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Resource Sharing Standards_Draft

Each library is responsible for any loss incurred when it does not follow Resource Sharing policies. ~Approved by Directors Association 11/6/19

Patron Registration / Records

 Policies:

  1. System Residents: A patron account, for use in all Mid-Hudson Library System member libraries, shall be created free of charge at all Mid-Hudson libraries for anyone meeting the following criteria:
    1.  A resident* of any city, town, or municipality within the Mid-Hudson Library System Service area**
      And
    2. Does not already have a Patron Record in the Sierra patron
  2. Non-Resident Patrons: Anyone not eligible for a patron account as a System Resident may be issued a non-resident patron account by any MHLS library based on local policies, including fees and borrowing.  The decision to honor non-resident patron accounts is at the discretion of the circulating library.
    ~DA Approved 2/19/2020
  3. Institution accounts may be issued by any MHLS library based on local policies, including fees and
    borrowing. The decision to honor institution accounts is at the discretion of the circulating library.
    ~DA Approved 6/9/2021
  4. Proof of Residency: The issuing library shall require proof of name and address when creating or verifying a patron record.

    *Resident as defined by Commissioner’s Regulations 90.3 (5) Resident borrower means an individual who resides within the boundaries of the chartered service area of a public or association or “Indian library” as defined in section 253 of the Education law and who is a library cardholder at that library.
    **link to service area map (DLD)

  5. Global Deletion of Expired Patrons: MHLS staff will annually delete patron records that have expired for more than 3 years, and have fines less than $10, or fines $10 or more that are older than than 7 years. ~Approved by Directors Association 9/16/22 to begin in 2023 deletion cycle 

Procedures:

  1. Before issuing a card, first make sure that the patron does not have an existing record. The surest way of determining this is by checking for a duplicate APATID. In the Sierra checkout function, enter “u” then the APATID into the search field and press enter. 
  2. If a record already exists, verify that the record is up-to-date, complete and accurate.  A new barcode can be inserted to replace a lost card or number.
  3. If the patron does not have a record, create a new patron record.
  4. In the Sierra checkout function, click on the New icon. Accurately fill in all the required fields.
  5. If the patron resides in another library’s service area, enter the Sierra record with the correct Ptype, Home Library and Town Code, as described below.  The registration form or a screen capture of the Sierra record shall be sent to the Home Library by email or through the MHLS delivery.

The following fields must be accurately completed in all patron records:

Fixed Length Fields: Ptype, town code, home library, zip, expiration date, birth date Variable Length Fields: barcode, name, mailing address, (street address if different from mailing), phone or email, APATID, entered by

Required fields appear in bold below.

EXP DATE: Check your library’s policy. At most libraries choose a date 3 years from today’s date.

GENDER: m for Male or f for Female or n for Not-specified

BIRTHDECADE: The decade in which the patron was born.

BIRTH DATE: Actual birth date. DD-MM-YYYY
For institutional cards use 01-09-1919

TOWN CODE: The municipality where the patron resides.

HOME LIBR (This is a 3 letter code-Do not use the 4 item location codes!): The library in whose area of service the patron resides is the home library. For non-residents the issuing library is the home library. When issuing library cards to residents of unserved areas of the Mid-Hudson Library System, home library is the issuing library.
For Institutional cards use issuing library.

P TYPE: The Patron’s Ptype will match the home library. When issuing a non-resident card the P-type is 3 non-resident. Note: For non-resident, the issuing library shall designate themselves as the home library when creating patron records for individuals who do not reside within the Mid-Hudson Library System’s service area. The issuing library will include a Message field in the patron record that includes the date and a statement of the amount paid for the non-resident membership and the library location collected.
Example: Issued 12/12/2017, Non-resident membership fee of $25 collected at KHK.
For Institutional cards use issuing library.

NOTICE PREFERENCE: To establish the desired way of ILS contact for patron.

Note: Notice preference is used for ILS notification.  Unless specified, default order is Email, then Phone, then Print.  See the notification flow chart for more details.

NAME: Last Name, First Name Middle Initial.
Example: Smith, Jane E. Do not use other titles like Dr. Junior etc. If you wish, they can be put in the notes field.
For institutions use name of the institution without punctuation. Example: Bliss Nursing Home

MAILING ADDRESS (a address): When typing addresses please use the proper postal abbreviations.
Example: 103 Market ST, Poughkeepsie NY 12601

STREET ADDRESS (h address): Required if different from the mailing address.

TELEPHONE: Use the area code and type as shown: 555-555-5555

EMAIL: A single and properly constructed email address, including an “@” and a “.” STAT CLASS: This statistical field is unused and can be defined separately by each library.

APATID: First 4 letters of the Patron’s Last Name (if last name does not have 4 letters insert an “*” for each missing letter), followed by the first letter of their first name and then the single digit of their birth month followed by the two digits to indicate the day of the month. For October use the Letter O, for November use the letter N and For December use the letter D. The APATID IS TYPED IN UPPER CASE. This field is necessary to check for duplicate records.

Example: Smith, John, born 7/04/1976 APATID = SMITJ704
NOTE: To search by APATID, type the letter “u” before the APATID in the search box type “uSMITJ704” , and press enter.

For institutions use the first four letters of institution name followed by *INS. Example: BLIS*INS 

BARCODE: Type or scan the patron card barcode number. Do not add spaces.

MESSAGE (Required only for Non-Resident): a message that pops up each time the record is accessed.  Used to alert staff of immediate circumstances.  When entering a non-resident card the Message field must be edited to include the date the card was issued, any membership fee that was collected, and the library 3 letter location code.

Example: Issued 12/12/2017, Non-resident membership fee of $25 collected at KHK.

ENTERED BY: Three letter library code followed by a hyphen and staff initials and the date. This field is also added and completed, when verifying a record that has been created using Online Patron Registration.

