Settings > Circulation

The Circulation section of the Settings app is where you establish your loan policies, lost item policies, overdue policies, notices, and other circulation configurations.

Table of Contents

Permissions

Each setting within Circulation has its own permission associated with it. FOLIO community documentation for Settings in the Circulation app includes the permissions required to view and interact with that particular setting. You can assign permissions to users in the Users app.

Settings > Circulation > Circulation rules

Libraries can use circulation rules to determine how their items circulate. Circulation rules follow FOLIO specific criteria and logic. Each circulation rule is made up of one or more criteria and the policies to be associated with those criteria. When a defined set of criteria matches a circulation action, the policies that are attached to that criteria are then applied. The guidelines for constructing circulation rules are found in the FOLIO GitHub Circulation rules documentation.

You can write circulation rules to determine the following:

• The groups of patrons that can borrow items.

• The rules for items in different locations, libraries, campuses, or institutions.

• The types of items (material types or loan types) that can be borrowed.

• How many of a particular type of item that can be borrowed.

• The notices that are sent to patrons.

• The fines and fees that are charged.

Implementing Circulation rules

Before you implement Circulation rules, you need to configure these settings in FOLIO:

• Patron groups

• Locations

• Library calendar

• Loan types

• Material types

• Loan policies

• Overdue fine policies

• Lost item fee policies

• Patron notice policies

• Request policies

Before you begin to write your circulation rules, you should complete the following:

• Read the FOLIO GitHub Circulation rules documentation.

• Determine if you want to use automated item blocks. If so, follow the Automated Item Block guidelines.

Creating circulation rules

Add your circulation rules to the Circulation rules editor. The editor contains responsive features to help write the rules. For example, typing a criteria letter displays the options for the criteria value, which you can select from the drop-down list that appears. Click **Save **once you have completed adding your circulation rules.

Circulation rule tips

When writing your circulation rules, keep the following in mind:

• You can use comments in the rules editor. Enter a # or / to add a comment line.

• When adding a criteria in the location tree, the Editor will provide a tool to allow you to pick from the location hierarchy, and then pull in the code value for you.

• Rules can be written in a nested format to make them easier to read.

• You can use keywords to match on all or none for a particular criteria.

• You can specify priority order for criteria if more than one rule matches.

Settings > Circulation > Other settings

Patron id(s) for checkout scanning

This setting allows you to specify what types of patron IDs can be scanned to checkout items. All fields correspond to fields in the user record.

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

This setting is turned on by default with an inactivity period of 3 minutes.

1. Select the Automatically end check in and check out session after period of inactivity checkbox to turn the setting on.

2. Enter the number of minutes of inactivity after which the session should end. For Five Colleges, we use 5 minutes.

3. Click Save.

Enable audio alerts

Audio alerts can be turned on to signal to library staff when a checkout is successful or fails. This setting is turned off by default.

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.

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.

Configuring a staff slip

1. In the Staff slips pane, select the staff slip you want to configure.

2. In the staff slip details pane, click Edit.

3. Optional: In the staff slip window, enter a Description in the box.

4. 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.

5. Optional: Click Preview to view a preview of the slip.

6. Click Save & close. The slip is saved and updated.

Previewing a staff slip

1. In the Staff slips pane, select the staff slip you want to preview.

2. In the staff slip details pane, click Preview. A Preview of staff slip - [slip type] window appears and the preview is shown.

3. Optional: To print the preview, click Print.

4. To close the window, click Close.

Settings > Circulation > Fixed due date schedules

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

1. In the Fixed due date schedules pane, click New.

2. In the Create fixed due date schedule window, enter a Fixed due date schedule name.

3. Optional: Enter a Description in the box.

4. In the Schedule section, enter a date range for the fixed due date by selecting dates in the Date from and Date to boxes. This is the time range during which the fixed due date is applied.

5. Enter the Due date that applies to all materials checked out during the time range you selected above.

6. Optional: To create additional date ranges, click New and repeat steps 4 and 5. If you need to delete a date range, click the trash can icon.

7. Once you are finished creating your schedule, click Save & close. The fixed due date schedule is saved and appears in the Fixed due date schedule pane.

