There are 3 distinct overdue blocks that can be applied in ALEPH. These blocks work independently from one another. You can choose any combination of these to apply for your institution, but they will apply (or not) for ALL of your institution.
Block if single item overdue AND X notices have been sent
1. There is a setting that defines an item as "overdue" when it is past due, and 1 or more overdue notices have been sent.
FAMU Reclamation Project
This report lists both open and closed orders for a given date range. The default fields are Order Number, Vendor Code, Title, Budget, Order Status, Encumbered/Invoiced Amount and Amount Type. Additional fields can be selected for inclusion.
Each module (acq, cat, circ, UBorrow-ILL) has a Print.ini file. The notices listed in the Print.ini are primarily the notices, or reports that are printed when some action is taken in the client, for example Loan/Return Receipts or Hold Slips/letters.
Let's use Loan Receipts as an example:
Some libraries want to automatically email Loan Receipts. To do so, they would edit the Print.ini file located in C:\AL500XX_TEST20\Circ\tab, and modify the following line:
LoanReceipt 00 N M loanrcpt.prn
That "M" tells the pc that if you whenever the Loan Receipt is triggered, send the file to the patron as an email.
You control how you want the notices or reports to be processed so that it will fit in with the workflow at your library.
Notices or Reports can be printed or emailed automatically based on the settings you have entered on the Print.ini file.
There are two basic types of Print.ini files:
1. Jobs created "on the fly"
The Print ID is setup on the PC at your library. It is "attached" to a print daemon, which can be thought of as a mini-server, that runs on the PC and "talks" to the Aleph server.
The Print ID you use must match the Print ID on the notices and reports that are run on the server, so be sure to coordinate with FCLA on the Print ID name.
The notices/reports are run on the server and will have that Print ID added to the end of the filename. The server will "tell" the Print Daemon running on your PC that a notice/report has a matching Print ID. The Print Daemon will pickup the notice/report and either send it the Default printer, Email it or Both, depending on the setup you have in the print.ini.
To setup a Print ID to the following:
Aleph will adjust the due hour for items due within a 24 hour time period to the closing time, if before midnight.
If the item "would" be due after the 24hour time period, (midnight), the due hour will be adjusted to the opening hour of the next day.
Ex 1: Adjust to Closing
Your library closes at 8pm. A patron checks out a 3-hour loan item any time after 6pm. The item would normally be due after 9pm, but since closing is at 8pm the due hour will be adjusted the closing hour of 8pm.
Ex 2: Adjust to Opening the next day
Your library closes at midnight. A patron checks out a 3-hour loan item any time after 9pm. The item would normally be due after midnight, but since midnight is after the 24hour time period, the due hour will be calculated as the opening hour of the next day.
Staff will need to be aware of this, and manually adjust the due hour at the time of the loan.
This issue has been reported as an enhancement request to the vendor, but has not yet been chosen.
Allows libraries to have email sent directly from the Aleph server rather than from their library's campus mail server.
There are two types of email sent based on how its generated:
1) From client (on the fly), Ex. UBorrow Arrival Letter generated when item is Received or Loan/Return Receipts
2) From Server, Ex. Overdue, Lost, Recall Notices, generated at regular intervals via job_list
1. Remove some of the settings to email that may exist on the local pc.
- Remove the MailServer address
- Delete the Print Daemon that is used for email (under Print Daemon - select the printid - Setup - Delete)
*Note: Keep the printid used for printing
2. Keep, or add Email and Print printid (ex, circe/circp)
Q. Will all patron accounts be effected once patron ids are "scrubbed" from transaction tables.
Q. Once expired patron accounts are regularly removed, will there be a way to keep problem patrons in the system so that we can avoid giving them a card in the future?
For example, we have had problems with some Community patrons.
A. Patron accounts are removed from the system if the expiration date is 3 years or older than the purge date and have no outstanding activity. Problem patron accounts can be retained by modifying the patron expiration date.
Q. Will we be able to see who was the last patron to have an item on loan in case there is a problem with damage that wasn't caught at check-in.
A. No, not after 2 business days. Once the patron id is "scrubbed" from the transaction, there will be no way to tell which patron borrowed the item before. We will be only able to tell which patron status had the item.
Q. Will financial transactions be kept.
A. Yes. Financial transactions will be keep for the forseeable future. The State Guideline is to keep them for at least three years.
Q. We sometimes get requests from Graduate students who want to know which items they have checked for research or theses/dissertations, will we be able to provide this information?
A. No. The responsibility for keeping a record of checked out items will need to lie with the patron. We can not retain that information for them.
We may, at some point, be able to provide a means for patrons to output bib information about their loans to some type of 3rd party self-catalog site, such as LibraryThing, that can be accessed via the online catalog.
If this is a project that you'd be interested in seeing, please let your OPAC coordinator know so that it can be added to the list of developments.
Q. I often run the cir-04 loan report, will this affect the data that I usually get on this report.
A. No. the loan report, only gives information about the following types of loans:
- Active - if the loan is still active and has not been returned, it will still be reported
- Claimed Returned - will still be reported
- Lost - will still be reported