Example: adr-ls 01/22/2019

NOTE: Use this field to put in any information that you may wish to maintain in the patron record.  This field does not pop-up when entering the record.

PIN: When it is entered it is displayed in an encrypted format that cannot be read. A PIN (Personal Identification Number) must be between 4 and eight characters long, contain both letters and numbers if possible, and not have any repeating patterns of characters. To reset a PIN delete characters in the field.

INTERNET: Used for local internet policy. Can be used to instruct public computing management software or parental permission has been signed for youth cards.

E-CONTACT:  Permission for the library to contact the patron via email in addition to ILS notices.    Enter either “y”, “yes”, “n”, or “no”

GUARDIAN: an optional field that can be used to indicate a guardian in the case of a minor.  The name is entered in the same format as the name (Last name, First name) Example: Smith, John

Required for Institutions – Enter the name of the contact person for the institution. Example: Doe, John

E-CONTACT: If the patron did NOT check the box on the library card application opting out of email contact, then enter Y in this field. If the patron DID check the box opting out of email contact, then enter N in this field. This field indicates whether a patron has agreed to be contacted for library promotions.

Note for Non-Resident : The issuing library shall designate itself as the home library when creating patron records for individuals who do not reside within the Mid-Hudson Library System’s service area. The issuing library will include a Message field in the patron record that includes the date and a statement of the amount paid for the non-resident membership and the library location collected. Example: Issued 12/12/2017, Non-Resident membership fee of $25 collected at KHK

Alias: An alternate name that can be used for patrons who prefer to use something other than their legal name.  This field is free text and will be treated as a single phrase.  The Alias can be used in custom notices at the library’s discretion.
~DA Approved 11/12/2020, updates approve 6/9/2021

Examples:
Madonna
Joey Ramone
Snoop Dog

Remote/Patron Self-Registration

Policy:

Staff shall review records that have been created online within 30 days for accuracy and duplicate records. The record will be considered temporary until verified by staff.  Records that have not been verified to meet previously stated registration policy or merged with an existing record within 30 days will be expired.

A verified record must include the library code and initials of who verified it and the date of verification.

Procedure:

Review: Libraries with online registration will review all patron records created through their form within 30 days to determine that someone is eligible. Staff completely and accurately fills in all required fields and checks Sierra to determine if a record already exists. Staff verifies home library and notifies home library when appropriate. Follow local procedure to issue a 14 – digit barcode.

Circulation

Policies:

  1. Verified Card Required
    1. Circulation requires a Verified library card, the only exception being a photo ID with an address that matches the one in ILS ~ Approved by Directors Association 10/3/2011
    2. This language requires the identification to be presented on checkout of materials. ~Clarifying language added by Resource Sharing Committee 11/17/2016
    3. Verified Library Account – Borrowing physical materials requires a verified library account.  Libraries assume the financial responsibility of all transactions completed at their libraries when in violation of Resource Sharing Standards.~ Approved by Directors Association 11/6/19
  2. Claims Returned
    1. The decision to apply the “claims return” process is determined by the owning location.
    2. A library may not place a “claims returned” on any item that they do not own.
    3. The number in the “claims returned” field in the patron record may be reduced by MHLS if a “claims returned” is located. The request for the reduction must come from the owning location and be submitted through the ticket system to MHLS. ~DA Approved 6/9/2021
  3. Lost Materials
    1. The Replacement cost of an item will be the cost listed in the item record. If the library wishes to recover processing fees, those fees must be included in the item’s price. Replacement fees are forwarded to the owning library.
    2. If a patron offers to replace the missing or damaged item with a replacement copy at a library other than the owning library, that library must contact the owning library to see if they will accept a replacement copy. It must not be assumed that this is acceptable. Replacement copies must be forwarded to the owning agency.
    3. Material was lost, paid for, and then found:
      This situation is a local issue on whether the policy of the library is to accept the return of the lost item or not, or refund the money paid back to the patron or not. This also includes items paid for through commerce. ~Approved by Directors Association 1/7/09
  4. Fines & Fees
    A. Fines
        1. If $10 or more in Overdue Fines, Overdue Renewals or Manual Charges is collected on behalf of any one
          library in a single payment transaction per patron record, payment must be sent to the library owed. -Approved by Directors Association 9/15/22
        2. Libraries should not waive fines on items checked out at other libraries except during the formally declared period of the amnesty. In that period, overdue and overdue renewal fines may be waived on returned items. -Approved by the Directors Association 9/15/22
          Procedure: The library director will email techsupport@midhudson.org, and the amnesty will be published in the MHLS notices.  ~Approved by Directors Association 9/15/22
        3. All libraries in the Mid-Hudson Library System, including fine free libraries, may collect fines that have accrued from transactions that have taken place in other member libraries. ~Approved by Directors Association 6/14/22
    2. Fees / Manual Charges
        1. Replacement, Adjustment, and Lost items payments collected must be sent to the owning library, regardless of the amount collected.
        2. Manual charges shall be forwarded to the originating library regardless of the amount. (Some examples include: fax fees, copy fees, fees for missing barcodes, and fees for a missing case.)
        3. Collection Agency Fees must be paid in full – no partial payments. -Approved by Directors Association 3/5/2011
  5. Checkout
    1. Libraries are responsible for checking out items to patron accounts that are valid and in good standing according to the Verified Account Policy ~Approved by Directors Association 11/06/2019
    2. Libraries checking out items are responsible for verifying that the materials being checked out match the information displayed in Sierra and are in acceptable circulating condition. ~Approved by Directors Association 2/18/2021
  6. Renewing An Item
    1. The library determines the loan rules for items checked out at their location, allowing up to two renewals per item.
    2. A library may override the renewal limit on their items only.
    3. Items can be renewed if the number of available copies in the system exceeds the number of open holds.  DA Approved 11/16/1
  7. Check in
    1.  An item checked in is considered accepted by the library that checks it in; at which point the library assumes responsibility for the condition. Financial responsibility does not extend to items whose damage cannot be determined visually, upon a cursory inspection.
    2. The check-in library must comply with all of the item’s pop-up messages entered by the owning library.  ~DA Approved 11/16/19
  8. Checking In Items With Damaged Part(s)
    1. Owning library must indicate the number of parts in the item – in M-message field of the item record. Without this indication, missing pieces will be the responsibility of the owning library. An item checked in is considered accepted by the library that checks it in, and the library assumes responsibility for the condition. ~Amendment approved by Directors Association 11/11/06
    2.  
    3. It is the financial responsibility of the library, at check in and check out, to make sure all pieces are included. This does not require removing components.
    4. The library that is checking in the item needs to make the first attempt to recover the missing parts by a phone call to the patron within 48 hours. The library that is checking in the item over their desk from the delivery box will call the last patron, regardless of whose patron it is, within 48 hours. ~Amendment approved by Directors Association 11/1/06
  9. Indicating damage to an item
    1. Permanently attached notes (including tape and stickers) may only be placed on an item by the owning library.
    2. Post-its and small notes may no longer be used to indicate damage to an item. ~Amendment approved by Directors Association 9/10/21.
    3. Replace the use of post-it notes with an m- message in the item record to indicate damage to an item. The message should be added by the library that notices the damage.
      The recommended form of the message is:
      Damage noted at Adriance: page 32 torn top right corner adr-LS 08/05/2021
      ~Amendment approved by Directors Association 9/10/2021
  10. Damage beyond circulation
    1. No items should fill holds or continue to circulate if any of the following conditions exist:
        • Incomplete or damaged beyond use of primary content
        • Loss of original structural integrity
        • Contamination (e.g. mold, bugs, etc.)

