So welcome everybody to the walk in borrowing configuration session.
Where I'm going to kind of start with an introduction and then Timothy Jackson, who is the new SUNY library shared services fulfillment and resource sharing
Person coordinator will take over. So if I got that a little Ron James dance.
It's all right. I'm still getting used to it myself.
Awesome. Well, you're, you're doing that. So all of fulfillment related things. So
Yeah, so let's go ahead and walk through this a little bit.
So we're really going to just hit it an overview of what it is, again, and point you to the documentation and Tim's going to walk through a nice a nice demo of how to set up the configuration side of it.
Maybe
This is nice.
That was, that was way too long for what the slide was so essentially, for those of you who may still be wondering what walk in borrowing is just to make sure we're all on the same page today.
Is that somebody at say Hudson Valley Community College could walk into the university at Albany.
And say, Hey, I'm here to use that studio access policy, though they would never get that detailed, but they would say, I want to check out a book. I'm from another student and you could select HBC pull their user record in including their contact information and blocks.
By just searching a little bit and then you've got all that and it can update those blocks and expiry dates. Every time the person comes in.
So they come into check another book and they've been blocked, you will know based on their home institution and you could block it from checking it out to them.
But it will be based on your local visitor policies to so if they walk in there, WHATEVER POLICIES you've put in place for them. And we're using the user group open suiting
So just a quick shoe. If you go to check out an item for those of you who do have it configured in a couple of you on the call.
You do have it already.
And then those of you who will be setting it up, you end up with this new entity here finds user another institution, a checkbox shows up. And when you select that you get a drop down all the students that have walked in borrowing configured.
And you can go in and you can select the one. So in this case, to new poly you would type the person's name and click Find user
If many people match that name. It may say there's a lot of matches. You could try again. But it will tell you what error there was, if there was an error.
And if it works, and you pull in somebody who was it Sunni poly in this instance, you're going to get
A local identifier, the user group will automatically get populated for you. The expiration dates coming from poly and then all that contact information shows up.
And then you can update the user and then that user will now be a local user in your system tied to their home institution. So when they
So in the case of an ACC individual walking into Albany when they log into hv systems primo they will see all of the items checked out from all the deal in their own account app at etc.
So in a nutshell, that's what the walk and borrowing is and then we have created some documentation some rough documentation on how to configure it, and how it is configured it is available in this FAQ, and I will post that in the chat in a little bit.
And
Sorry, and that would be in addition to what Tim is going to just kind of walk through. So, and then, just a reminder that by Friday. We'd like to know if if you want to configure this and set it up yourself or if you would like
Tim to set it up for you and and it's a pretty quick. It's taking Tim about 10 minutes so if you don't know. It took me about 30 to set them up, but I was still trying to figure it out. So it you know it's probably within an hour, you can set it up yourself.
Just kind of going through and doing basic things and we have set up a whole bunch of people on to walk in borrowing already
And University of Buffalo is asking a great question about, oh, well, they sent it to me privately, but sorry buffalo. You know, everybody knows
They asked about expiration dates, not being and user records and how that will important to other institutions and I'm not sure it's a really good question, and I suspect that it would just be important without an expiration date.
You're not the only institution, who's going to do that. I'm going to start doing that locally and upstate and I know that there's several others. So that's a good thing that we could
Test, but you could add in your own expiration date. If a record comes in and it doesn't have one you could choose to add one in locally.
And just to kind of bring us back to anybody who is part of that initial resource sharing cohort, you are already set up for walking borrowing. So there was 14 institutions. So if you do have questions because
You know, you want to know how we configured it and you look through the configuration, you're wondering what happens, please do go ahead and shoot us a question. If you want to know.
The intricacies or you have questions about how we configured it for you and and unless there's other questions on this. What is it,
I'm going to hand it over to Tim, do you want to share your own screen, Tim.
Yeah, please. Heidi.
Okay.
Great. Sorry, let me just skip forward to where we are. Can everybody hear me okay
I hear you quite well.
Okay, excellent.
Alright, so
The configuration there there are a fair number of steps.
It's mostly pretty straightforward work though the complexity will depend mainly on your number of user types and fulfillment units.
