The Circulation section of the Settings app is where you establish your loan policies, lost item policies, overdue policies, notices, and other circulation configurations.
...
At least one of the options must be selected: For Five Colleges, the bolded fields are selected.
Barcode.
External system id.
FOLIO record number.
Username.
User custom fields.
If you choose User custom fields, you can then select one or more custom fields that the Check out app would include when searching for patron records. Custom fields must be configured in Settings > Users before they can be selected here.
Automatically end check in and check out session after period of inactivity
...
Select the Automatically end check in and check out session after period of inactivity checkbox to turn the setting on.
Enter the number of minutes of inactivity after which the session should end. For Five Colleges, we use 5 minutes.
Click Save.
Enable audio alerts
...
To enable audio alerts, select Yes from the drop-down list. For Five Colleges, we have Yes selected and Classico for the audio-alerts theme.
Settings > Circulation > Staff slips
Staff slips allow you to configure the information that appears on your staff slips. You have the option of printing these slips when their associated action occurs: For Five Colleges, our staff slip templates are on Google Drive.
Hold. This slip is available through the Check in app, when you check in an item with a request.
Pick slip. This slip is available in the Requests app, when you generate the pick slip report.
Request delivery. This slip is available in the Check in app, when you check in an item with a delivery request.
Transit. This slip is available in the Check in app, when you check in an item that is in transit to another location.
Configuring a staff slip
In the Staff slips pane, select the staff slip you want to configure.
In the staff slip details pane, click Edit.
Optional: In the staff slip window, enter a Description in the box.
Use the Display box to edit the slip. Click { } to add tokens to the slip. Tokens fill in item or user information based on the selected variables related to the slip event.
Optional: Click Preview to view a preview of the slip.
Click Save & close. The slip is saved and updated.
Previewing a staff slip
...
In the Staff slips pane, select the staff slip you want to preview.
...
In the staff slip details pane, click Preview. A Preview of staff slip - [slip type] window appears and the preview is shown.
...
Optional: To print the preview, click Print.
...
Perform wildcard lookup of items by barcode in circulation apps (Check in, Check out)
Some libraries may want to use FOLIO and support circulating items that have the same barcode. They may be migrating to FOLIO from a prior system that allowed duplicate barcodes, or they may need to support consortial lending.
The inventory app requires barcodes to be unique, so libraries who have this scenario need to append a string to the barcode to make it unique without changing the physical barcode on the item. The library then needs the Check in and Check out app to be able to understand what to do if they search for the physical barcode on the item and it’s possible to retrieve more than one record.
If your library could potentially encounter duplicate barcodes as described, you can check this box to enable the Check in and Check out apps to use a wildcard search for item barcodes and present a modal if duplicate barcodes are found, so library staff can select the correct item.
Settings > Circulation > Staff slips
Staff slips allow you to configure the information that appears on your staff slips. You have the option of printing these slips when their associated action occurs: For Five Colleges, our staff slip templates are on Google Drive.
Hold. This slip is available through the Check in app, when you check in an item with a request.
Pick slip. This slip is available in the Requests app, when you generate the pick slip report.
Request delivery. This slip is available in the Check in app, when you check in an item with a delivery request.
Transit. This slip is available in the Check in app, when you check in an item that is in transit to another location.
Using tokens with staff slips
There are six categories of available tokens for use with staff slips, listed in the table below. All of the categories appear as options in the staff slip editor, but some categories will only populate with information for some types of staff slips.
Token category | Populates with these staff slips | Does not populate with these staff slips |
|---|---|---|
Item | Hold slip, Pick slip, Request delivery, Transit | |
Effective location | Hold slip, Pick slip, Request delivery, Transit | |
Staff slip | Hold slip, Pick slip, Request delivery, Transit | |
Request | Hold slip | Pick slip, Request delivery, Transit |
Request delivery address | Request delivery | Hold slip, Pick slip, Transit |
Requester | Hold slip, Pick slip, Request delivery | Transit |
Configuring a staff slip
In the Staff slips pane, select the staff slip you want to configure.
In the staff slip details pane, click Edit.
Optional: In the staff slip window, enter a Description in the box.
Use the Display box to edit the slip. Click { } to add tokens to the slip. Tokens fill in item or user information based on the selected variables related to the slip event.
Optional: Click Preview to view a preview of the slip.
Click Save & close. The slip is saved and updated.
Previewing a staff slip
In the Staff slips pane, select the staff slip you want to preview.
In the staff slip details pane, click Preview. A Preview of staff slip - [slip type] window appears and the preview is shown.
Optional: To print the preview, click Print.
To close the window, click Close.
...
Fixed due date schedules are used in Loan policies when you want to have a loan period with a specific end date. For Five Colleges, fixed due date schedules are only in effect for the Semester loan type. We have rolling schedules by term as follows:
Fall - One week before the first day of fall classes through the last day of fall classes - due last day of fall classes
Spring - Day after last day of fall classes through the last day of spring classes - due last day of spring classes
Summer - Day after last day of spring classes through one week before the first day of fall classes - due first day of fall classes.