        • Note: Items with reasonable wear or minimal damage can be used to fill holds and circulate.
          Procedure: For items received in delivery that are too damaged to circulate:

                1. Do not check the item in
                2. Change the itype to “no holds”
                3. In Search/Holds search by the item barcode retrieve the record
                4. Select the Item Hold Tab
                5. Select the hold from the list and click the Transfer Holds button
                6. Transfer the 1 hold from i######## to b########, which will be the first record listed in the dropdown selection.
                7. Add m-Message to the item record describing the location and extent of the damage. Must initial and include date.
                8. Check in to return to the owning library
                9. If the owning library chooses to circulate the damaged item after review, it must add an “M-Message” into the item record, noting the damage (see example).

      Example Message
      m-Message format example: Damage noted at Pawling; DO NOT CIRCULATE! – pages missing PAWFR 10/25/21
      ~Amendment Approved by Directors Association 11/16/2020 

  11. Overrides / Stops / Change Of Due Date
    Only directors or their designated representative(s) can override messages, to prevent abuse. The director is responsible for all overriding done at the library. ~Amendment approved by Directors Association 12/7/07.

      1. Loans can be extended on your own materials. For materials that your library does not own, loans can be renewed for up to two loan periods as long as there is no demand for the item. ~Approved by Directors Association 12/2/2016
      2. An override of a hold is required when a patron presents an item for checkout where a hold exists. Staff must choose “proceed with checkout” when presented with an item that attempts to trap for a hold, regardless of whom the hold is for.< ~Approved by Directors Association 2/6/13.
  12. Book Club Request Form
      1. When contacting libraries to process holds intended for a book club, the Book Club Request Form shall be used. (Currently Located Here)~Approved by Directors Association 3/5/15.
  13.  Special Collections
      1. Special collections, such as equipment, exclusive subscription services, and museum passes, may be excluded from the holds system, and checkout and checkin in of such items may only be done at the owning library or by the library’s residents. Pilot or experimental collections may be non-requestable during a defined test period.
  14. Loan Rules
      1. No system loan rule may allow more than 2 renewals.~Approved by Directors Association 12/2/16.
      2. A library may not place a claims returned on any items that they do not own.  A patron account with three items marked as claims returned will automatically be permanently blocked from circulation system wide.
      3. Do a visual check before check-in. If books are damaged, AV components are broken, or if the item is missing pieces or damaged beyond normal wear and tear, do NOT check the item in. See Missing Components Procedure.  ~Update Approved by Directors Association 2/18/2021.
      4. Do a visual check before check-in. If books are damaged, AV components are broken, or if the item is missing pieces or damaged beyond normal wear and tear, do NOT check the item in. See Missing Components Procedure.  ~Update Approved by Directors Association 2/18/2021.

Printing Notices

Procedures:

  1. Title level pages and item level pages should be printed and filled at least once daily.
  2. Holds pick up notices should be printed at least once daily.
  3. Overdue and Billed Notices should be printed at least once a week, but it is recommended to print them daily to maintain consistency for patrons.

Holds

Policies:

  1. Bibliographic and Item Level Holds
    1. Libraries should use bibliographic level holds (hold copy returned soonest) and not item level holds for faster service, except where volumes exist. ~Approved by Directors Association 3/26/06.
  2. Limits on System Hold
    1. In the OPAC, the patron is limited to placing 50 holds. A library staff member can override this on a case-by-case basis. ~Approved by Directors Association 1/5/2012.
  3. Awaiting pickup
    1. Items remain in “awaiting pickup” status for no longer than 7 business days (open days for individual libraries).
  4. Rerouting Holds after put In Transit
    1. Items that are in transit to fill a hold cannot be rerouted. Only exception is when patron has made an error in choosing their pickup agency.
  5. Multiple Holds on Bib Record: 
    1. Only one hold can be placed by or for a patron on any single Bibliographic record unless that patron is administering a book discussion. For book discussions the override option can be used.

