OWWL Policy

Listing of policies and recommendations related to the shared catalog, patron database, and the circulation of OWWL Libraries' resources. These recommendations have been set by the OWWL Advisory Committee.


Checkout

Loan limits

Patrons are limited to 100 concurrent checkouts. (OWWLAC, 10/2013)

Checkout blocks (overdue and fine threshold)

Patrons are blocked from checking out or renewing materials if they have 5 or more overdue items and/or $5.00 or more in fines. (OWWLAC, 10/2013)

Loan Periods

Loan periods follow the checkout library's circulation rules

To promote a consistent experience for patrons, items will circulate with due dates assigned following the checkout library's circulation rules, not the owning library's settings. In general, the system is configured to do this automatically.

(OWWLAC, 11/2013)

Editing due dates when another library's item checks out with a "wrong" due date

In some instances, mis-configured or conflicting settings will cause the item to be circulated with a loan period that is different than the checkout library's policy for the given type of material. In this case, the checkout library may edit the due date so that it follows their normal loan period. (OWWLAC, 10/2013)

Editing due dates when a patron needs extra time

In order to provide good customer service, library staff may edit the due date to provide extra time. The due date should not be extended beyond a reasonable duration (for example, not to exceed the remaining renewals). If the item in question belongs to another library and there is any concern about extending the due date, contact the owning library. Do not use editing a due date to circumvent hold blocks, or extend due dates on titles with holds. (OWWLAC, 3/2014)

Standard Loan Periods

OWWLAC recommendations for standard loan periods (OWWLAC, 11/8/2006, 4/25/2007, 11/2013), see: StandardLoanRules

Renewals

Renewal limits

The number of allowed renewals for a specific type of material is set by the CirculationModifier according to library policies and/or the Standard Loan policies. (11/2013)

Renewal limit overrides

Avoid renewing items beyond the renewal limits. If the item belongs to another library, do not override the renewal limit without the permission of the owning library. (OWWLAC, 3/2014)

Renewals blocked for items with holds

Items with holds - title, volume, or copy level - cannot be renewed. The item must be checked in and routed to the next pending hold. (OWWLAC, 2/22/2006, 11/2013)

Bills

Overdue Materials

Bills for overdue materials may be paid at any library and the bill payment kept by that library regardless of where the materials were checked out, where the materials were checked in, or who owns the materials. (11/2013)

Lost Materials and Damaged Materials

Bills for lost and damaged materials may be paid at any library but the payment must be forwarded to the owning library.

  • Lost/damaged bills are paid using the PaymentType "Passthru" to clarify accounting at the payment library.
  • If being paid by check, the check must be addressed to the owning library .
  • Checks and cash may be sent to the owning library via delivery. Place the check/cash in an envelope with accompanying patron and item information, then place the envelope in one of the maroon delivery bags.
See: PayBills

(11/2013)

Lost Materials Processing Fee bills

If a library charges processing fees in addition to lost materials bills, then the library should roll the fee into the item price or use the system-generated Lost Materials Processing Fee bill. No libraries should create manual bills, after the fact. Contact PLS to configure the system-generated processing fee bill.

(1/2014)

"Credit"

Libraries should not convert excess payment into credit. (OWWLAC, 9/25/2012, 11/2013)

Forgiving bills

When not holding a patron responsible for a fine, for whatever reason, use the "Forgive" PaymentType to clear the fine; add an annotation to attach relevant explanatory notes. (11/2013)

Patrons

In-system vs. Out-of-system patrons

The PLS service area is defined as being formed by the counties of Wyoming, Livingston, Ontario, and Wayne in the state of New York.

In-system patrons are all people living within the four county area. This includes residents of "unserved" communities, or, those communities within the geographic boundary of PLS, but outside of a PLS member library's chartered to serve area.

Out-of-system patrons are people living outside of the four county area.

(OWWLAC, 5/22/2018)

Out-of-system Patron Statistical Categories

The Residency and School Code statistical categories include areas that are out side of, but border the four PLS counties and/or share school districts with PLS communities. For these areas and school districts, select the appropriate codes. For all patrons who live in non-contiguous areas, use the "OOS" code from the Residency and School District lists. (OWWLAC, 5/22/2012, 2/2014, 5/2018)

Standard registration form

OWWLAC recommends using the standard registration form. The basic form can be modified with local library customizations as needed. (OWWLAC, 2/22/2006, 1/2014, 05/2018)

This form has been revised as of 05/2018 and can be downloaded from: PatronRegistrationFormPrintable.

Registration paperwork retention

OWWLAC recommends keeping registration paperwork for no longer than is reasonable for local workflow (i.e. time it takes to enter all data into the system). Paper forms should be stored securely. Scanning and saving documents electronically is also recommended. (OWWLAC, 3/2005, 4/2005, 2/2014, 10/2014, 05/2018)

Driver's license in patron account

Driver's licenses are not to be added to patron records in Evergreen. There is no option to add driver's license number in a dedicated field, nor should this data be added in any other area in the patron record. (OWWLAC 10/2014, PLS Policy 1/2015)

Libraries may include driver's license numbers in their paper registration files, security of these files is the responsibility of the library.

