Loan Rule and Loan Rule Determiner Tables (Sierra)

Name

A descriptive label for the rule.

Up to 20 alphanumeric characters.

sum 14d N$ (Summit County, 14 day checkout, no fines)

Code

Indicates the time unit used to measure the loan period.

A Absolute (fixed) Julian calendar date

R Days (“Regular” loan period)

H Hours, rounded to the nearest hour, overnight loan allowed

I Hours, rounded to nearest hour, no overnight loan

J Hours, rounded to nearest minute, overnight allowed

K Hours, rounded to nearest minute, no overnight

N Non-circulating (if overridden at checkout, the system assumes units are days)

R (Normal Loan Period = 7) Patrons can borrow items for seven days.

K (Normal Loan Period = 2) Patrons can borrow items for two hours or until the library closes, whichever comes first.

Normal Loan Period

The length of time (in units specified by the Code element) that the item is loaned when there are no special conditions for the checkout.

0-999

2 (Code = H) Items can be checked out for two hours.

21 (Code = R) Items can be checked out for 21 days.

135 (Code = A) Items are always due on May 15 (May 15 is the 135th day of the year).

Holdable

Specifies whether holds can be placed on items covered by this loan rule.

y Item is holdable

n Item is not holdable

Bookable

This only applies if your library uses materials booking.

Specifies whether bookings can be placed on items covered by this loan rule.

y Item is bookable

n Item is not bookable

Home Pickup

Allows patrons to select a pickup location when placing a hold. This does not apply to ILL or INN-Reach holds.

Note: If an item has HOME PICKUP restrictions, pickup location choices may be limited.

y For item-level holds, the system automatically sets the pickup location to match the item LOCATION fixed-length field. For title-level holds, the system changes the pickup location to match the item LOCATION when an item fills the hold.

n The system allows users to select a pickup location.

Shippable

Allows requesting patrons to chose for their holds to be mailed. This only applies if the library uses Held Item Delivery.

y Requesting patrons can have their holds mailed.

n Requesting patrons cannot have their held items mailed.

Ship Time

Specifies the number of days to extend the due date for shipped items.

Note: This only applies if the library uses Held Item Delibery and the Shippable element is set to “y”.

0-999

3 Extend due date for three days for holds that are mailed.

Time Remaining Before Renew

The maximum number of days/hours that must remain in the loan period for the item to be eligible for renewal.

For an item to be renewable any time after checkout, set this number equal to the Normal Loan period plus one day or hour. For a code A item to be renewable at any time after checkout, set this number to 999.

Note: It is best practice to set this element, even if renewals are not allowed, so that renewal dates can be applied correctly if the library uses staff overrides.

0-999

7 The item can be renewed only if there are seven or fewer days (Code = R) remaining in the current loan period.

First Renewal Period

The duration of the first renewal period that follows the Normal Loan Period. For immediate rental charge items, the system uses the normal loan period instead of this element to determine the due date for a renewed rental item.

Note: It is best practice to set this element, even if renewals are not allowed, so that renewal dates can be applied correctly if the library uses staff overrides.

0-999

2 Two hours (Code = H) for the first renewal.

3 Three days (Code = R) for the first renewal.

Additional Renewal Period

The duration of the second renewal period that follows the Normal Loan Period. For immediate rental charge items, the system uses the normal loan period instead of this element to determine the due date for a renewed rental item.

Note: It is best practice to set this element, even if renewals are not allowed, so that renewal dates can be applied correctly if the library uses staff overrides.

0-999

14 14 days (Code = R)

Max Number of Renewals

The total number of renewals allowed, including automatic renewals.

Although the system allows any number between 0-999, an item can only be renewed a maximum of 255 consecutive times by a patron. Therefore, the range is 0-255.

3 An item can be renewed up to three times.

Max Number of Auto Renewals

The possible number of automatic renewals. An item can automatically be renewed if the values in the renewals field in the item record is less than the value specified by this element.

0-255

1 The first renewal can be done automatically.

Minimum Use

The minimum possible number of days (or hours for an hourly loan item) that a patron can have an item.

This is used to calculate due dates for recalled items and calculate a shortened loan period for items that have exceeded the Holds: number of holds before minimum use used for due date threshold.

Note: hourly loans cannot be recalled.

0-999

5 a) If patron A recalls an item from Patron B, the system does not suggest a new due date that causes patron B to have an item for fewer than five days.

b) If a patron borrows an item with the specified number of holds, the loan period is five days.