Edit a fixed due date schedule

1. In the Fixed due date schedules pane, select the fixed due date schedule you want to edit.

2. In the fixed due date schedule details pane, click Edit.

3. Edit the fixed due date schedule.

4. Click Save & close. The fixed due date schedule is updated.

Delete a fixed due date schedule

1. In the Fixed due date schedules pane, select the fixed due date schedule you want to delete.

2. In the Fixed due date schedule details pane, click Edit.

3. In the Edit window, click Delete.

4. 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

Select one of the following options to determine if closed loans are anonymized:

• Immediately after loan closes.

• In a certain amount of time after the loan closes. Use the boxes to select the interval of time.

• Never.

Treat closed loans with associated fee/fines differently

If you want to treat loans with fee/fines differently, select Treat closed loans with associated fee/fines differently. The Closed loans with associated fees/fines section appears once the checkbox is selected. If the checkbox is cleared, then closed loans with associated fees/fines are treated according to the option you selected in Closed loans.

Closed loans with associated fees/fines

Anonymize closed loans

Select one of the following options to determine if closed loans with associated fees/fines are anonymized:

• Immediately after loan closes.

• In a certain amount of time after fee/fine closes. Use the boxes to select the interval of time.

• Never.

Exception for payment method

If you want to create exceptions for closed loans with associated fee/fines paid off using a certain payment method, follow these steps:

1. Click Add exception to add an exception for a payment method.

2. Select the Payment method.

3. Select when you want to anonymize loans paid off with the payment method.

4. Optional: Click Add exception to create additional exceptions. If you need to delete an exception, click the trash can icon.

5. Click Save. The loan history settings are saved and a confirmation message appears.

Settings > Circulation > Loan policies

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

You may find it beneficial to consider your current loan policies and lending rules and write policies to reflect your library’s typical loan behaviors. Loan policies are reusable in circulation rules, so you do not need to create multiples of the same type of policies to be applied to different patron groups, for example.

Before you begin configuring your loan policies, make sure you have set up your Fixed due date schedules, if you will be using schedules in your policies.

After you create your loan policies, you should test them to make sure they function as expected.

Creating a new loan policy

1. In the Loan policies pane, click New.

2. In the Create loan policy window, enter a **Policy name **in the box.

3. Optional: Enter a Policy description in the box.

4. Use the information in the following sections to help guide you in creating loan policies. Different fields are available depending on the options you select in the policy.

5. Click Save & close. The policy is saved and added to the Loan policies list.

Loans

Loanable. To create a non-circulating loan policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear. Since loan policies are reusable, you only need to create one non-circulating policy.

Loan profile. Select the type of loan profile. Depending on your selection, you will see different fields.

• Select Fixed if items loaned out during a certain period of time are to have a fixed end date. For example, use this for items loaned until the end of the semester.

• Select Rolling if loans are for a defined period of time, including short loans (under 24 hours). For example, use this for items loaned for 28 days.

Depending on your selection for Loan Profile, you see different fields.

If you selected Fixed, you will see the following fields:

Fixed due date schedule. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The selected schedule determines the due date for the item. Note: Fixed due dates are only applicable for loans longer than 24 hours, and the due date/time is automatically set to 11:59 pm or the close of that service point’s day.

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

Grace period. Enter a grace period for overdue items. If you select a grace period, the item is not overdue until after the loan due date/time plus the grace period interval. Adding a grace period to a due date follows the same logic that you chose for closed library due date management, if the grace period lands in a closed time for the service point.

Item limit. Enter an item limit for items borrowed under this policy. This setting is currently In development.

If you selected Rolling, you will see the following fields:

Loan period. Select an amount of time for the loan period.

Fixed due date schedule (due date limit). Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on continuing renewals. For example, you may allow students to renew items every four weeks, but want renewals to stop at the end of the semester.

Closed library due date management. Select when the item is due if an item’s calculated due date lands in closed hours for the service point.

Grace period. Enter a grace period for overdue items. If you choose to have a grace period, the item is not overdue until after the loan due date/time plus the grace period interval. Adding a grace period to a due date follows the same logic that you chose for closed library due date management if the grace period lands in a closed time for the service point.

Item limit. Enter an item limit for items borrowed under this policy. This setting is currently In development.

Renewals

Renewable. If you do not want to allow renewals under this policy, clear the checkbox. Clearing the checkbox causes all other fields to disappear and items are not renewable.

Unlimited renewals. Select the checkbox if you want to allow unlimited renewals.