Creating a fixed due date schedule
...
In the Fixed due date schedules pane, select the fixed due date schedule you want to delete.
In the Fixed due date schedule details pane, click Edit.
In the Edit window, click Delete.
In the Delete fixed due date schedule dialog, click Delete. The fixed due date schedule is deleted and a confirmation message appears.
Settings > Circulation > Loan
...
anonymization
When closed loans are anonymized, all related patron information is removed from the loan, but the action will still appear in the Circulation log. For Five Colleges, we do not currently anonymize loans and will not until we have determined our reporting needs and billing needs for the system.
Closed loans
Anonymize closed loans
...
Loan policies determine how an item is treated if it is checked out, renewed, or requested. Loan policies include a wide variety of configuration options and are used in Circulation rules. For Five Colleges our loan policies are on Google Drive.
Implementation considerations
...
Overdue fine policies determine the amount of fines that accrue when a patron has an item checked out for longer than its loan period. For Five Colleges our overdue fine policies are on Google Drive.
Creating an overdue fine policy
...
Lost item fee policies determine when overdue items automatically age to lost (their Item status changes from Overdue to Lost) and the charges billed to patrons for lost items. For Five Colleges our lost item fee policies are on Google Drive.
Creating a lost item fee policy
In the Lost item fee policies pane, click New.
In the Lost item fee policies window, enter a Lost item fee policy name in the box.
Optional: Enter a Description in the box.
In the Lost item fee section, enter , enter the amount of time in which Items aged to lost after overdue.
Enter the amount of time in which Patron billed after aged to lost.
Enter the amount of time in which Items aged Recalled items age to lost after overdue. This setting allows libraries to set a shorter “aged to lost” period if the item has been recalled for use by other patrons. This setting must have a value in order for recalled items to age to lost.
Enter the amount of time in which Patron billed for recall after aged to lost This setting must have a value in order for patrons to be billed for recall after an item ages to lost.
Select the Charge amount for item. You can select the actual cost of the item, as indicated in the item record, or enter a set cost.
Enter a Lost item processing fee. This is an additional charge that will be added to the charge amount for the item when billed to the patron.
Select whether to Charge lost item processing fee if item declared lost by patron.
Select whether to Charge lost item processing fee if item aged to lost by system.
Enter an amount of time For lost items not charged a fee/fine, close the loan after.loan after. (This setting applies only to Actual cost lost item fee/fines, which is not yet implemented.)
Select whether If lost item returned, remove lost item processing fee.
Select whether to charge overdue fines If lost item returned or renewed.
Select whether Replacement allowed.
Select If lost item replaced, remove lost item processing fee.
Enter a Replacement processing fee amount in the box.
Enter an amount of time that No fees/fines shall be refunded if a lost item is returned more than [amount] late.
Click Save & close. The policy is saved and appears in the Lost item fee policies pane.
...
Patron notice policies determine which patron notice templates are sent out before, during, or after certain triggering events. Multiple notices can be set up in one policy. The patron notice policies you configure are used in Circulation rules. For Five Colleges our patron notice policies are on Google Drive.
Implementation considerations
...
Patron notice templates are the templates used in your Patron notice policies. Currently, patron notices can only be sent via email. For Five Colleges our patron notice templates are on Google Drive.
Creating a new patron notice template
In the Patron notice templates pane, click New.
In the New patron notice window, enter a Name for the notice.
Clear the Active checkbox if you do not want the notice to be available for use in notice policies.
Enter a Description.
Select a Category for the request. Categories determine the notice policies the notice can be used in and which tokens are available to be used in the body of the email.
In the Email section, enter a Subject for the email sent to the patron.
Enter a Body for the email sent to the patron. Click { } to add tokens to the notice. Tokens fill in the item, loan, request, or user information based on the selected variables related to the notice event.Optional: Click Preview to view a preview of the notice.related to the notice event.
Optional: Click Preview to view a preview of the notice.
Click Save & close. The notice is saved and appears in the Patron notice templates pane.
Duplicating a patron notice template
In the Patron notice templates pane, select the patron notice template, you want to duplicate.
In the patron notice template details pane, click Actions > Duplicate. A New patron notice window appears with the same patron notice information as the notice you chose to duplicate.
Edit the notice name and any other details. You cannot have two notices with the same name.
Click Save & close. The duplicate notice is saved and appears in the Patron notice templates pane.
...
Editing a patron notice template
In the Patron notice templates pane, select the patron notice template you want to edit.
In the Patron notice template details pane, click Actions > Edit.
Edit the patron notice template.
Click Save & close. The template is updated.
Deleting a patron notice template
In the Patron notice templates pane, select the patron notice template you want to duplicatedelete.
In the patron Patron notice template details pane, click Actions > Duplicate. A New patron notice window appears with the same patron notice information as the notice you chose to duplicate.