Copies/Holds & Local Copies

Policies:

  1.  Copies to Holds
    1. For each 4-7 holds; 2 copies for 8-14; 3 copies for 15-23 holds to be picked up at their location or downloaded to their patrons. These minimum purchases apply to all formats (physical and e-content). ~Approved by Directors Association 2/9/2023.
  2. Local Holds
    1. Local Hold items and Local Browse copies can be added only after a first copy is purchased to be made available system-wide. All physical items for which there is not already an exception in the MHLS Direct Access Plan, regardless of hold status, must be made available to any MHLS card holder on site.  ~Approved by Directors Association 1/8/13 & updated 2/9/2023, updated 6/13/2023
    2. Items added to the catalog as Local Holds need to be identified in the call number field. Items will use system-defined item types. ~Approved by Directors Association 1/5/2012.P

OverDrive Spending

Policies:

  1. OverDrive Spending for each library must be in line with the recommendations of the OverDrive Ad Hoc committee.
  2. The OverDrive Ad Hoc committee establishes the timing and process to report to and review member library spending levels.
    • The schedule for reporting = April and November
    • The criteria for spending level requirements are:library spending/system spending >= library circ/system circ as described in the Ad Hoc OverDrive Committee’s Final Report

Notes:

      • Cost Per Circ purchasing is used once the library has demonstrated that it is purchasing in line with recommended spending requirements (OverDrive Ad hoc committee recommendation) or has met requirements of section 1 A.

Exceptions:

        1. Local only demand
        2. Book club
        3. Local author
        4. Low/no system wide demand title to create available copy at low cost)
          Approved by Directors Association 6/13/2023.
      • Cost Per Circ spending on any platform is not credited to spending requirements set forth by the Ad Hoc committee and approved by the DA.

Inter Library Loan (ILL)

Policies: 

  1. ILL Loan periods
    1. Be aware that any hold being sent to ‘PATRN NAME: Mid-Hudson Library System-ILL-OCLC/ILL’ is an out of area request, which will have an extended loan period in accordance with regional ILL lending procedures.
  2. OCLC ILLs
    1. Any hold for ‘Mid Hudson Library System ILL-OCLC’ is an out of area request and will have an extended loan period in accordance with regional ILL lending procedures.
    2. When an item that has been filled via OCLC by MHLS Ill Department becomes overdue, it is the prerogative of the owning/loaning library to determine whether or not to grant a renewal. It is the responsibility of the requesting library to notify MHLS ILL Department that a renewal is needed, before the due date. Items that become overdue may affect the ability of other MHLS libraries to borrow through OCLC.
    3. MHLS will bill each library for each OCLC loan filled for their patrons. It is acceptable that libraries who are not passing the fee on to their own patrons, to charge patrons from other libraries for the service.  As of September 1, 2007 this fee was suspended.
  3. Processing ALA form ILL requests for agencies outside of the MHLS or SEAL membership
    1. If you receive an ALA request form from a library outside of the MHLS or Seal Membership you can either ship the item at your own expense or contact the requesting agency and ask that the request be placed as an OCLC request, which will be processed by the MHLS ILL Department.  ~Approved section by Directors Association 2/5/09

Delivery

Policies:

  1. Delivery Procedures and Packaging Standards
    1. The Directors Association has approved Delivery Procedures & Packaging Standards . Libraries are expected to follow the delivery procedures that are described in the document. Items damaged in delivery using other, non-standard packaging will be the responsibility of the owning library.  ~Approved by Directors Association 2/5/09

Procedures:

  1. Process Routing Slip
    1. You must use the MHLS default transit template in ILS or use the MHLS standard print copy , which you can reproduce on two sides.
    2. The delivery location must be printed in a large format at the top of the delivery slip and secured in the item. Do not use the location’s 3 letter code.~Amendment approved by Directors Association 2/7/07.
    3. When using two-sided routing slips, make sure the library name is crossed-off on the used side. 
    4. Do not include patron personal information (ex: phone number).

Offline Circulation – OCIRC

Offline client may be used for checkout only, including items from other libraries.  Materials from other libraries are checked out at the financial risk of the check-out library. ~Amendment approved by Directors Association 10/4/13

1.     Offline Circulation Client Software

A. All libraries must have an up-to-date copy of the offline circulation client installed.

B. Currently, it should be used for only offline checkout (not check-in or patron entry).

Acquisitions & Collection Development

1.     Copies to Holds recommended purchasing

A. Libraries should own 1 holdable copy for each 4-7 holds; 2 copies for 8-14; 3 copies for 15-23 holds to be picked up at their location. These minimum purchases also apply to audiovisual material. In the case of DVD’s, holds are considered by title not format (wide screen or full screen)

2.     Circulation of items missing parts

A.Items missing parts should not be used to fill holds, but may be retained in a library’s circulating collection. The item’s itype should be set to -no holds and the call number should include “Missing Parts-No Requests”. An item with an integral part, or something that would change the borrowers core experience, should be considered to be missing parts. ~Approved by Directors Association 3/5/11

3.     Order Records

A. Members should delete order records of items that have been canceled, so as to not create bib records, or transfer carts for items that will never be brought into the system.

B. Order records will be removed and holds deleted if the order date is more than one year old, and funds are not encumbered.

Data Entry

1.     Circulation of Multi-part items (books-on-tape, videos, etc.)

A. Owning library must indicate the number of parts in the item in a pop-up item message or with a label by the barcode, such as “check for 6 tapes” or “check for 1 book and 1 tape”.~ Approved by Directors Association 3/26/06

B. Owning library must indicate the number of parts in the item in message or with a label by the barcode, such as “check for 6 tapes” or “check for 1 book and 1 tape.”

C. Multi-part items owned by the library must be labeled with the library name. ~Approved Directors Association 5/2/06

2.     Guidelines for multi-volume records

A. items that come in seasons must stay together.

B. Motion pictures and other boxed releases with separate original release dates and separate titles can have separate bib records. Exception: If it comes as a boxed set, you have the option to catalog as a set with a separate bib record for the set or break it up with a separate bib record for each item.