Like HEIDI WAS SAYING I got to a point after doing a bunch of these where I could I could crank one hour and 10 minutes that was for the more the simpler campuses, a more complex campus would probably take me like more like 2530 minutes
But for someone doing this for the first time by themselves from scratch. I would imagine you could, it wouldn't take much more than an hour. It's, it's really not too bad. But there's two general places where you need to be doing work.
One is in
The User Management section of configuration and what you'll need to do there is you'll first need to create the open Sunni user group.
Then you will need to create assign a record type to that user group, then there's a link to count rule that will need to be created.
You'll need to restrict user groups and this is
The one part of this, that can be a little time consuming. It's essentially making sure that, for instance, if you know the university at Albany allows students from St. Rose.
Just a small college, just a few miles from the main campus at Albany, they're allowed to borrow from you. Albany, but we wouldn't want
Their users to then be going out to other suiting institutions say Binghamton buffalo anywhere else and being able to borrow. So what you would need to do is say, okay, we do not want to allow other institutions to pull St. Rose students into their system for walking borrowing.
And also, the last thing is you can configure additional searchable identifiers. If you want right now it's just set up for searching by name, but you could search for other ideas as well.
And in the fulfillment side, the very first thing
You'll need to do is create a request terms of use for the walking borrower because you'll want to use that
To prevent walking borrowers from submitting requests.
And then after you've done that.
You only to go into each of your search. You'll need to
Create a request fulfillment rule in each of your circulating fulfillment units and then move that rule to the very top, so it makes sure that the open Sunni users are blocked.
For the loan fulfillment rules, you'll need to add the open Sunni users.
To
All of the loan fulfillment rules for your circulating for the same fulfillment rule you use to apply to visitors and guests. And then lastly,
If you have any
GC links for instance in Elliot, Link. You will need to hide that from the open soon and users and I see I got a question here.
No, I haven't been I this is actually the last slide of the presentation, I'm going to very shortly actually go into an Alma instance and walk everyone through this
So Tim, all we can see is the first slide and and
Oh yeah, so you're not seeing the
You're not seeing the fulfillment slide.
No.
That's very strange.
Us to throw you off today.
Oh, it's been one of those days.
Yeah, I'm sorry I
I am pretty
Do, do you have two monitors.
I do not, I'm on my laptop. Oh, I think I know what happened.
Oh,
Oh, now I can see you moving
I hit the present button and it popped out to a different window. I'm sorry folks.
Let me, let me scroll forward.
So this is the slide. I wanted to be looking at very sorry about that everyone
So instead of going through these again.
In detail. I'll just let you take a quick look at them. It's just a list of everything. I'm about to show you.
So that's all of the stuff that needs to happen in user management.
And here is everything that will be doing in fulfillment.
And let's actually go in and take a look at an institution.
I've chosen here North Country Community College. They're pretty simple, straightforward configuration.
So the very first thing we'll have to do is to go to configuration. And let's take a look at everything that needs to be happening in user management.
So the very first thing I did when I configured North Country Community College is I went in here to user groups and you'll see down here. I created
An open Sunni user group.
Actually, I didn't do this, I think, Heidi. Did you take care of this one.
I didn't think I did. Okay.
Well, one of us did.
I don't specifically remember doing it, but either way to create
A user group. All you have to do is to go up here, hit Add Row. The code. We've been using for all of these is Sunni and you can see where we put it in there. Previously, the description is open Sunni
And then we just set the default value to know
And then you would add the row and I see I have another chat question.
Oh, that was a private message.
Okay, so I'm not actually going to go ahead and add that, since it's already there. But again, you would just click Add Row.
Put the Sunni code at the description open Sunni set the default values, you know, and then hit the Add button and then up here. You want to hit Save.
So the very next step.
Is to create or to assign it to a user group.
And you can see again down here that we assigned open Sunni
To the Pollock user group.
Excuse me, record type
And to do that you would just hit Add Row.
You would select the open Sunni user group.
Set both of these two public. Let me just scroll down just a little bit.
And then hit Add Row.
Not much to it.
And then again, once you're done hit Save.
So now what you need to do is create the link to count rules and what this is going to do is
For walking borrowing. It's just going to automatically assigned all of those patrons to that open Sunni user group.
And to do that you would just
Add the rule at the ad rule button.
Just create a name. And we've been calling it walking borrowing.
