Skip to main content

 

OCLC Wise Support EN

Instructions for closing a library for an extended period

  1. Last updated
  2. Save as PDF
Learn about configuration steps related to closing a library for an extended period of time.

There may be situations when your library must close for an extended period of time. Use the information below to update your policies and messages to accommodate the situation.

For information about short closures, see Calendar management.

Item updates 

Update due dates 

To prevent overdue fines and notifications while the library is closed, use Batch changes to update the return date for all items due before the library is scheduled to reopen to the day after the library plans to open.

  1. In the staff client, go to Statistics and Selections > Selections. The Selections screen opens.
  2. Create a new selection with the following parameters:
    • Selection source: Items
    • Category type: E - Items
    • category: Due date
    • Value: the closing date
    • up to and including: the day after the library will reopen
    • Maximum: increase up to 1,000,000 to include all items
  3. Click Run > Run now > Create new set. The set is created and the results display in the bottom right panel of the screen.
  4. Select Set > Run batch changes on set. A status bar appears to show the progress of the retrieval. Once the data is ready, the Batch changes screen will appear.

     Note:  If the set is too large to retrieve or contains more than 1,000,000 records, refine the query to include fewer days or to select by branch.

  5. On the Batch change items screen, enter the new return date in the Return date field (a day after your library will reopen).
  6. Click Change. A status bar appears at the bottom of the window. Once all records have been updated, click Quit.

Overdue materials 

If your library charges overdue fines, prevent fines from accruing on items that are already overdue by updating your Fining process.

  1. In the Wise configuration manager, go to Products and services > Policies > Policy configuration > Fining process.
  2. Click Open next to your fining process.
  3. Click detail next to the policy line(s) that need to be updated. The Fining process window opens.
  4. Select change to edit the details.
  5. Set the Maximum penalty to a lower rate (or zero). This will prevent items that were overdue before the library closed from accruing additional fines.
  6. Click OK to save changes.

Hold requests 

To stop customers from placing holds while your library is closed, perform the following actions:

Remove the option to place holds via My Account 

  1. In the Wise configuration manager, go to Products and services > Memberships > Card Configuration > My Menu configuration.
  2. Click Open next to your policy line.
  3. Click detail next to the policy line(s) that need to be updated. The My Menu configuration window opens.
  4. Select change to edit the details.
  5. Uncheck the box Allowed to place holds.
  6. Click OK to save changes.

Holds notifications 

Customers may see that their holds are available if they look at My Account and the item has been transferred to the pick up library. Customers will be able to pick up their items when the library reopens.

Online registration 

If you would like to prevent new customers from registering for a library account via the web portal while the library is closed, turn off online registration.

  1. In the Wise configuration manager, go to Products and services > Memberships > Membership settings > Membership definitions.
  2. Click Detail next to your online self-registration membership definition. The Membership definition window opens.
  3. Select change to edit the details.
  4. Check the box Hide membership to make the membership unavailable.
  5. Click OK to save changes.

Messages 

Contact your implementation manager for assistance with pausing customer notifications.

Upcoming due date, overdue and billing notifications 

Items with an upcoming due date 

To prevent messages for items that are coming due:

  1. In the Wise configuration manager, go to Products and services > Policies > Policy configuration > Overdue process.
  2. Click Open next to your library name.
  3. Click detail to view the configuration of your overdue process(es).
  4. Select Change to edit the policy.
  5. Remove the value from the Alert period (note: this field name will change to Courtesy reminder in a future update) field. No reminders will be sent for this.
  6. Click OK to save.

 Caution: 

  • Do not change the Message preference configuration. This could cause problems for current and future messages processes.
  • Do not turn off the HERVZM job, this creates consequences for all the items that are overdue

Overdue items 

Items that become overdue while the library is closed will follow the changes set in the Overdue process for Items with an upcoming due date.

For items that are already overdue, messages will be sent. That process cannot be paused or reversed. When it is time to review and send bills, do not send the bills. Any upcoming invoices will follow new rules set in reminders and days until invoice.

Collections agency notifications 

  1. In the Wise configuration manager, go to Products and services > Memberships > Card configuration > Collections agent process.
  2. Click Open next to your library system.
  3. Click detail next to the process(es) you want to update.
  4. Change the Collections agent after xxx days to a number after when the library will reopen.

Reopening the library checklist 

Item updates 

The return date must be changed to a date that is after the last day the library was closed.

  1. In the staff client, go to Statistics and Selections > Selections. The Selections screen opens.
  2. Create a new selection with the following parameters:
    • Selection source: Items
    • Selection lines:
      • Category type: E - Items; Category: Return date; Value: Dates from closing to after the reopening date
      • Category type: E - Items; Category: Status; Value: U - Checked out
  3. Click Run > Run now > Create new set. The set is created and the results display in the bottom right panel of the screen.
  4. Select Set > Run batch changes on set. A status bar appears to show the progress of the retrieval. Once the data is ready, the Batch changes screen will appear.
     Note: If the set is too large to retrieve or contains more than 1,000,000 records, refine the query to include fewer days or to select by branch.
  5. On the Batch change items screen, enter the new return date in the Return date field (a day after your library will reopen).
  6. Click Change. A status bar appears at the bottom of the window. Once all records have been updated, click Quit.

     Note: Drop-off dates should not be returned.

Update the calendar 

If a closed period was set on your calendar, update the calendar to reflect the library’s reopening. For more information, see Calendar management.

Overdue fines 

If your Fining process was adjusted during the time the library was closed, restore to the original configuration.

Hold requests 

If hold requests were disabled while the library was closed, restore your settings in My Menu configuration by checking the box Allowed to place holds.

Online registration 

If online registration was disabled, update Membership definitions to allow customers to register for an account online.

Messages 

Restore any changes made to Messages.

New arrivals carousel 

If you updated the Acquisitions carousel to ensure that it wouldn’t become empty of titles, restore the Selection period of your Acquisition profiles. 

 

  1. Back to top
  • Was this article helpful?

Recommended articles

  1. Article type
    Topic
    Content type
    Product documentation
  2. Tags
    This page has no tags.