C. All multi-disk DVD series shall be cataloged with the itype of Long Loan DVD with the exception of high-demand items with greater than a 5-1 hold ratio. Approved by DA 6/2/2016

3.     Inaccuracies in the catalog

A. Should be reported to MHLS Cataloging & Database Maintenance Department by e-mail (cataloging@midhudson.org) or phone (845-471-6060 x221).

4.     Wording for Items that are No-Holds

A. For Items that will not be available for holds call number should read “LOCAL HOLDS ” ~ Wording updated by Directors Association 1/5/12

5.     Barcode Placement

A. Barcodes may not be placed over a title, and must be in a visible place (i.e. not underneath the item)

B. A scanable Barcode must be affixed to all circulating materials. ~Amendment approved by Directors Association 9/3/08

6.     Identifying Label

A. All circulating library materials must be marked on the exterior identifying the items as a library material (spine label, stamp, etc.). Approved by Directors Association 10/3/11

7.    Uncorrected Proofs, Bootleg, Unauthorized Materials, or restricted use materials

A. Uncorrected proofs and screening copies are not permitted in the shared catalog because they are not in their release form, are not intended to be distributed to the public, and carry the same ISBN as their trade counterparts. Updated 6/13/2023.
B. Bootleg and unauthorized material are not permitted in the shared catalog.

Collection Agencies

1.  Collection Agency Notices

Libraries interested in sending accounts to collection need to create their own notice to send to patrons to warn them before collection. Note that any patron in the system could get a collection notice from one of the few libraries that would initiate this for the fees/fines owed to those libraries working with collection agencies. Clarifying reorganization made 1/27/2016 by Resource Sharing Committee

 Management & Reports

  1. Managing ILS user access
    1. Directors or their designees are the only people who can request new user accounts or edits to current user accounts in the shared ILS and related platforms. A designee may be identified by the Director in writing to the Technology Operations Manager of MHLS.
    2. Sierra passwords need to be changed regularly, at least every six months
    3. Logins shall be removed when you have had a staff member leave your employment.
    4. Logins will begin with the library 3 letter code.
    5. Each library will maintain at least 3 sets of initials and passwords for ILS. The logins will have staggered levels of authority.  A higher level will include the ability to override renewals and claim items returned. Only directors or those designated by the director may have access to this level. ~Amendment approved by Directors Association 12/7/07
    6. Each Sierra user should have an individual username and password. ~Amendment approved by Directors Association 8/7/12.
    7. Group Logins may only have such permissions as designated and periodically reviewed by the Resource Sharing Committee and viewed in Appendix A.  ~Amendment approved by Directors Association 9/10/14. Reviewed 1/27/22
    8. Group login passwords are changed upon the departure of any individual with access to the login.  ~Amendment approved by Directors Association 9/10/14.
    9. Any change to the ILS that facilitates rapid and effective switching of users shall prompt the immediate discontinuation of group logins.  ~Amendment approved by Directors Association 9/10/14.
    10. Any loss, damage or issue arising from access to the ILS  and related platforms, shall be the liability of the library.  ~Amendment approved by Directors Association 9/10/14.
      Section revised Directors Association 02/3/2022

2.     Create Lists

A. Clearing out review files

1. All review files should be cleared out when finished.
2. Any Review Files and Web Management reports that are older than 30 days will be deleted.

Approved policy for violation of Resource Sharing Standards.
~Approved by Directors Association 2/5/09. Approved Revisions 12/2014.

 

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Vega LX Starter / Connect

Vega LX Starter is a new web interface for library staff that modernizes and simplifies notices and email communications with patrons. This new product is included in our Sierra ILS but was developed on the same platform as Vega Discover.

It is a foundational element of Innovative Interfaces’ Vega, which aims to help libraries create a better “library experience” (LX) for their patrons. The various Vega products interface with the Sierra system and each other.

Vega LX Starter (previously called Vega Connect) is currently in general release for single-site libraries and scheduled to begin beta testing for consortia this Spring.

Key Features

ILS notices, re-designed through LX Starter: The first release of LX Starter will support existing ILS rules for notices. LX Starter includes templates for each existing notice but the templates are customizable by the library. LX Starter also has the ability to group notices of the same kind into one email. For example, if a patron has two overdue books and they are set to receive one notice for each book on the same day, LX Starter can combine those notices into one overdue email for both items. You will also be able to add Showcases for library resources or events within the notification when you purchase other Vega modules.

LX hold notice

Email design tools for notices and journeys: Simple, intuitive, easy-to-use tool for editing notices and journeys. Innovative will provide templates for all notices and journeys that the library can edit to match their branding or update additional content within the email.

Insert free images: LX Starter gives you access to over 4 million high-resolution images, that are licensed to be used freely in your emails. Search the image database and insert images directly into your emails.

Engagement metrics: Library staff will have the ability to view engagement metrics for notices and journeys or by the individual patrons.  They’ll have visibility into whether an email was received, opened, or acted on (clicked a link). Viewing this information in aggregate allows the library to see how its communications are performing overall. Viewing this information by an individual can help when troubleshooting with patrons (I didn’t receive it).

Enhanced content (cover images) for notices: Libraries using LX Starter will have access to Syndetics cover images for email notices.

Automated bounceback handling and workflows: Protect your sender reputation. If an email bounces, LX Starter will stop sending emails to that address until the contact information is updated. LX Starter will also flag the bounced email address in the ILS.

ILS integration: Extended view of patron record with single activity stream. View patron details in one place and if they have recently opened library emails. Library staff will have the ability to update contact information for patrons through LX Starter and sync it back to the ILS.

Unified, web-based staff experience (LX Admin): A streamlined staff interface where they can set up notices and journeys, edit emails, view patron records, and review email performance metrics.

LX staff view

Q&A

When will LX Starter be available?