Edit the notice name and any other details. You cannot have two notices with the same name.
Click Save & close. The duplicate notice Delete.
In the Delete Patron notice templates dialog, click Delete. The template is deleted and a confirmation message appears.
Settings > Circulation > Request cancellation reasons
When you cancel a request, you must select a cancellation reason. Use this setting to configure request cancellation reasons for your library. For Five Colleges our request cancellation reasons are on Google Drive.
Creating a new request cancellation reason
Click New.
Enter a Cancel Reason, and optionally, internal and public descriptions of the reason into the boxes.
Click Save. The reason is saved and appears in the Patron notice templates paneRequest cancellation reasons table.
Editing a
...
request cancellation reason
Find the request cancellation reason you want to edit .In the Patron notice template details pane, click Actions > Editand click the Edit icon.
Edit the patron notice templatereason.
Click Save & close. The template is updated. The changes you made to the request cancellation reason are saved.
Deleting a
...
request cancellation reason
Find the request cancellation reason you want to delete .In the Patron notice template details pane, click Actions > Deleteand click the Delete icon.
In the Delete Patron notice templatesRequest cancellation reason dialog, click Delete. The template reason is deleted and a confirmation message appears.
Settings > Circulation > Request
...
policies
Request policies determine the types of requests (pages, holds, and recalls) allowed. Request policies are used in Circulation rules. For Five Colleges our request cancellation reasons policies are on Google Drive.
Creating a new request
...
policy
Click New on the Request policies pane.Enter a Cancel Reason, and optionally, internal and public descriptions of the reason into the boxes
In the New request policy window, enter a Request policy name.
Optional: Enter a Request policy description.
Select the Request types allowed.
Click Save & close. The policy saves and appears in the Request policies list.
Editing a request policy
Find and select the request policy you want to edit.
Select Actions > Edit.
Edit the policy.
Click Save & close. The reason request is saved and appears in the Request cancellation reasons tableupdated and saved.
...
Duplicating a request
...
policy
Find and select the request cancellation reason you want to edit and click the Edit icon.Edit the reasonduplicate.
Select Actions > Duplicate.
Edit the policy name and any other details of the request. You cannot have two policies with the same name.
Click Save & close. The changes you made to the request cancellation reason are savedduplicate policy saves and appears in the Request policies list.
Deleting a request
...
policy
Find and select the request cancellation reason you want to delete and click the Delete icon.
Select Actions > Delete.
In the Delete Request cancellation reasonpolicy dialog, click Delete. The reason is deleted and a confirmation message appears.
Settings > Circulation > Request policies
Request policies determine the types of requests (pages, holds, and recalls) allowed. Request policies are used in Circulation rules. For Five Colleges our request policies are on Google Drive.
Creating a new request policy
Click New on the Request policies pane.
In the New request policy window, enter a Request policy name.
Optional: Enter a Request policy description.
Select the Request types allowed.
Click Save & close. The policy saves and appears in the Request policies list.
Editing a request policy
Find and select the request policy you want to edit.
Select Actions > Edit.
Edit the policy.
Click Save & close. The request is updated and saved.
Duplicating a request policy
Find and select the request you want to duplicate.
Select Actions > Duplicate.
Edit the policy name and any other details of the request. You cannot have two policies with the same name.
Click Save & close. The duplicate policy saves and appears in the Request policies list.
Deleting a request policy
Find and select the request you want to delete.
Select Actions > Delete.
In the Delete Request policy dialog, click Delete. A confirmation message appears confirming the request is deletedA confirmation message appears confirming the request is deleted.
Settings > Circulation > Title level requests
FOLIO provides functionality for both item-level and title-level requesting. Title-level requesting is off by default; if your library wants to use it, you would enable and configure related settings in this section.
Allow title level requests. If your library wants to use title-level requesting, check this box.
”Create title level request” selected by default.” If you are using title-level requesting, there will be a box on the request form in the Requests app to toggle whether a request is title-level or item-level. If you’d like title-level request to be the default choice, check this box.
Make sure to click Save at the bottom of the screen to save any changes.
Note that once you check the box to allow title level requests, if a title-level request is then created, you will not be able to turn title-level requesting off.
Notice templates
Notices that are triggered by title-level requests are not yet included in FOLIO’s circulation rules system, so if your library wants to send a notice for title-level request confirmation, cancellation, and/or expiration, you will need to choose a notice template.
FOLIO will send patrons notices for Awaiting pickup and Hold shelf expiration if they are configured in the associated circulation rule.
Confirmation notice: Choose a notice template from the drop-down if you want to send a patron notice when a title-level request is created.
Cancellation notice: Choose a notice template from the drop-down if you want to send a patron notice when a title-level request is canceled.
Expiration notice: Choose a notice template from the drop-down if you want to send a patron notice when a title-level request expires without having been fulfilled.
Make sure to click Save at the bottom of the screen to save any changes.