We're not going to add any parameters, because we want every single link to count to end up in this user group.
You'll select under user group open Sunni
And the expiry from source, you'll want to select one month before the source.
Then set refresh. Actually, let me go ahead and select that.
Then set refresh expiry date to yes
Refresh purge date Ts and copy network blocks. Yes.
And then again, you'll just hit the Save button.
And you can see here, here's the link to count rule that I created.
So the next part here, this is this can be the tricky part.
Depending on how many user groups you have because what this will do is, like I was saying earlier,
This is where you block certain user groups from being able to participate in the walk and borrowing. So for instance, at North Country Community College. They just have, you know, a group, for instance, called like regular community.
Which
They're not students
So they're not eligible to go borrow at other SUNY campuses. So what you would want to do is click the Add Row.
Select
The code or that you want to block.
For instance, or like prison. I'm guessing we don't want them going out to other campuses. Actually, we probably don't want them going anywhere.
Like community restricted and also the open Sunni group. You don't want someone who's an Open SUNY library or user at one institution, then going to another one.
So if, if it's an Albany student who had borrowed from Buffalo. You don't want Stony Brook accidentally grabbing that record from Buffalo. You want them to grab it from Albany.
So you would select the code.
In the description we just put the name of the code.
And then set the default value to know
And then hit Add Row.
And once you've gone down and done that for all of the groups that you don't want participating you're walking borrowing.
You can hit save and as we've been
Doing this for all of the campuses.
We've been having to deduce on our own which groups should be excluded. So for the libraries that have had us do this for them at some point they're going to need to go on and take a look and make sure that everyone they genuinely want excluded is indeed excluded.
So once you've done this for all of those groups, you need to exclude, you can just hit Save.
And lastly,
There's searchable identifiers. I didn't actually set these up for North Country Community College. But what this does is like as Heidi was showing you earlier.
When one of your users goes to another institution that institution can search for them by name. But what this can do is to allow that institution to search by other identifiers. So if I hit customize
Oops, sorry, wrong button.
Actually if I hit Add Row. I could for instance if north country wants other libraries to be able to search for them by their Facebook ID and social login or their barcode or
Any of these
They can just select that.
Add a description.
switch this to know then hit Add Row.
Then once you're done there hit save and I see I have another chat thing.
So,
Someone's asking, we have user groups. Two of them are open access student and Sunni open access faculty
Heidi, if you could please confirm this. Yeah, the answer should be yes.
Well, it's it's yes but it'd be better to do it after you get your data. So if you delete them now and you have users coming from all of and they're in that user group they need somewhere to land.
So unless you can ensure that you. Yeah, unless you're going to sure you've deleted all of them from all of
They can come over, you know, if you do a page reports. After that you can merge them down and you're not the only one in this boat.
One nice thing to think about it too is you'll be able to see who, by going to a whole new user group, which is why one reason why we're doing it is that you can
You can start fresh and who is in this and take advantage of the walk and borrowing part, whereas before you were just kind of
Taking you're using a different method to determine who was
So, yes, but you might want to wait until you have your urine all
Right. Great, thank you. Heidi.
Um, so that is everything that needs to be done in user management. Any last questions before I move on to fulfillment.
Okay.
So let's go back into configuration.
Then head into fulfillment.
Now, the very first thing will want to do is create a Terms of Use request Terms of Use specifically for walking borrowers.
And you can see down here, I might have to scroll up here is the one I created. It's huge. You can see it's a request Terms of Use walking borrowing.
So to do this, you'll just click Add a terms of use.
We want this to be a request terms of use.
And so you'll select that then up here, hit next.
And really what we're focusing in on here is the, you know, is requested, will we want it to be not requested essentially all of these default settings will be sufficient, you don't actually need to do anything here.
You can just click through to next.
Oh forgot to add a name. I'm sorry. You do need to give it a name.
And we've just been using walking borrower.
Click through to next. It's really just giving you an opportunity to review everything that you've done and then you would hit save and you would have that request. Terms of Use that you'll need for the next step.
So now we want to go through and look at your fulfillment units.
So the first thing we'll want to do is
Create some request fulfillment rules for your circulating because we're going to assume, and we've been assuming, for instance, that
All of your reserves are non request stubble so there's no need to block the open Sunni folks from being able to request those because nobody can request them. But for instance for your regular collection.