Replace registration paperwork

Changing home library, address, library card number, etc. does not necessitate completely new registration paperwork. If new paperwork is completed, the old paperwork should be discarded. If the updating library is not the same as the original card-issuing library, the original library should be alerted so that they can update their files, and the updating library should change the "Registration on file" statistical catagory entry. (OWWLAC, 2/2014)

Patron has a name change

The patron's Evergreen account is updated with the new name; if the library updating the account is the library holding the original paperwork, the signature can be updated on the original form. (OWWLAC, 2/2014)

Agency cards

Cards may be issued to specific types of agencies for use by authorized agency staff persons, according to the guidelines laid out in the AgencyUserRecords page and agreement.

Expired accounts marked inactive

Patron accounts that have been Expired for more than 3 years will be marked "Inactive" automatically by the system. The accounts will be flagged with an Alert stating the reason for being marked inactive, and remain in the database should the patrons return to the library. (OWWLAC, 2/2014)

Deleting inactive expired accounts

Patron records that have been inactive for 6 years will be deleted, including outstanding bills. (OWWLAC, 9/2014)

Accessing OWWL2Go

Only patrons with current accounts in good standing can access OWWL2go materials. (OWWLAC, 2/26/2013, 2/2014)

Account expiration

Patron accounts will expire annually; staff must verify and update contact information before extending another year. (OWWLAC, 10/2004, 1/2014)

Patrons with email accounts will receive a pre-expiration email notice, alerting them to contact the library to extend their library privileges. (OWWLAC, 1/2014)

Renew patron account privilege by phone

Patron accounts may be renewed over the phone if staff first request current address; if this address does not match the address in the patron record, then the staff should request formal identification. (OWWLAC, 1/22/2013; 1/2014)

Lost and Damaged Items

Mark Lost Manually

Any library can mark an item lost, even items not owned by that library. Marking an item lost will create a Lost Materials bill on the patron's account, which will typically block the patron from further circulation. Generally, it is recommended that if there is any doubt whether the item is actually lost, libraries should renew the item (within remaining renewal limits and respecting hold blocks) and allow the item become overdue until lost. (OWWLAC, 4/2014)

Mark Item Lost by Patron, item not owned by your library

Any library may manually mark lost any other library's materials. When in doubt, contact the owning library before taking action. (OWWLAC, 4/2014)

Overdue Until Lost

All items that are overdue more than 8 weeks will be marked as lost, automatically by the Evergreen system. This will create a Lost Materials bill on the patron's account, which will typically block the patron from further circulation. (OWWLAC, 4/2014)

Items Damaged "Beyond Repair"

If an item is damaged to an extent that it cannot be repaired and remains checked out to the responsible patron, the item should be Marked Damaged and the patron billed for the full replacement price. (OWWLAC, 4/2014)

Damaged Items Not Owned by your Library

If a damaged item is not owned by your library, use an CatalogingRecallHold to send the item back to the owning library for evaluation and to marked damaged as necessary. (OWWLAC, 4/2014)

Payments accepted for lost/damaged items owned by another library

Any library may accept payment for any other libraries' lost or damaged materials, but the payment must be forwarded to the owning library.

(OWWLAC, 4/2014)

Holds

Hold Limits

Patrons may have up to 20 holds. Any suspended holds do not count toward the 20 hold limit. This policy is set in system configuration. (OWWLAC, 3/2014)

Holds not picked up

All holds not picked up after 7 business days should be removed from the holds shelf, the patron hold cancelled, and the item routed to fill other holds or back to the owning library for reshelving. (OWWLAC, 4/2014)

All libraries should assess a $1.00 "Hold not picked up" bill for hold items not picked up within the 7 business day period. (OWWLAC, 4/2014)

Age Based Hold Protection

Age-based hold protection limits holds to those requests being picked up at the owning library, for a period of two months based on the copy create date. Use of age-based hold protection is optional, can be applied to all types of new materials, and can be removed from a copy at any time, as determined by the owning library. (OWWLAC, 2/26/2013, 4/2014)

Cataloging

Older titles

PLS reserves the right to refuse new title record requests for older titles.

Libraries should carefully review materials prior to request to ensure that they are still accurate, relevant, and appropriate for the collection. Full details and selection criteria can be found here: OlderTitleGuidelines

(OWWLAC, 4/2014)

VHS

PLS does not accept requests to create new title records for VHS materials. (OWWLAC, 4/2014)

Close enough records

PLS Cataloging will combine in the same title record multiple editions when the essential work is the same, but the specific copy varies in minor details. For example: hard cover and paperback editions of the same title, books with included discussion guide materials, differing publishers or distributors, etc. (OWWLAC 5/22/2012, 4/2014)

For full guidelines regarding combined editions sharing a single title record, see: CloseEnoughRecords

Multiple format combinations

PLS Cataloging will combine formats in a single title record when the combined formats are essential to the use of the material. For example: books with accompanying computer discs. (OWWLAC, 4/2014)

Grievances

If OWWL policies are abused, all library staff and directors should follow the OWWLAC Grievance Policy and Procedure.

See: OwwlacGrievancePolicy

EvergreenWebForm
Topic Subject OWWLAC
Service Evergreen
Documentation type Policy
Year

Includes RT Form? No
Status

Topic revision: r29 - 23 May 2018 - 09:37:43 - LindsayStratton
 

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