Eligib To Recall

The minimum number of days that must remain in the original loan period for the loan period to be reduced and for the item to be recalled. A value of “0” means that the item is recallable at any time and a value of “999” means that the item cannot be recalled (except when placing holds on overdue items).

Note: This does not apply to items on hourly loan (Code = “H” “I” “J” or “K”), which cannot be recalled.

0-999

6 There must be at least six days remaining before the original due date or the system does not offer the recall option.

Time Return Recall

The number of days a patron has to return an item after it has been recalled.

Note: This does not apply to items on hourly loan (Code = “H” “I” “J” or “K”), which cannot be recalled.

0-999

4 Due date is reduced to four days from the date the recall notice is issued (but not less than the Minimum Use period)

Time to Pickup

The number of days a held item remains on the holdshelf. After the item remains on the holdshelf for the number of days specified in this element, the hold expires.

0-999

8 Held items remain on the holdshelf for 8 days and then expires (this is the standard time across Marmot)

Max Number of Odues

The maximum number of overdue notices the system sends for unreturned items. The last notice is a replacement bill, which is generated after you prepare and send the level of overdue notice specified in Max Number of Odues.

The Max number of Odues loan rule can affect when the system blocks patrons.

0-6

3 The system sends two overdue notices and a replacement bill for overdue items.

Time First Odue

The number of days (or hours for hourly loans) after the due date when the item is eligible to receive the first level of overdue notice.

Note: for overdue recall notices, they system uses the Time 1st Odue Recall element instead.

0-999

7 If an item is not returned within 7 days (or 7 hours if it is an hourly item) of its due date, the first notice is sent.

Time Second Odue

The number of days (or hours for hourly loans) between first and second overdue notices. This number is not the same as the total number of days since the item was due.

0-999

7 If an item is not returned within 7 days (or 7 hours if it is an hourly item) after the first overdue notice, a second notice is sent.

Time Third Odue

Time Fourth Odue

Time Fifth Odue

Time Sixth Odue

The interval in days or hours between subsequent overdue notices.

0-999

7 (Max number of odues = 3). 0 If an item is not returned 0 within 7 days (or 7 hours for 0 an hourly loan) after the previous overdue is sent, the system sends the next notice, which in this case is a replacement bill.

Text First Odue

The text of the first overdue notice.

The number of a valid entry from the Text of Circulation Notices table, or 0 to suppress the notice.

1 The system prints the first entry in the Text of Circulation Notices table on the first overdue notice.

Text Second Odue

Text Third Odue

Text Fourth Odue

Text Fifth Odue

The text of each subsequent overdue notivces.

Note: you should enter a notice text for each level of overdue that is less than the maximum number of notices specified in the Max Number of Odues element. For example, if the Max Number of Odues is 3, enter an overdue notice text in the Text First Odue and Text Second Odue elements and a replacement bill in the Msg Bill element.

The number of a valid entry from the Text of Circulation Notices table, or 0 to suppress the notice.

2 (Max Number of Odues = 3) 0 The system prints the 0 second entry in the Text of 0 Circulation Notices table on the second overdue notice. The third through fifth levels of overdue notice are not sent. Because the last notice is a replacement bill, only the text of the second overdue notice needs to be specified.

Odue Penalty

The number of penalty points that accrue for each day (or hour for hourly loans) that an item is overdue. A value of 0 means that no penalty points accrue.

0-999

1 Each day/hour that an item is overdue, the patron accrues one penalty point.

Text First OdueR

The text of the first overdue notice for a recalled item.

Note: Set this element even in loan rules that do not permit recalls. The system uses the Text First OdueR notice text in situations that the system treats as recalls, such as when placing holds on overdue items and when an item with outstanding holds becomes overdue.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

1 The system prints the first entry in the Text of Circulation notices table on the first overdue notice.

Text Second Odue

Text Third Odue

Text Fourth Odue

Text Fifth Odue

The text of each subsequent overdue notices for a recalled item.

Note: you should enter a notice text for each level of overdue recall that is less than the maximum number of notices specifies in the Max Number of Odues element. For example, if the Max Number of Odues is 3, enter an overdue notice text in the Text First Odue and Text Second Odue elements and a replacement bill in the Msg Bill element.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

2 (Max Number of ODues = 3) 0 The system prints the 0 second entry in the Text of 0 Circulation Notices table on the second overdue notice. The third through fifth levels of overdue notice are not sent. Because the last notice is a replacement bill, only the text of the second overdue notice needs to be specified.