The first release of LX Starter were made available at the end of 2022 with a focus on focus on notifications (without journeys). In 2023, Innovative focused on onboarding all standalones sites, continuing to focus on notices.  During 2023, the product evolved with regular enhancements to the notification process and staff interface, but still focused on notifications only. In 2024, Innovative will begin rolling out notification service to consortia and sites with multiple languages.

How do I request LX Starter?

The Mid-Hudson Library System is queued to be an early development partner on the consortia-based product. We maintain Sierra at the appropriate release to be ready when product management begins implementation. Once we have access, our next step will be to prepare a member launch kit and baseline templates. Pilot sites will likely test the product before a full rollout is announced for all members.

When will journeys be available?

There is no announcement for the delivery of LX Starter journeys.

What is the minimum software version of Sierra for LX Starter?

At present, the minimum version is Sierra 6.1. An additional patch will be installed prior to our implementation.

Will LX Starter have a separate user interface than Sierra?

Yes, it will have a separate user interface for turning your patron communications on and off, editing notices and journeys, updating patron records, and checking the engagement metrics. You will still be able to update patron information in the ILS as well.

Will there be documentation?

Yes – the product will have in-app help pages. MHLS will supplement this with our own localized documentation, launch kit, and support.

Future Features

Four patron journeys through email: A patron journey is an email or series of emails scheduled to send automatically when triggered by patron information or patron activity. They provide a personalized communications experience for patrons while requiring minimal time and effort from library staff.

  • New patron registration and welcome journey: When a patron registers online or in-person for a library card, this automated journey sends them a confirmation email for their new account with their barcode, then follows up with a series of 3 sequenced emails familiarizing them with the library and all of its offerings (4 emails total). Libraries will have the option to toggle on and off the emails in the sequence. This includes a library-configurable webpage with a registration form for online patron registration.
  • Automated renewal process: Based on information in the patron profile, this automated email includes links to online, self-service options that allow patrons to update their information and renew their card from home (or on the go) without having to visit the library building. Libraries will be automatically notified when a patron account is updated or a library card is renewed.
  • Anniversary message: Based on information in the patron profile, this automated email will engage a patron on the anniversary of the creation of the library card. Giving the library an annual touchpoint.
  • Haven’t seen you in a while: Based on information in the patron profile, this automated email will engage a patron when their library card has been inactive for a significant period of time.

Patron preference settings: Patrons can opt-in to share their interests with the library by selecting interest from a list of options provided by the library in the areas of Topics, Content Types, and Resources. This enables the library to have more useful information about what their patrons are interested in and a more modern interface for users to self-manage their preferences (such as preferred language or communications channel).

Site Index

Working with Sierra Login Options

The Options menu allows you to customize your Sierra experience.  Each Sierra login is created with a number of defaults, but if you would like, you can select alternatives for how Sierra will behave. These changes are made within your personal login and will only affect the way Sierra works for you.

To access the Options menu, select the Admin drop down menu and choose Options.  

Important Note: If you do not see Options in this menu, the library director can request that it be added to your authorized functions.

When the Options box opens there will be a number of tabs representing the different settings you can select to apply to your Sierra Login.

Within each tab, the features already selected will be the defaults. Other features can be enabled if you choose. Certain features, although listed in the Options, are not used in the MHLS system.

DUE SLIPS

The Due Slips settings allows you to customize the delivery methods and the information that Sierra includes on the due slips you generate during circulation transaction.

Due slip delivery: Select the method(s) you would like available to you to generate due slips. You can select Print or Email if you would like to be able to generate due slips in either or both of these options. If you select both, you will be able to select how to provide the due slip during checkouts. You can also select the default for either Print, Email, or No Slip. If a patron would prefers an alternative to your default option (such as wanting an Emailed due slip even though your default is Print), you can generate this for the patron –

For additional information about generating due slips during Check Out see Due Slips

Patron Display Options

The Patron Display settings determines the information that Sierra displays for patron records when accessing the Patron in the Check Out function. You can select the default Brief display, a Brief display with the address included or create a customized display.

Tabs

The Tabs setting allows you to specify which tabs will display for the Patron in the Check Out function. Check the boxes for each tab to be displayed and accessed during Circulation transactions.

Edit

The options set from the Edit menu control the edit function in Sierra, The settings you may want to consider are the Use wizard to create new records, which determines whether Sierra offers you a “wizard” (a series of prompts) to walk you through creating new records, and the Fixed-length Field Display Mode, which determines whether record fields display as codes only, descriptions only, or as both codes and descriptions.

Holds

The Holds settings determine options for placing requests for patrons, whether you can place Bib level holds on Bib records with none or only one Item record attached. 

Sounds

The Sounds menu lets you choose which, if any, sound clips are used by Sierra for various Circulation activities. The following buttons control the sound settings:

Disable sounds – Turns sound off for all activities.

Use default beep – Use the workstation’s standard beep for all activities.

Use customized sounds – Allows choosing a sound clip for each activity.

Login 

The Login menu contains options Clear permissions on keyboard timeout and Exit application on keyboard timeout. These checkboxes will control how Sierra will act when the keyboard timeout period expires.

Clear permissions on keyboard timeout – If selected, the Sierra clears the current permissions after the keyboard times out. Sierra does not close and the user license for this session is not released. 

Exit application on keyboard timeout – If selected, Sierra closes the application and releases the user license after the keyboard times out.

This Option also determines which Sierra access methods (desktop application and/or Web Client) are available to you.

Printing 

The Printing menu allows you to specify settings for printers accessible by the user.

Print receipts for checked-in items – If checked, Sierra automatically prints checkin receipts when you check in items from the Circulaion Desk function.

Setup 

The options in the Setup menu control various features in Sierra functions for Circulation display and  option for Serials and Acquisitions.

Login can edit preferences- Controls whether the user can change his or her preferences using Edit | Preferences.

