From: Kathy Lussier Date: Tue, 15 Jan 2013 02:43:57 +0000 (-0500) Subject: Borrowing items: who, what, for how long X-Git-Tag: sprint4-merge-nov22~3565 X-Git-Url: https://old-git.evergreen-ils.org/?a=commitdiff_plain;h=edea54aa1546a7ca89cd700770d75ffdc16eb7b0;p=working%2FEvergreen.git Borrowing items: who, what, for how long Adding Borrowing Items chapter from Evergreen in Action to the official docs.` Signed-off-by: Kathy Lussier Signed-off-by: Dan Scott --- diff --git a/docs/admin_initial_setup/borrowing_items.txt b/docs/admin_initial_setup/borrowing_items.txt new file mode 100644 index 0000000000..ea05a8a29b --- /dev/null +++ b/docs/admin_initial_setup/borrowing_items.txt @@ -0,0 +1,231 @@ +Borrowing items: who, what, for how long +======================================== + +Circulation policies pull together user, library, and item data to determine how +library materials circulate, such as: which patrons, from what libraries can +borrow what types of materials, for how long, and with what overdue fines. + +Individual elements of the circulation policies are configured using specific +interfaces, and should be configured prior to setting up the circulation +policies. + +Data elements that affect your circulation policies +--------------------------------------------------- + +There are a few data elements which must be considered when setting up your +circulation policies. + +Copy data +~~~~~~~~~ + +Several fields set via the copy editor are commonly used to affect the +circulation of an item. + +* *Circulation modifier* - Circulation modifiers are fields used to control +circulation policies on specific groups of items. They can be added to copies +during the cataloging process. New circulation modifiers can be created in the +staff client by navigating to *Admin > Server Administration > Circulation +Modifiers*. +* *Circulate?* flag - The circulate? flag in the copy editor can be set to False +to disallow an item from circulating. +* *Reference?* flag - The reference? flag in the copy editor can also be used as +a data element in circulation policies. + +Copy Locations +~~~~~~~~~~~~~~ + +* To get to the Copy Locations Editor, navigate to *Admin > Local Administration +> Copy Locations Editor*. +* When setting up copy locations for your library you can set an entire copy +location to allow or disallow circulation. + +image::copy_locations_circulate.png + +* Copy locations can also be used as a data element in circulation policies. + +User Permission Group +~~~~~~~~~~~~~~~~~~~~~ + +* The user permission group is also commonly used as a data element in +circulation policies. +* Other user data that can be used for circulation policies include the +*juvenile* flag in the user record. + +Circulation Rules +----------------- + +*Loan duration* describes the length of time for a checkout. You can also +identify the maximum renewals that can be placed on an item. + +You can find Circulation Duration Rules by navigating to *Admin > Server +Administration > Circulation Duration Rules*. + +image::media/circ_duration_rules.jpg + +*Recurring fine* describes the amount assessed for daily and hourly fines as +well as fines set for other regular intervals. You can also identify any grace +periods that should be applied before the fine starts accruing. + +You can find Recurring Fine Rules by navigating to *Admin > Server +Administration > Circulation Recurring Fine Rules*. + +image::media/circ_recurring_fine_rules.jpg + +*Max fine* describes the maximum amount of fines that will be assessed for a +specific circulation. Set the *Use Percent* field to True if the maximum fine +should be a percentage of the item's price. + +You can find Circ Max Fine Rules by navigating to *Admin > Server +Administration > Circulation Max Fine Rules*. + +image::media/circ_max_fine_rules.jpg + +These rules generally cause the most variation between organizational units. + +Loan duration and recurring fine rate are designed with 3 levels: short, normal, +and extended loan duration, and low, normal, and high recurring fine rate. These +values are applied to specific items, when copy records are created. + +When naming these rules, give them a name that clearly identifies what the rule +does. This will make it easier to select the correct rule when creating your +circ policies. + +Circulation Limit Sets +~~~~~~~~~~~~~~~~~~~~~~ + +Circulation Limit Sets allow you to limit