SCF IZ Maintenance

Information on the configuration and maintenance of the Shared Collections Facility Institution Zone, specifically in relation to user groups, ongoing scheduled jobs, etc.

Affiliate Library Configuration in the SCF

1. Create user group

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2. Apply user record group to a specific type

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3. Associate library location with Fulfillment Unit

The Request TOU ("Library Delivery Request') used is what sets the terms for Home Delivery; because of this TOU, all requests made for these items are automatically home delivery requests.

4. Prevent affiliate user group from requesting other SCF materials

Depending on the rules in place for the affiliate library patrons, they may not be allowed to request WRLC items at the SCF; in that case, you will need to include the affiliate library patron user group to the appropriate Fulfillment Unit rules. 

The specific rules that need to be edited can be found listed below : 

  1. Fulfillment Unit : Library Delivery Only
    1. Rule Type : Request
    2. Rule Name : Affiliate Library Patrons No Requesting
    3. Add affiliate library patron user group to the rule
  2. Fulfillment Unit : Regular
    1. Rule Type : Request
    2. Rule Name : Affiliate Library Patrons No Requesting
    3. Add affiliate library patron user group to the rule

5. Create Provenance Code for affiliate library items
6. Create a restricted search group for Primo VE

This restricted search group will not allow non-affiliate library users (ex. Trinity users) to view the affiliate library's items in the SCF's instance of Primo.

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7. Create a Hide rom Network definition

This definition will prevent the affiliate library's bibliographic and item records from appearing in the other Primo instances in our Network. 

8. Create a custom local data search scope

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9. Create a search profile
10. Create a Primo VE view for affiliate library users

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11. Create user profile(s)

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12. Update letter configuration for pull slip
<!--   Internal Alma request from affiliate institution [Insert affiliate library here}   -->
<xsl:when test="(notification_data/user_for_printing/user_group='[User Group Code]')">
<font size ="40px;">[Affiliate Library Name]</font>
</xsl:when>

User Accounts in the SCF IZ

User Groups

Below are the active user groups in the Shared Collections Facility (SCF) Institution Zone (IZ). These are configured in Configuration > User Management > User Details > User Groups.

User Group User Group Code Type Notes
Library pickup locations wrlclib

Internal

Patron accounts that represent each library pickup location. When SCF items owned by one of our partner institutions are requested, they are checked out to these patron accounts in the SCF IZ. 

 

For more information about these accounts, please see the Patron Accounts for Libraries page on the Alma Wiki.

 

For more information on the workflow of SCF requests, please see the Requests in the Remote Storage App page on the Alma Wiki.
WRLC HQ Staff db wrlc Internal Accounts for staff who work at WRLC headquarters.
Trinity Faculty tr fac External

Accounts for Trinity University faculty. Imported via SIS.

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
Trinity Student tr stud External

Accounts for Trinity University students. Imported via SIS. 

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
Trinity Staff tr staf Internal

Accounts for Trinity University staff.

Manually created by staff at WRLC headquarters.

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
National Geographic Patron natgeo Internal

Accounts for staff at our affiliate library, National Geographic.

 

For more information on configuring affiliate libraries, see the Affiliate Library Configuration page on the Alma Wiki.

 

For more information on Affiliate Libraries at the WRLC, see the Affiliate Libraries page on the Alma Wiki.
wrlc user wrlcuser External (Linked) Accounts for patrons from our partner libraries who have requested items owned by WRLC (primarily WRLC Shared Monographs) from the SCF IZ.
AU Staff au staf Internal User group used by Ex Libris account (unable to delete or edit the account)


User Categories and Statistics

Below are the current user categories configured in the Shared Collections Facility (SCF) Institution Zone (IZ). These settings can be found in the Configuration > User Management > User Details menu in the Category Types and Statistical Categories/Types pages.

User Category Type

Description

User Category Type

Code

Statistical Category

Description

Statistical Category

Code
INSTITUTION Patron's Home Institution American University AMU
INSTITUTION Patron's Home Institution American University Washington College of Law AMULAW
INSTITUTION Patron's Home Institution Catholic University of America CUA
INSTITUTION Patron's Home Institution GW - Himmelfarb Health Sciences Library HIMM
INSTITUTION Patron's Home Institution GW - Jacob Burns Law Library GWLAW
INSTITUTION Patron's Home Institution Gallaudet University GAL
INSTITUTION Patron's Home Institution George Mason University GMU
INSTITUTION Patron's Home Institution George Washington University GWU
INSTITUTION Patron's Home Institution Georgetown Law School GULAW
INSTITUTION Patron's Home Institution Georgetown University GU
INSTITUTION Patron's Home Institution Howard University HU
TYPE Account type Interlibrary Loan Account ILL
TYPE Account type Library Account LIBRARY
INSTITUTION Patron's Home Institution Marymount University MU
TYPE Account type Patron Account PATRON
TYPE Account type Patron Linked Account LINK
INSTITUTION Patron's Home Institution UDC - Law School UDCLAW
INSTITUTION Patron's Home Institution University of the District of Columbia UDC
INSTITUTION Patron's Home Institution WRLC SCF WRLC

Scheduled Jobs in the SCF IZ

System Set Updates Description Frequency
Alma
Scheduled Jobs

Patron accounts 

where

user group = empty

AND

job category = empty

User Group

changed from

empty

to

'tri stud'

Students accounts are not given a user group when they are first imported to the SCF IZ; a job is scheduled to run every week (Mondays at 2am) that adds the 'tr stud' user group to a logical set containing new users where user group = empty, and job category = empty.