We will need to do this. So what you want to do is go into your regular fulfillment unit then go look at your fulfillment unit rules.
And you'll want to select request.
And you can see here that I have created
A rule for open Sunni and let's actually edit it.
And take a look at it.
So you can see here, I just, you know, named it open Sunni in the input parameters you can see this will apply
To any user where the user group is in the list open Sunni
And the output parameter
Will be that walking borrowing terms of use.
That we just created. So to actually go ahead and do this yourself.
What you would do.
Is click Add rule.
Give it a name.
Open soon is what we've been calling it now you want to add a parameter
So we're looking at user groups.
You could use equal we've been using in list because if for instance you ever wanted to edit this and add another group, it's easier to do that if it's just pulling from a list, because otherwise, if it's equals you'll have to make more changes to it.
So you would select Open Sunni
And then just click Add Parameter so now you have that parameter here.
Now, last thing you need to do is select that walking borrowing Terms of Use we've been talking about.
And then click safe. I'm not going to do that because we already. I've already done this, but you would just click Save.
And when you initially save it.
The rule won't appear
At the top
Actually show this to you.
It's a little slow
It'll initially show up at the bottom. I'm not going to take the time to push it all the way down to the bottom, but it will initially show up at the bottom and what you want to move do is move it all the way to the top.
That will ensure that anyone in
That user group that this is the very first rule that gets applied because these rules. Do you get applied.
In order
So if this rule was at the bottom and an open Sunni user came through and hit this if one of these top rules also apply to that user based on some other parameter not related to user group.
That rule would go into effect, and you may actually be allowing open soon to users to place requests. So that's why you want to make sure it's all the way at the top.
And because it applies only to the open Sunni user group, it's not going to have any impact on the rest of your regular users, it's just going to be the open Sunni folks that will be blocked from requesting. So once you've moved this to the top, you'll just want to hit Save.
And you'll want to repeat this for the rest of your request suitable fulfillment units, for instance, we would want to repeat it for the short loans and the clothes stacks.
Like I said, this is a pretty out of the box configuration. Some of you may have additional probably will have additional fulfillment units that depending on whether or not those materials by default are requested.
Whether you would want to do this for them.
So the last thing you need to do in here is
We also need to add the open Sunni group.
To the loan fulfillment rules.
That govern your visitors. Or you may call them guests or community borrowers.
Basically, your, your unaffiliated users that you do allow to borrow so to do that once you click into here, you can just stay on loan.
And for instance, North Country, they have this group 30 day visitors regular. This is the group that we would want to add the open soon user group too so we can edit this by just clicking over here on the ellipses clicking edit.
And actually this is a good example of why sometimes you want to use the enlist operator instead of the equals operator when I change this.
Oh, gotta check question.
Oh,
That's. That was just me.
Okay. All right.
It was really easy. Just go in here. Click Edit
And you can see there's a bunch of groups already in this
To add another I could just go select you know faculty. We obviously don't want to actually do that.
But if you're using the enlist it's really easy to modify if you just want to add one more group.
So once you've got the open Sunni in here you can click Save. I haven't really made any changes. So I'm going to cancel.
And then you want to save one last time to make sure that those changes stick
And you'll want to go through
There's no need to to play around with the order of the rules in this instance, you can leave them the way they are.
And then lastly, you just want to go through and do the same thing for your other circulating fulfillment units. So in this instance.
You will want to do it for reserves. If you do allow visitors to use your reserves collection. And you can see here again where
I went in.
And added
The open Sunni group.
To
The to our visitors reserve fulfillment unit rule.
So as far as fulfillment units go
That's the extent of the work you need to do.
Now there's one very last thing very important thing that you need to do and fulfillment and that's to take a look at your general electronic services. So let's scroll down. Oh, where are they
Throw up here.
Oh I clicked the wrong. Like, my apologies.
You can see here north country doesn't have
an affiliate link or something like that that we would want to hide. But let's just for an instance pretend that we want to hide this pro quest link.
So what you'll want to do is in display logic rules.
You'll want to add a rule to hide that link from people in the open Sunni user group. So up here. And for us, for user from groups, you would select
Open SUNY
Will want to hide.
The general electronic service.
With the service seems a little redundant to me. But it's what you got to do.