Courtesy Notice Text Number

The text of the courtesy notice. The system will ignore this for hourly loans and if the courtesy notice feature has not been enabled.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

25 The system prints the text of line 25 in the Text of Circulation Notices table on the courtesy notice.

Number of Days Before Odue

The number of days before an item is due that the borrowing patron is eligible to receive a courtesy notice for the item. A value of “0” means that no courtesy notice is generated.

The system will ignore this for hourly loans and if the courtesy notice feature has not been enabled.

0-999

3 The patron is eligible to receive a courtesy notive for the item three days before the item is due.

Additional Courtesy Notice

Determines whether Sierra sends additional courtesy notices.

0 The system does not print an additional courtesy notice.

1 The system prints an additional courtesy notice

1

Additional Courtesy Notice Text

The text of the additional courtesy notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

30 The system prints the text of line 30 in the Text of Circulation Notices table on the courtesy notice.

Time 1st Odue Recall

The number of days after the due date when a recalled item is eligible to receive the first level of overdue notice.

Note: this element is used instead of the Time First Odue element for recalled items.

0-999

4 If a recalled item is not returned within four days of the due date, the first overdue recall notice is sent.

Text Recall Notice

The text of a recall notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

10 The system prints the text of line 10 in the Text of Circulation Notices table on the recall notice.

Text Pickup Notice

The text of a hold pickup notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

11 The system prints the text of line 11 in the Text of Circulation Notices table on the recall notice.

Text Cancel Pickup

The text of a hold cancellation notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice.

12 The system prints the text of line 12 in the Text of Circulation Notices table on the recall notice.

Grace Period for Fines

The number of days (if using Code=A or Code=R) or minutes (if using Code=H, I, J, or K) after an item is due when overdue fines begin accruing. The system excludes closed days and closed hours from the grace period.

0-999

7 The system does not charge overdue fines for items returned within 7 days (or minutes for hourly loans) of the due date.

Number of D/HR 1st F Per

The number of days, or hours for hourly loans, in the first fine period. The first fine period is the number of days the system charges the amount specified in Amount of Fine 1st F Per for an overdue fine.

0-999

30 The system charges the amount in Amount Of Fine 1st F Per for 30 days or 30 hours from the due date (for example, $1.00 per day for 30 days).

Amount of Fine 1st F Per

The monetary amount of fines that the system applies for each day or hour in the first fine period (as specified in Number of D/HR 1st F Per).

0.00 - 9,999,999.00

1.00 A fine of $1.00 will be charged for each day or hour the item is overdue during first fine period (for example, $1.00 per day for 30 days).

Number of D/HR 2nd F Per

The number of days, or hours for hourly loans, in the second fine period. The second fine period is the number of days the system charges the amount specified in Amount of Fine 2nd F Per for an overdue fine after the first fine period.

0-999

20 The system charges the amount in Amount Of Fine 2nd F Per for 20 days or 20 hours after the end of the first fine period (for example, $2.00 per day for 2 days).

Amount of Fine 2nd Per

The monetary amount of fines that the system applies for each day or hour in the second fine period (as specified in Number of D/HR 2nd F Per).

0.00 - 9,999,999.00

2.00 A fine of $2.00 will be charged for each day or hour the item is overdue during the second fine period (for example, 2.00 per day for 20 days).

Limit Fine to Price

Specifies whether to limit the maximum overdue fine for an item to the amount specified in its PRICE fixed-length field. If no amount is specified in the PRICE field and this element is set to “y”, the system limits the maximum fine for the item to the amount specified in the Default Item Cost element. If the PRICE field and the Default Item Cost element are both undefined, the system does not limit the maximum fine for the item.

y Limit the maximum fine for this item to the item’s price

n Do not limit the maximum fine for this items.

y The fines for an item cannot go above the item price or default price. Therefore, if you have overdue fines on an item and the item goes to a billed status, the cost of the fines will not be added to the bill if it takes it above the price of the item or the default price.

Example:

Item price = $15.99

Fines = $5.00

Bill = $15.99 (fines are not compounded)

Default Item Cost

The item charge portion of the replacement bill to assess for an unreturned item if the item record does not contain a PRICE value.

0.00 - 9,999,999.00

15.00 If the item is not returned and the PRICE in the item record is $0.00, the patron’s bill includes a $15.00 replacement charge.

Replace Process Fee

The processing fee portion of the replacement bill to assess for an unreturned item if the item record does not contain a PRICE value.