Weekly

Monday at 2am
Alma Scheduled Jobs

Bib records

where

Linked to NZ = No

AND

Current Location of attached item is NOT

wrlc shrm

wrlc natg

AND

Provenance Code is NOT 

WRLC

AND

Suppressed = No

AND

Has Inventory = Yes

Suppress bib records in set

Bibliographic records for 'copied' items (item records that are copies from the Owning Institution's IZ) should always be suppressed. If an item is linked to an NZ Bib, the holdings records are automatically suppressed in the SCF IZ, however, bib records not linked to the NZ should be imported as suppressed. This scheduled job makes sure that any unsuppressed, unlinked bib records of 'copied' items are suppressed.

Every 3 months on day 1 at 4am
Alma Scheduled Jobs

Holdings records 

where

Has Items = No

Delete the holdings record

Delete any holdings records that do not have items attached.

Monthly on 2nd Monday at 2am
Alma Scheduled Jobs

Bib records 

where

Has Inventory = No

Delete the bib record

Delete any bib records that do not have items/holdings attached.

Monthly on 3rd Monday at 2am

Loan and Renewal Configuration for the SCF IZ

Auto Renewal Rules

The following automatic loan renewal rules are configured in the SCF IZ. These rules can be found under

Configuration > Fulfillment > Physical Fulfillment > Auto Loan Renewal Rules

Items checked out by Library User Accounts

This rule automatically renews all items checked out by accounts with a User Group of 'Library pickup locations'. These specific loans represent the pickup location of the item, and are not the primary loan (the primary loan being the loan of the book by the patron). For this reason, they are automatically renewed.

Input Parameters

Output Parameters

Items checked out by ILL Accounts

This rule automatically renews all items if they are checked out by user accounts with a user statistical category Account Type = Interlibrary Loan Account. Patron accounts that represent ILL departments are automatically given a 'wrlc user' group code by the Remote Storage app, but they should be treated like user accounts representing Libraries (accounts with a user group of 'Library pickup location'), rather than user accounts representing individual patrons. These specific loans represent the pickup location of the item (in this case, the ILL department), and are not the primary loan (the primary loan being the loan of the book by the patron). For this reason, they are automatically renewed.

Input Parameters

Output Parameters

Overdue and Lost Loan Profiles

The following overdue and lost loan profiles are configured in the SCF IZ. These rules can be found under

Configuration > Fulfillment > Physical Fulfillment > Overdue and Lost Loan Profiles

The following automatic loan renewal rules are configured in the SCF IZ. These rules can be found under

WRLC Lost Loan Profile for 'wrlc shrm' items

This profile marks all wrlc shrm loaned items (items checked out by Trinity patrons or with user group of 'wrlc user') as Lost when overdue by 39 days, according to RSC policy. Because items in this location are owned by WRLC, these are the only items in the SCF IZ that are loaned directly to patrons (and not to patron accounts representing Libraries or ILL departments). Therefore, these items need to follow Consortium Loan Service rules. 

* The Ful Overdue And Lost Loan Letter is sent by this profile when the Loans - Overdue and Lost Loan Job is run. The Ful Lost Loan Letter is sent when an item is manually changed to Lost.

WRLC Overdue Notice Profile for 'wrlc shrm' items

This profile emails overdue notices for wrlc shrm loaned items (items checked out by Trinity patrons or with user group of 'wrlc user') when overdue by 7 days. Because items in this location are owned by WRLC, these are the only items in the SCF IZ that are loaned directly to patrons (and not to patron accounts representing Libraries or ILL departments). Therefore, these items need to follow Consortium Loan Service rules. 

 

Fulfillment > Other Settings

The following configurations set in the Other Settings code table for Fulfillment. These can be found under

Configuration > Fulfillment > General > Other Settings

 

Parameter Key Parameter Value Notes
auto_renew_loan_days_after_due_date 0 The days period to auto renew item_loans after loan ends
auto_renew_loan_days_before_due_date 7 The days period to auto renew item_loans before loan ends
close_paid_lost_loan true Activate the Lost and Paid status for a lost or replacement fee closed.
enable_request_during_loan_for_different_policy true When user has an active loan, enable him to request the resource with a different loan period policy
force_empty_temp_location_when_disabled true When set to true, clearing the temporary location status will also clear the temporary location and library data
generate_resource_sharing_temp_barcode false
ill_item_creation_lib_code ILL
send_courtesy_notices_behavior DD_ON_EXACT_DEFINED_DAY Controls the behavior of the 'Notifications - Send Courtesy Notices and Handle Loan Renewals' job. Options are: DD_ON_EXACT_DEFINED_DAY, DD_WITHIN_RANGE_ONCE, DD_WITHIN_RANGE_DAILY.
should_report_active_requests false Should active requests be reported in notification
should_report_in_process_requests true Should in-process requests be reported in notification
should_report_on_hold_shelf_requests false Should on-hold-shelf requests be reported in notification