), select Add Overdue and Lost Loan Profile. The Overdue and Lost Loan Profile Record page appears.
      If you want to create a copy of an existing overdue and lost loan profile, select Duplicate from the row actions list. Once you have copied the profile, you can modify it as needed.
      Overdue and Lost Loan Profile Page New UI.png
      Overdue and Lost Loan Profile Record Page
    2. Enter the profile name and a description of the profile (if desired), and specify the criteria by which an overdue loan is considered a lost loan. Note that if you do not select specific statuses, user groups, libraries, locations, item policies, and/or material types, the profile will apply to all of the above.
      • When viewing a loan in Loan History, a loan's initial Loan Status is Loan. As seen in Loan History, a Loan Status of Normal indicates a return to normal status after being in some other status. For example, to indicate five days after the loan was created, select a Loan Status of Loan and enter a Days After Status Date of 5. For more information on loan statuses, see Viewing Loan History.
      • The profile will be activated for loans that meet all the conditions specified in the profile (that is, a Boolean AND operator operates between fields).
      • If the profile is set to mark the loan as lost, the loan is considered a lost loan. If the profile is set to mark the loan as overdue, then a notice will be sent and blocks/fines will be created, as per the profile configuration.
      • The Library field refers to the item’s current location. If the item is in a temporary location, this is the temporary location. If the item is not in a temporary location, this is the permanent location.
      • If a due date is changed on an already overdue loan, an overdue fine is created before the due date is updated (similar to the renewal process) to make sure that a potential overdue fine is not automatically dropped. This behavior is determined by the overdue_at_change_due_date parameter. See Configuring Other Settings.
    3. To enable the profile, select the Active check box. The lost loan job processes only active profiles. You can disable/enable the profile at any time on the Overdue and Lost Loan Profile List page.
      If an Overdue and Lost Loan profile is not enabled, you can still run it by selecting Run Now from the row actions list.
    4. For setting the criteria for a Lost profile, in the Profile Type field, select Change to Lost. The Send Notification, Create Fine and Create Block fields disappear (they are not relevant for this selection). For setting the criteria for notification profiles, in the Profile Type field, select an Overdue Notification type (1 through 5).
    5. For an overdue notification, select Send Notification to send the patron a notification letter matching the selected Profile type.
    6. For an overdue notification on an item that is overdue and not returned, select Create Overdue Loan Fine to apply an overdue fine for the item when the job runs. For the notification to be generated, the fine must also be created in the Terms of Use, under the relevant Overdue Notification type (1 through 5) policy.

      This is a separate fine than the overdue fine policy which is applied upon returning the loaned item.

    7. For both overdue and lost notifications, select Create Overdue Notification Fee to enable a notification fee. This field is only visible and applicable when using the aggregated notification method (i.e. the switch_to_overdue_and_lost_loan_new_job parameter in the customer parameters mapping table is set to true). Selecting the check box allows your institution to charge a fee per warning letter, rather than per loan.
    8. For both overdue and lost notifications, enter Overdue Notification Fee Amount to set the notification fee. This field appears only when the Create Overdue Notification Fee check box is selected. When it appears, it is a mandatory field.
    9. For an overdue notification, select Create Block to impose a user block while the loan is overdue. When Create Block is selected, a Block Type appears. The values in this drop down are defined in the User Block Description page (see Configuring User Blocks Due to Overdue Loans). The block is removed when the item is returned or lost, or the loan is deleted.
    10. In the Days After Due Date field, enter the number of days after the due date upon which the warning notification message is to be sent. Select either Days or Open Days to determine if the number of days is calculated by calendar days or by the days that the library is open.
      For example, if an item’s due date is March 1, Days After Due Date = 14, and Days is selected, the item is considered lost on March 15.
      Keep in mind that 1 day = 24 hours, so that if an item’s due date is March 1, Days After Due Date = 0, and Days is selected, the item is considered lost on March 2.
      This calculation does not ignore days on which the library is closed. For example, if the Days after due date=14, the system’s calculation is based on 14 calendar days.
    11. In the Days After Status Date field, indicate the number of days after an update to the value of the Loan Status field that the item is considered lost. The Loan Status field refers to values such as Normal, Renewed, Automatic Renewal, and Overdue Notification. The number of days is calculated by calendar days.
      For example, If Loan Status is defined as Claim Returned and Days After Status Date is 5, then Alma checks that the current loan status is Claim Returned and that the last change of the item loan was to Claim Returned and more than 5 days passed since the last item loan change. So if an item’s loan status is updated on April 1 and Days After Status Date = 5, the item is considered lost on April 6. (Note that a value of 0 is the same as leaving the field empty.)
      The value of this field also applies to migrated loans, according to the loan’s creation date.
    12. When you are done, select Save. The profile appears on the Overdue and Lost Loan Profile page.
    All active Overdue and Lost Loan profiles are processed by the Overdue and Lost Item job. See Viewing All Scheduled Jobs. If the overdue profile contains an Overdue Notification Fee, the fee will be recorded for each user with the profile type and names of all profiles that were aggregated. If profiles of the same overdue profile type have different Notification Fee Amounts, they will not be aggregated. They will be separated into two letters. Each one of those letters will create an Overdue Notification Fine.
    When adding a new profile or modifying a profile name, a message is displayed to prompt the user to run the Status Update, It is recommended to run Status Update for the for updated profile.