the maximum number of copies for +different types of materials that a patron can check out at one time. Evergreen +supports creating these limits based on circulation modifiers, copy locations, +or circ limit groups, which allow you to create limits based on MARC data. +The below instructions will allow you to create limits based on circulation +modifiers. + +* Configure the circulation limit sets by selecting *Admin > Local +Administration > Circulation Limit Sets*. +* *Items Out* - the maximum number of items circulated to a patron at the same +time. +* *Depth* - Enter the Min Depth, or the minimum depth, in the org tree that +Evergreen will consider as valid circulation libraries for counting items out. +The min depth is based on org unit type depths. For example, if you want the +items in all of the circulating libraries in your consortium to be eligible for +restriction by this limit set when it is applied to a circulation policy, then +enter a zero (0) in this field. +* *Global* - Check the box adjacent to Global Flag if you want all of the org +units in your consortium to be restricted by this limit set when it is applied +to a circulation policy. Otherwise, Evergreen will only apply the limit to the +direct ancestors and descendants of the owning library. +* *Linked Limit Groups* - add any circulation modifiers, copy locations, or circ +limit groups that should be part of this limit set. + +*Example* +Your library (BR1) allows patrons to check out up to 5 videos at one time. This +checkout limit should apply when your library's videos are checked out at any +library in the consortium. Items with DVD, BLURAY, and VHS circ modifiers should +be included in this maximum checkout count. + +To create this limit set, you would add 5 to the *Items Out* field, 0 to the +*Depth* field and select the *Global Flag*. Add the DVD, BLURAY and VHS circ +modifiers to the limit set. + +Creating Circulation Policies +----------------------------- + +Once you have identified your data elements that will drive circulation policies +and have created your circulation rules, you are ready to begin creating your +circulation policies. + +If you are managing a small number of rules, you can create and manage +circulation policies in the staff client via *Admin > Local Administration > +Circulation Policies*. However, if you are managing a large number of policies, +it is easier to create and locate rules directly in the database by updating +*config.circ_matrix_matchpoint*. + +The *config.circ_matrix_matchpoint* table is central to the configuration of +circulation parameters. It collects the main set of data used to determine what +rules apply to any given circulation. It is useful for us to think of their +columns in terms of “match” columns, those that are used to match the +particulars of a given circulation transaction, and “result” columns, those that +return the various parameters that are applied to the matching transaction. + +* Circulation policies by checkout library or owning library? + - If your policies should follow the rules of the library that checks out the +item, select the checkout library as the *Org Unit(org_unit)*. + - If your policies should follow the rules of the library that owns the item, +select the consortium as the *Org Unit (org_unit)* and select the owning library +as the *Copy Circ Lib (copy_circ_lib)*. +* Renewal policies can be created by setting *Renewals? (is_renewal)* to True. +* You can apply the duration rules, recurring fine rules, maximum fine rules, +and circulation sets created in the above sets when creating the circulation +policy. + +Best practices for creating policies +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +* Start by replacing the default consortium-level circ policy with one that +contains a majority of your libraries' duration, recurring fine, and max fine +rules. This first rule will serve as a default for all materials and permission +groups. +* If many libraries in your consortium have rules that differ from the default +for particular materials or people, set a consortium-wide policy for that circ +modifier or that permission group. +* After setting these consortium defaults, if a library has a circulation rule +that differs from the default, you can then create a rule for that library. You +only need to change the parameters that are different from the default +parameters. The rule