Show record number in brief record display – If selected, the record number displays above the brief display of a record (bib, Patron, and Item) at the top of browse display.

Show amount owed in Fines tab – If selected, Sierra displays the amount of money owed by the patron in the Fines menu.

Remove claims returned notes for checked-in items – If selected, Sierra removes the claims returned notes in the patron and item records when the item is checked in.

Add message at checkout – Determines whether Circulation will display the Add Message button in the Check Out menu of Circulation Desk function.

Recent check-in history – Defines the maximum number of checked-in items that Sierra stores in the Recent Check-Ins submenu.

Recent patron history – Defines the maximum number of patrons Sierra stores in the Recent Patrons submenu.

Recent Record history – Defines the maximum number of records that Sierra stores in the Recent  Records submenu. 

Recent Search history – Defines the maximum number of searches Sierra stores in the Recent Searches submeu. 

 

 

ArticleReach 

ArticleReach is an ILL function for requesting articles. While this menu is displayed in the Options, it is only used by sites that  have purchased the ArticleReach product.

Departments 

Is only available for libraries that have established multiple ILL departments. We are not using this and so you can ignore this menu.

Web Mastert

While you can make changes to the Web Master menu, it will not give you access to manage the web display screens in Sierra.

Data Exchange

The Data Exchange is a record loading feature used by the MHLS Cataloging department. This menu enables defining the import and export processes that are available in the Data Exchange function.

Create Lists: “Getting Started” video tutorials

Create Lists is a reporting tool in Sierra that allows you to build queries which will return a collection of records, primarily Item and Patron records, that meet your criteria. Viewing these records provides valuable insight into what is occurring in your library.

Create Lists is a powerful tool, but can be cumbersome and daunting until you become familiar with how it works. These instructional videos should help you become acquainted with the basics of Create Lists; continued use of the program will lead to expertise.

Getting Started: An Introduction to Review Files

Building a basic search query

Editing your search query

Grouping search terms in your query

Viewing your records and Exporting

If you have any additional questions, you can always submit them at techsupport@midhudson.org

Reviewing Online Self-Registrations

Video Introduction to Online Patron Registration

Remote/Patron Self-Registration Policy

[Resource Sharing Standards]

Staff shall review records that have been created online within 30 days for accuracy and duplicate records. The record will be considered temporary until verified by staff.  Records that have not been verified to meet previously stated registration policy or merged with an existing record within 30 days will be expired.

A verified record must include the library code and initials of who verified it and the date of verification. Records must be reviewed within 30 days of the created date.

Remote/Patron Self-Registration Review Procedures

Alerts: 

There are two ways to be alerted that a new registration for your library has been completed.

  1. Individually: an email notification is sent by Sierra to a staff member at Mid-Hudson (all notifications, regardless of which sign-up form was used, can only go to one email address). It is then forwarded to the designated staff member or members at the library. These notices are sent only on weekdays. The notice includes the name and barcode (which will also be also the p record number) of the registrant. A separate notice is sent for each new patron, but exact duplicate registrations are not forwarded.
  2. In a batch: Create Lists can be used to retrieve records to be reviewed in batches (see below).

 Searching for new online registrations in Create Lists:

  1. In an empty Review File, set store record type as Patron p.
  2. Leave the “Range” index setting in place.
  3. Use the following search strategy:
    • Line 1:  Type=Patron, Field=Created, Condition=Between, Value A = the start of your date range, and Value B= the end of your date range
    • Line 2: Type= Patron,  Field = Stat Class, Condition= The stat class value assigned in your template.*
      *The number assigned uses a 0 in place of the asterisk in the terminal number.
  4.  Click Search.

Record review and necessary edits:

“Libraries with online registration will review all patron records created through their form within 30 days to determine that someone is eligible. Staff completely and accurately fills in all required fields and checks Sierra to determine if a record already exists. Staff verifies home library and notifies home library when appropriate. Follow local procedure to issue a 14–digit barcode.” ~RS Standards Remote/Patron Self-Registration, Procedure

  1. Is this your record?
    If this patron resides within another library’s service area, edit the p type and home library to reflect your best estimate of where the patron resides and send that library an email with identifying information or a screen capture.  They will be responsible for this record’s review or passing the record to another library.
  2. Check for duplicates
    • Search to see if a record for this patron already exists using the name, birth date, or other information in the new registration. A second Sierra session is helpful in this process. Note that patrons sometimes accidentally create multiple accounts when self-registering. These should be merged into a single patron record.
    • If a duplicate record exists, determine which of the records is the more complete and valid version. This will become the Destination record in the merger process. If the records are comparable, the activity on the record can be used to determine the Destination record. Recent activity will be indicated in the CIRCACTIVE field. The record that is less complete or not recently used will become the Source record in the merge process. See Merge Record Instructions.
    • At this point, you should be working with a new patron.
  1. Insert and Create an APATID: The online self-registration form cannot produce an APATID (a patron ID). This field is necessary to check for duplicate records. The review process includes creating the APATID.
    1. Click Insert field and scroll to find the APATID Field.
    2. Type the first 4 letters of the patron’s last name (type all letters in UPPERCASE). If last name does not have 4 letters, insert an “*” for each missing letter.
    3. The first letter of their first name.
    4. The single digit of their birth month. For October, use the Letter O. For November, use the letter N. For December, use the letter D.
    5. Two digits to indicate the birth day of the month.
  • APATID Example: Smith, John, born 7/04/1976. APATID = SMITJ704
  • NOTE: To search by APATID, type the letter “u” before the APATID in the search box type “uSMITJ704” , and press enter.
  1. Review record content
    • Records should include all required fields according to the Resource Sharing Standards. The form-required fields and template defaults should have produced a complete record, but staff should verify.
    • Check for corrections in formatting, alphabetizing, and spelling.
  2. Update the “Created by” field
    • Enter your library’s 3-letter code and your initials.
    • Check with your administration for your local policy on how this statement is formed.
  3. Complete any local procedures
    • Check with your library administration to review local procedures in place for updating message and note fields.
    • Follow local procedure to issue a 14–digit barcode when necessary.