With the value of pro quest.
If I add in close
Which I'm actually going to go ahead and do
You can see here now that
You have a display logic rule hiding that general electronic service of pro quest from everyone, and the open Sunni group.
And it's important that you do this because we've discovered that
These general electronic services do display to the open Sunni users. So for instance,
And correct you, correct me if I'm wrong about this Heidi, if I'm an open Sunni user at Binghamton, but I'm actually a student at Albany. If I'm logged into Albany's primo
And Binghamton has an affiliate link if I can see a Binghamton item in Albany's primo I will be able to see their affiliate link and click through to it. That's something we don't want happening.
Yeah, they might not even have to be logged in at Albany to see the link
Down dig enough you'll, you'll see it regardless. So yeah, that's what we're trying to hide.
So yeah, that's as far as walking borrowing goes, That's, that's the last thing you need to take care of. Once you've gone through and done all of this.
Your user should be good to go to other institutions and
Borrow items directly from them.
So any questions.
Chanting it privately about the loan period. So does everybody and they have a 30 day long for walking Bowers, and the other tire. Are you know patrons. If you go to another city you can borrow books for
30 days.
Though that's that's going to vary from institution to institution.
So they're like through resource sharing, there is the standard 16 week loan.
But for walking borrowing the law, there is no standardized long period throughout Sunni it'll be whatever that particular institution tends to give visitors.
So in North countries case it's 30 days.
I've configured a bunch of these. I've seen some that are shorter. I've seen some that are longer than that. But yeah, it's a bit all over the place.
Well, I think that we need to somehow convey that information to each other so that our users know what to expect, you know,
I just think it's better for
That there was like a chart if you walk in and borrow materials here. This is what you could expect
Yeah, no, I definitely agree that this, this could be confusing for folks to have these you know policies that are just all over the place. So yeah, I see Shannon, I absolutely agree. I agree standardizing, this would be would be really fantastic.
Yeah, I agree with everybody.
So yeah, maybe this is something
Give me a call.
To action.
That would be great. Nikki, can you bring it to them.
Yes, I could. I just got it, yeah.
That would be fantastic. And I don't think he's on the call.
If I'm not at the next meeting.
Absolutely. I will absolutely do that. In fact, I'm before I go today I'll shoot Nancy off an email to let us to let her know about this conversation and that it's something we're going to want to look at
I honestly thought it was in the policy that the locket barriers were getting him as well. So maybe I might have missed something, or able to be you know meds.
That remembering correctly, but I thought it was in there. Yes. So for consistency sake, it should be one long period.
Yeah, no, I absolutely agree.
Thank
And Lauren, I saw your question, why would this be any different from research borrowing did this conversation answer that question. I'm not. I'm afraid I'm not exactly sure what you're referring to.
Oh yes, it can you hear me.
Yes, yeah. Okay. Yes, it does. It does. So for example, if we're going to the the Sunni wide 16 week borrowing it seems to me like a walk in, we would want. We would want that to just be uniform
Okay, yeah.
And that it would make make sense because
I just simple as is easier and less confusion for all of us.
I am and I'm in total agreement.
So cool.
Thank you.
You're welcome.
Anything else
I
Take it. That's a no. So I think, I think we're all set here for today.
Heidi, any last words you want to get in.
No, just a reminder that if you were if you were still deciding whether or not you wanted to set it up or not there is a a post in the institutional leads
Area of base camp where you can set submit a form answer for of whether or not you want us to do this for you or not.
And some people have already said that they just want us to do it for them.
Yeah, I'm actually. And if you're one of those libraries you have already been taken care of.
Tim. Would you be able to demo really briefly how a library would see these patrons.
In this, I mean it's, I know it's pretty straightforward, but just, you know, people have questions to know like how do I know if this is set up without kind of going into my config.
I'm
I'm afraid I don't
Do that you want me to do it.
If you could please. Yeah. Yeah. Let me just make sure I'm opening the rates.
Start. I'm going to stop sharing my screen.
Alright, so
This I came into OMA and you would go. So you're going to get to check out to a user and right into managed patron services and you get this screen.
And if you are set up for walking borrowing, this is, this is the checkbox and if you check it. You then get this drop down for an institution so you know where you can pull it from
It. So we do have quite a few now that are are configured for this. And I'm going to go ahead and choose university of Albany, because I do know of a user who should be in the system. I'm going to chest you
They may have kicked me out already.