    Loans Overdue Notification Status Update

    The Loans Overdue Notification Status Update page (Fulfillment > Advanced Tools > Loans Overdue Notification Status Update) allows the user to run the Overdue and Lost Loan job without creating blocks or fines and fees, without changing the loan to lost, and without generating notifications. The affected loans will be marked to prevent the overdue and lost loan profiles from handling them again - meaning a loan fitting the criteria of lost and/or overdue notification profiles at the time of the status update will not become lost by them or trigger their notifications when the Overdue and Lost Loan job runs again. Running this job will irreversibly mark the loan records so they will not be handled by the matching profiles again.
    The Loans Overdue Notification Status Update is only displayed in Alma if the 'switch_to_overdue_and_lost_loan_new_job' parameter is set to true.
    Running the job displays a warning that the loan records will be modified.
    If you want to run a status update only for specific profiles (e.g. notification profiles, but not profiles that set loans to lost), it is possible to apply the status update per profile from the profiles configuration page (instead of using the job, which runs all profiles).
    Overdue_Lost_Loan_Profile_List.png
     
    Loans Overdue Notification Status Update Run New UI.png
    Loans Overdue Notification Status Update Warning

    Overdue and Lost Loan Notification Letter XSL Considerations

    There are up to five notification types that may be used within the Ful Overdue and Lost Loan Notification Letter. Because the single letter format contains all five scenarios you may need to customize your letter with XSL if clauses. For example,
    • inform_you_item_below_type1 belongs to Overdue notification type 1
    • inform_you_item_below_type2 belongs to Overdue notification type 2
    • inform_you_item_below_type3 belongs to Overdue notification type 3
    • inform_you_item_below_type4 belongs to Overdue notification type 4
    • inform_you_item_below_type5 belongs to Overdue notification type 5
    To implement these types correctly in the letter, replace the following section in the letter:
    <table cellspacing="0" cellpadding="5" border="0">
    <tr>
    <td>
    <h>@@inform_you_item_below@@ </h>
    <h>@@borrowed_by_you@@ @@decalred_as_lost@@</h>
    </td>
    </tr>
    </table>
    With:
    <xsl:for-each select="notification_data">
    <xsl:if test="/notification_data/notification_type='OverdueNotificationType1'">
    <table cellspacing="0" cellpadding="5" border="0">
    <tr>
    <td>
    <h>@@inform_you_item_below_type1@@ </h>
    <h>@@borrowed_by_you@@ @@decalred_as_lost_type1@@</h>
    </td>
    </tr>
    </table>
    </xsl:if>
    <xsl:if test="/notification_data/notification_type='OverdueNotificationType2'">
    <table cellspacing="0" cellpadding="5" border="0">
    <tr>
    <td>
    <h>@@inform_you_item_below_type2@@ </h>
    <h>@@borrowed_by_you@@ @@decalred_as_lost_type2@@</h>
    </td>
    </tr>
    </table>
    </xsl:if>
    </xsl:for-each>
    Similar for the additional_info_<1-5>, replace:

    @@additional_info_1@@

    <br />

    @@additional_info_2@@
    with:

    <table>

    <xsl:choose>

    <xsl:when test="notification_data/notification_type = 'OverdueNotificationType1' ">

    <tr>

    <td>

    <font size="5">@@additional_info_1_type1@@</font><p><font size="2">@@additional_info_2_type1@@</font></p>

    </td>

    </tr>

    </xsl:when>

    <xsl:when test="notification_data/notification_type = 'OverdueNotificationType2' ">

    <tr>

    <td>

    <font size="5">@@additional_info_1_type2@@</font><p><font size="2">@@additional_info_2_type2@@</font></p>

    </td>

    </tr>

    </xsl:when>

    <xsl:when test="notification_data/notification_type = 'OverdueNotificationType3' ">

    <tr>

    <td>

    <font size="5">@@additional_info_1_type3@@</font><p><font size="2">@@additional_info_2_type3@@</font></p>

    </td>

    </tr>

    </xsl:when>

    <xsl:when test="notification_data/notification_type = 'OverdueNotificationType4' ">

    <tr>

    <td>

    <font size="5">@@additional_info_1_type4@@</font><p><font size="2">@@additional_info_2_type4@@</font></p>

    </td>

    </tr>

    </xsl:when>

    <xsl:when test="notification_data/notification_type = 'OverdueNotificationType5' ">

    <tr>

    <td>

    <font size="5">@@additional_info_1_type5@@</font><p><font size="2">@@additional_info_2_type5@@</font></p>

    </td>

    </tr>

    </xsl:when>

    </xsl:choose>

    </table>

    Configuring Short Loan Reminders

    Short term loans are any loan with a due date policy defined with minutes or hours. Once a short loan is created, Alma checks the associated customer parameters. If the short_loan_courtesy_reminder parameter is set, a courtesy reminder is triggered based on the due date time less the value of that parameter. If the short_loan_overdue_reminder parameter is set, an overdue reminder is triggered based on the due date time plus the value of that parameter. For both notifications, the letter will be sent if the item was not returned and is not in Lost or Claim Return status. If there was a change in the due date, the new due date will trigger the notification.