0.00 - 9,999,999.00

10.00 If the item is not returned, the patron’s replacement bill includes a $10.00 processing fee.

Replace Bill Service Charge

The billing fee portion of the replacement bill to assess for an unreturned item. This amount represents the library’s expenses in acquiring and cataloging a replacement copy of the item.

0.00 - 9,999,999.00

5.00 If the item is not returned, the patron’s replacement bill includes a $5.00 billing fee.

Rental Fee

The cost to rent the item for the Normal Loan Period and for each subsequent renewal at libraries that charge immediate rental charges. If this does not apply to the library, set to 0.00

0.00 - 9,999,999.00

1.00 Patrons are charged $1.00 to rent or renew the item.

Fine Increase If Recall

The amount by which the system increases overdue fines for recalled items. The system adds this amount to the fine amounts specified in the Amount of Fine 1st F Per and Amount of Fine 2nd Per elements.

The library can increment fines for overdue renewed or held items instead of overdue recalled items. To determine when the system begins to increment fines, you can also set the Recalls: Start charging fine increment after TIME RETURN RECALL circulation option.

0.00 - 9,999,999.00

0.50 Overdue fines are increased by $0.50 per day for recalled items.

Msg Fines

The text of the fine notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice. Although the table allows up to 512 entries, the system allows you to use only entries 1-255 in this element.

16 The system prints the line of 16 in the Text of Circulation Notices table on the replacement bill.

Msg Bill

The text of the replacement bill. A value of 0 prevents the system from billing patrons for unreturned items. A value between 1 and 999 that does not refer to an entry in the Text of Circulation Notices table causes the system to bill the patron without generating a bill notice.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice. Although the table allows up to 512 entries, the system allows you to use only entries 1-255 in this element.

17 The systems prints the text of line 17 in the Text of Circulation Notices table on the replacement bill.

Msg Adjustment

The text of the adjustment bill.

The number of a valid entry from the Text of Circulation notices table, or 0 to suppress the notice. Although the table allows up to 512 entries, the system allows you to use only entries 1-255 in this element.

18 The systems prints the text of line 18 in the Text of Circulation Notices table on the adjustment bill.

Rental Circtext

The text of the fine notice generated for immediate rental charges. If this does not apply to the library, set this element to 0.

The number of a valid entry from the Text of Circulation Notices table, or 0 to suppress the notice.

35 The system prints the text of line 35 in the Text of Circulation Notices table on fine notices for immediate rental charges.

Penalty Increase If Recall

The amount by which the system increases overdue penalties for recalled items. The system adds this amount to the penalty points specified in the Odue Penalty element. Note that the system increments overdue penalities only if the Odue Penalty element contains a value greater than 0.

0-999

5 Overdue penalties are increased by five points per day for recalled items.

Editable By

The authorization level required to edit the field.

Location

The location that the entry pertains to – can either refer to the LOCATION fixed-length field in the item record or the checkout location, based on the Loan Rule Determined by Login Location feature.

Patron Type

Patron types, from the P TYPE fixed-length field in the patron record, that the entry applies to. Possible values are a single value from the Patron Type table (e.g. 194), a wildcard code to represent all patron types (9999), or a comma separated range of patron types (e.g. 1-55, 77, 100-199).

Item Type

The types of items (from the I TYPE fixed-length field in the item record) that the entry applies to. Possible values are a single value from the Item Types table (e.g. 25), a wildcard code to represent all item types (9999), or a comma- separated listed or range of item types (e.g. 10-15, 19, 23-26).

Age range

The age of the patron. The system compares this value to the value of the patron’s birth date in the BIRTHDATE fixed-length field. The system applies the loan rule if the patron’s birth date falls within the specified age range, if the BIRTH DATE field is blank, or if the BIRTH DATE field is not enabled. If the patron’s birth date falls outside the specified age range, the system does not apply the loan rule.

Note: This is not utilized by libraries on MLN1 or MLN2 so leave this element empty.

Rule Number

Number of the loan rule that the system should apply when a patron with the specified P TYPE and age range checks out an item with the specified I TYPE that belongs to the specified location. Loan Rule numbers are defined in the Loan Rules table.

Active

Determines whether an entry is active or inactive. The system ignores inactive entries.

Note: When making updates that require more information from the requester, you can create a new loan rule and add it to the Loan Rule Determiner table with a status of Inactive. Once you have the information you need from the requester, you can then change the status to Active and proceed with the steps to finalize the changes on Pika and Gitkraken.

Editable By

The authorization level required to edit the field.