But this is old data.
Oh, that's right, that's right.
This is old data.
So I'm it and then popped in that here's Timothy Jackson from University of Albany and Open SUNY
Purchase dates.
And then the email came over and the address information if it was there is also going to come over
And if these dates were different, because the one I showed was
That would be a different day.
And then you just click Update user and then you save the person. So I'm going to do that. So you can see that go ahead with your question.
No, I think you went there, Heidi. I was going to say how to so I was gonna ask about the checkout them because I hadn't actually saved us your I knew. Thanks.
Yeah, you're welcome. And then, and then that's why you have to then set up all those other things because we had originally set this up and forgot to add the open Sunni into the
Fulfillment unit rules and that could check anything out because I never got this far either Jennifer. It happens to all of us.
And then you would scan the barcode and go on and then if the user says they've already been here before. You would then be able to search. Now, Tim. Tim Timothy's in
Our user group. So we could actually search up here.
Or
Do our normal checkout manage patron services and we could
Go from here as well.
This might be a dumb question, but I'm I'm under the impression that if. So if I go to Albany and I check something out. I have to return it to the campus. I came, I took out from
That is correct.
So do we have any sort of standard thing like paperwork documentation, because I'm thinking if a student comes into my college, they may not have talked to a library and if their own campus and we're going to want to be handing them something because they're a special kind of user
Or how do they know that. Yeah, I guess I'm just trying to think of the logistics of trying to make sure these these one off students understand the process.
What is done. Now the campus safe.
Well, but right now if you're checking out books from your own campus, you would you would buy you would probably understand that you had to return them to your own campus right
If I go borrow them if I'm visiting my parents and we're for the weekend and I can understand that. I can't just return them back to where I normally go
And this is a question back out to everybody, because I know it.
exists already
Yes, yes. Well, does it exist already or is it something that's going to be more, maybe it's just going to be more prevalent with this functionality.
It's something that definitely exists already, but I would imagine it will become more prevalent now. Okay.
I didn't realize it was a current
Thing. Sorry.
And I would say that the pickup and drop off anywhere or pick up in return anywhere is a part of the fulfillment network and we chose not to.
Implement the fulfillment network. I think largely because of just how baked into primo it was in how much of a problem that would have caused so you know I expected the fulfillment network will continue to mature.
As the product matures and it might be something where if as a Sunni consortium that we want to have pickup and return anywhere that you know we might be able to do that in the future.
Okay, that's fine. I'll just go up to make sure I start staff understands, they might want to do some special training if they set up one of these users to borrow or things
Ya know I was I was responding to Laurens question, which is a great question of like, you know, couldn't we just have it return anywhere. And then it just gets routed via
Interlibrary Loan back or, you know, courier back to the normal back to it's it's it's owning institution and and we just were we didn't think that the that the product was quite there enough for us to make all
So, so, Catherine is on the access services and resource sharing working group and she's correct that one reason.
We didn't have that way as we couldn't ensure that all of our codes across to me were unique but one. One of the other reasons is that
You'd end up seeing a list of all 60 campuses. When you went to return an item and you'd have to select which campus. It came from or the user and primo. This was the
When Shannon was implying that was really connected to primo a user would as soon as we turn on return anywhere you would then see pickup and locations for all 60 campuses, rather than just your own local and so if you were
upstate or Westchester, you'd be scrolling often down to the bottom to see things. It's also a lot of campuses to see
One of many reasons.
Yeah, Lauren, that's a great question as to somebody having to physically return it to the library and they might need some extra time. I know that this problem isn't unique to SUNY the public library systems in New York State face this issue frequently as people return them.
Yeah.
Yeah, so I am you know we want to be consistent. It would be great if it could be a 16 week check out but then is that creating an undue burden for the user who walks into one place and
By the end of the semester. There's somewhere else and then. Ooh. Wait, how do I get this back. And so in I don't know the answer to that.
So, and I understand maybe the system will grow and change. And, you know, new opportunities present themselves.
I like all of these ideas and questions you're all bringing up today. They're all very good. Are there any others.
Okay, then I am going to thank Tim for that demo and go ahead and stop the recording.