    The courtesy reminder uses the existing FulUserLoansCourtesyLetter letter. The overdue reminder uses the FulOverdueAndLostLoanNotificationLetter letters. Both letters now include indicators for a short term loan and continue to be used for regular loan courtesy or overdue notices as well.

    When an overdue letter is issued, if the short_loan_overdue_block parameter is set to true, and a blocking policy is configured, an overdue block is set for the patron. For more information on these customer parameters see: Configuring Other Settings (Fulfillment). For information on creating a blocking policy, see To configure a blocking policy.

    Configuring Loan Recall Requests

    To configure loan recall requests, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can configure Alma to send or not send a loan recall request during system actions. By default, recall requests are enabled for all actions.
    You configure loan recall requests on the Request Configuration mapping table for loan recalls (Configuration Menu > Fulfillment > Physical Fulfillment > Loan Recalls Configuration). For more information about mapping tables, see Mapping Tables.
    Loan Recalls Configuration.png
    Request Configuration Mapping Table Page
     
     
    The definitions of the different types are as follows:

    Code

    Type

    Meaning

    BOOKING

    Booking request

    Patron booking request

    ELECTRONIC_TO_DIGITIZATION

    Patron electronic digitization request

    Patron digitization request for electronic resource

    GENERAL_DIGITIZATION

    General digitization request

    Patron digitization request for item that is not catalogued

    GENERAL_HOLD

    General hold request

    Patron physical item request for item that is not catalogued

    LIBRARY_ELECTRONIC_DIGITIZATION

    Library electronic digitization request

    Digitization request from reading list for electronic resource

    LIBRARY_PHYSICAL_DIGITIZATION

    Library physical digitization request

    Digitization request from reading list for physical resource

    MOVE_TO_PERMANENT

    Move permanently

    Request for physical item to be moved to new location

    MOVE_TO_TEMPORARY

    Move temporarily

    Request for physical item to be temporarily moved to new location

    PATRON_PHYSICAL

    Patron physical item request

    Patron physical item request

    PHYSICAL_TO_DIGITIZATION

    Patron digitization request

    Patron digitization request for physical resource

    RESOURCE_SHARING_E2D_SHIPMENT

    Ship digitally from electronic

    Internal digitization request by resource sharing staff for electronic resource

    RESOURCE_SHARING_P2D_SHIPMENT

    Ship digitally

    Internal digitization request by resource sharing staff for physical resource

    RESOURCE_SHARING_PHYSICAL_SHIPMENT

    Ship physically

    Internal physical item request by resource sharing staff

    RESTORE

    Restore item

    Restore an item from temporary location

    STAFF_ELECTRONIC_DIGITIZATION

    Staff electronic digitization request

    Staff digitization request for electronic resource

    STAFF_PHYSICAL_DIGITIZATION

    Staff digitization request

    Staff digitization request for physical resource

    TRANSIT_FOR_RESHELVING

    Transit for reshelving

    Transit physical item for reshelving

    • If the Recalls Loans value is set as No in this table for the PATRON_PHYSICAL type of request and the applicable loan Terms of Use has Is Recallable defined as Yes, the loan will not be recalled. Only if Recalls Loans = Yes is the Terms of Use policy applied.
    • If PATRON_PHYSICAL = Yes and the Terms of Use fulfillment policy is No Recall, items are nevertheless marked as Recalled, to prevent renewals (although the loan due date is not changed).
    • The block preference Not Renewable - Item has Requests is relevant only if PATRON_PHYSICAL = Yes (see Configuring Block Preferences).
    • Loan recall requests can be configured at the institution level only. Select the required institution from the Configuring filter on the Fulfillment Configuration page.
    To configure loan recall requests:
    1. On the Request Configuration Mapping Table page for loan recalls (Configuration Menu > Fulfillment > Physical Fulfillment > Loan Recalls Configuration), select Customize from the row actions list for the relevant action. Customize is changed to Restore, and the Recalls Loans column is enabled for editing.
    2. Select No in the Recalls Loans column to disable loan recall requests for the specified action.
    3. Select Save. Loan recall requests are not sent during the specified action.
      To re-enable loan recall requests for an action, select Restore.
    After configuring a loan recall request for a specified action, ensure that the institution/library's Terms of Use has set the loan policy Is Recallable = True for requested items to be recalled (see Adding Fulfillment Policies).

    Configuring Loan Status Names

    To configure loan status names, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can configure the loan statuses that are displayed in Alma. To do this, open the Loan Status Name mapping table (Configuration Menu > Fulfillment > Physical Fulfillment > Loan Status Name). For more information about mapping tables, see Mapping Tables. You can edit the description. This is the description that displays throughout Alma on various loan displays.
    Loan Status Names.png
    Loan Status Names Configuration Mapping Table Page