Mobile Worklists – FAQ

What is the Site Code?

  • Short story: mhud – no, it is not case sensitive.
  • Long story is that it is the code that Innovative uses to identify which catalog you want to log into. You will only need to enter this the first time you log in to Mobile Worklists.

What is my login?

  • Log in using your Sierra login – yes, this one is case sensitive

Does this count against my library’s licenses?

  • No, it does not.

When importing a list from the Review Files, can I sort by my login to just see my Review Files?

  • No, unfortunately you cannot – but the Review Files are listed in numeric order. As long as you know the number of your Review File, it should be easy to locate.
  • By the way, you will only see Review Files for Item Records, not for Bib or Patron records.

What if there are holds on the item that I check in?

  • Mobile Worklists will know that the item can satisfy a hold and will change the status to On Holdshelf. It will not print out a hold/transit slip, since you will not be connected to a receipt printer, so you may want to put it aside to check it in again when you get back to the Circulation desk.

When I delete a record from my list, does it delete the record from the catalog?

  • No, deleting the record from your list is only removing it from your list, it is not actually deleting the item record from the catalog.

Lunchtime Webinar: Various Topics

Posted on by Thomas O’Connell

February 26th|12:00-1:00pm| ILP Operations Supervisor Thomas O’Connell will offer a lunchtime webinar of training and Q&A.  The topic will be Patron Data Entry & how patron records are used in Sierra.

April 27th|12:00-1:00pm| ILP Operations Supervisor Thomas O’Connell will offer a lunchtime webinar of training and Q&A. The topic will be the ever popular Basic Create Lists. 

These sessions will take place via a GotoMeeting session and last about 45 minutes. There is a 15 person attendance limit, and pre-registration is required. Log-in information for the webinar will be sent to your email address in advance of the event.

Create and Send notices

Selecting Notice Parameters

  1. In Sierra, select Notices from the Functions drop-down menu.
  2. Click the New icon to create new notices.
  3. Choose the type of notices you would like to pull by selecting your desired type from the Notice Type drop-down menu.
  4. In the Location pane, your library should be the default selection.
  5. To change the order in which Sierra lists the notices, click the Sort By button and enter the fields by which you wish to sort:
  1. Line – The order in which the sorts are applied (e.g. Sierra sorts notices by Line 1 and then sub-sorts them by Line 2).
  2. Type – The record type that contains the field by which Sierra should sort the notices (Bibliographic, Item, or Patron).
  3. Field – The field by which Sierra should sort the notices (e.g. money owed).

Sierra displays the list of valid values in that element. Choose the value you want to use by clicking on it. Sierra inserts the value in the selected element.

 

  • Append – Creates an entry after any previously specified criteria.
  • Insert – Creates an entry at the currently selected line.
  • Delete – Deletes the currently selected line.

To delete a Sort By entry, click its row and choose Delete. To close the Sort Notices table without saving your changes, choose Cancel. To save your entries, choose Save. Sierra will change the label of the Sort By button to reflect the criteria that you entered.

    1. Sierra will use the “Default” email subject line by default but you can also choose an alternate subject line for emailed notices. To do this, choose the Email Subject button. This will display all options, including “Default.” Select the subject line you like and click OK.
    2. Under Options, Sierra offers several options depending on the type of notice. Not all will be available for every notice. They are listed below:
  • Amount Owed – Limit the statements of charges you generate by the amount patron records owe your library. Use the Greater Than and Less Than text boxes to specify the desired range.
  • Bills less than <amount> will not be sent – Displays the minimum charge required for Sierra to generate a fine notice.
  • Change Address – By default, Sierra includes ADDRESS1 field from the patron record on the circulation notices for all P TYPES. You will not need to change this feature. Academic and school libraries use this to mail notices to non campus addresses during recessed periods.
  • Include Amount Owed – Include the total amount, if any, that a patron owes the library.
  • Include Telephone Number – If you select this option, Sierra includes the patron’s telephone number on the notices that you generate.
  • Limit by P TYPE – My default, Sierra generates notices for patron records of all P TYPE(s). To limit the patron records for whom you generate the notices by P TYPE, choose the “Limit By P TYPE” button. In the dialog, select the P TYPE(s) for whom you want to generate the notices. Choose Save or Cancel to retain or discard your changes.
  • Limit To – Limit the types of items that can appear in the statements of checked-out items that you generate.
  • Overdue Level – Specify which level(s) you want to generate notices for.
  • Overdue Status – Specify the overdue items for which you want to generate notices.
    1. To save your options and parameters for reuse at a later time:
      • click the Save As icon.
      • Select Local Printer and click Print.
      • Select your printer and click Print.
      • In the text box next to Job Name, enter a name that you will remember and click OK.

Generate a report of Library cards that have already expired.

From Create Lists create a query of patrons whose library cards have expire within the last few months.

Find an empty Review File and click on the search Records button. The Query box will open. Set the Record Type to Patron, since those are the types of records you are requesting.

Leave Range set as it is (to search the broadest set of records possible) and start to build your query.

Limit your search to patrons whose P Type is your library. With your library set, click on Append Line to add another criteria to your query –

The way to restrict to expired library cards is to limit by patron records with a Card Expires field that has already passed.

Type: Patron

Field: Card Expires

Condition: Less than

Value A: Current Date

You could also limit this to a particular date range by using Between as the Condition and having Value A be a date in the past and Value B the current date. This is as much query as you will need to gather the information you want. Give the query a Name and click on Search to submit your query.

The report will run and retrieve the records that meet your search criteria. This will give you a total number of patrons’ accounts that have expired, to work with those records you will want to Export the records to a spreadsheet