will inherit the values for the other parameters from that +default consortium rule. +* Try to avoid unnecessary repetition. +* Try to get as much agreement as possible among the libraries in your +consortium. + +*Example 1* + +image::media/circ_example1.PNG + +In this example, the consortium has decided on a 21_day_2_renew loan rule for +general materials, i.e. books, etc. Most members do not charge overdue fines. +System 1 charges 25 cents per day to a maximum of $3.00, but otherwise uses the +default circulation duration. + +*Example 2* + +image::media/circ_example2.PNG + +This example includes a basic set of fields and creates a situation where items +with a circ modifier of "book" or "music" can be checked out, but "dvd" items +will not circulate. The associated rules would apply during checkouts. + +*Example 3* + +image::media/circ_example3.PNG + +This example builds on the earlier example and adds some more complicated +options. + +It is still true that "book" and "music" items can be checked out, while "dvd" +is not circulated. However, now we have added new rules that state that "Adult" +patrons of "SYS1" can circulate "dvd" items. + +Settings Relevant to Circulation +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +The following circulation settings, available via *Admin > Local Administration +> Library Settings Editor*, can also affect your circulation duration, renewals +and fine policy. + +* *Auto-Extend Grace Periods* - When enabled, grace periods will auto-extend. +By default this will be only when they are a full day or more and end on a +closed date, though other options can alter this. +* *Auto-Extending Grace Periods extend for all closed dates* - If enabled and +Grace Periods auto-extending is turned on, grace periods will extend past all +closed dates they intersect, within hard-coded limits. +* *Auto-Extending Grace Periods include trailing closed dates* - If enabled and +Grace Periods auto-extending is turned on, grace periods will include closed +dates that directly follow the last day of the grace period. +* *Checkout auto renew age* - When an item has been checked out for at least +this amount of time, an attempt to check out the item to the patron that it is +already checked out to will simply renew the circulation. +* *Cap Max Fine at Item Price* - This prevents the system from charging more +than the item price in overdue fines. +* *Charge fines on overdue circulations when closed* - Normally, fines are not +charged when a library is closed. When set to True, fines will be charged during +scheduled closings and normal weekly closed days. \ No newline at end of file diff --git a/docs/media/circ_duration_rules.jpg b/docs/media/circ_duration_rules.jpg new file mode 100644 index 0000000000..f9d3962b6d Binary files /dev/null and b/docs/media/circ_duration_rules.jpg differ diff --git a/docs/media/circ_example1.PNG b/docs/media/circ_example1.PNG new file mode 100644 index 0000000000..265d05d59a Binary files /dev/null and b/docs/media/circ_example1.PNG differ diff --git a/docs/media/circ_example2.PNG b/docs/media/circ_example2.PNG new file mode 100644 index 0000000000..652eeb34f5 Binary files /dev/null and b/docs/media/circ_example2.PNG differ diff --git a/docs/media/circ_example3.PNG b/docs/media/circ_example3.PNG new file mode 100644 index 0000000000..fcb62fbf29 Binary files /dev/null and b/docs/media/circ_example3.PNG differ diff --git a/docs/media/circ_max_fine_rules.jpg b/docs/media/circ_max_fine_rules.jpg new file mode 100644 index 0000000000..f8f9a32025 Binary files /dev/null and b/docs/media/circ_max_fine_rules.jpg differ diff --git a/docs/media/circ_recurring_fine_rules.jpg b/docs/media/circ_recurring_fine_rules.jpg new file mode 100644 index 0000000000..280325e371 Binary files /dev/null and b/docs/media/circ_recurring_fine_rules.jpg differ diff --git a/docs/media/copy_locations_circulate.png b/docs/media/copy_locations_circulate.png new file mode 100644 index 0000000000..3fd16cd0dc Binary files /dev/null and b/docs/media/copy_locations_circulate.png differ diff --git a/docs/root.txt b/docs/root.txt index fac5f9afc4..4cd8b957a2 100644 --- a/docs/root.txt +++ b/docs/root.txt @@ -118,6 +118,8 @@ include::admin_initial_setup/ordering_materials.txt[] include::admin_initial_setup/designing_your_catalog.txt[] +include::admin_initial_setup/borrowing_items.txt[] + // Return to normal title levels. :leveloffset: 0