Number of renewals allowed. If you have not selected Unlimited renewals, enter the number of renewals allowed.

Renew from. Select whether a renewed item is renewed from the Current due date or **System date, **the date the item is renewed on.

Renewal period different from original loan. Select the checkbox if you want renewed items to have a different loan period than the original loan period. If selected, the next two options appear.

Alternate loan period for renewals. Enter the alternate loan period for renewals.

Alternate fixed due date schedule (due date limit) for renewals. Select a fixed due date schedule, as configured in Settings > Circulation > Fixed due date schedules. The schedule is used to enforce a stop point on continuing renewals.

Request management

Determine whether you want to allow recalls and/or holds.

All of the fields in this section are optional. If you leave them blank, the recall return interval and minimum guaranteed loan period default to zero.

Recalls

Recall return interval. Enter an amount of time for the recall return interval. This is the period of time the patron has to return a recalled item before it becomes overdue.

Minimum guaranteed loan period for recalled items. Enter an amount of time for the minimum guaranteed loan period for recalled items. If you allow an item to be recalled, but do not have a minimum guaranteed loan period, the recall return interval effectively becomes the minimum guaranteed loan period for recalled items.

Holds

Alternate loan period at checkout for items with an active, pending hold request To shorten a loan period for an item that has a request queue, enter an amount of time. If an item is checked out and has no queue, the regular loan period is applied.

Allow renewal of items with an active, pending hold request. If you want to allow renewals on a checked out item that has hold requests, select the check box. When renewals are allowed, patrons can continue to renew the item based on the settings in the Renewals section.

Alternate loan period at renewal for items with an active, pending hold request. If you allow renewals on items with an active, pending hold request, and want to shorten the renewal loan period, enter an amount of time.

Duplicating a loan policy

1. In the Loan policies pane, select the loan policy you want to duplicate.

2. In the loan policy details pane, click Actions > Duplicate. A Create loan policy window appears with the same loan information as the policy you chose to duplicate.

3. Edit any of the loan information before saving the policy.

4. Click Save & close. The duplicate policy is saved and appears in the Loan policy pane.

Editing a loan policy

1. In the Loan policies pane, select the loan policy you want to edit.

2. In the Loan policy details pane, click Actions > Edit.

3. Edit the loan policy.

4. Click Save & close. The policy is updated.

Deleting a loan policy

1. In the Loan policies pane, select the loan policy you want to delete.

2. In the loan policy details pane, click Actions > Delete.

3. In the Delete Loan policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Overdue fine policies

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

1. In the Overdue fine policies pane, click New.

2. In the New overdue fine policy window, enter an Overdue fine policy name in the box.

3. Optional: Enter a Description in the box.

4. In the Overdue fine section, enter the Overdue fine amount in the box and Select interval at which the fine accrues.

5. Select whether overdue fines should Count closed days/hours/minutes. If you select Yes, overdue fines continue to accrue on days the library is closed.

6. Enter a Maximum overdue fine amount in the box. The overdue fine will stop accruing once this amount is reached.

7. Select whether you want to Forgive overdue fine if item renewed. If you select Yes, overdue fines on an item will be forgiven once a patron renews the item.

8. Enter the Overdue recall fine amount in the box and Select interval at which the fine accrues. This fine applies when an overdue item is recalled and the patron does not return the item on time according to the recall.

9. Select whether to Ignore grace periods for recalls. If selected, the grace period is not applied in the case of an overdue recall.

10. Enter a Maximum recall overdue fine amount in the box. The recall overdue fine will stop accruing once this amount is reached.

11. Click Save & close. The overdue fine policy is saved and appears in the Overdue fine policies pane.

Duplicating an overdue fine policy

1. In the Overdue fine policies pane, select the overdue fine policy you want to duplicate.

2. In the overdue fine policy details pane, click Actions > Duplicate. A New overdue fine policy window appears with the same overdue fine policy information as the policy you chose to duplicate.

3. Edit any of the overdue fine policy information before saving the policy.

4. Click Save & close. The duplicate policy is saved and appears in the Overdue fine policies pane.

Editing an overdue fine policy

1. In the Overdue fine policies pane, select the overdue fine policy you want to edit.

2. In the overdue fine policy details pane, click Actions > Edit.

3. Edit the overdue fine policy.

4. Click Save & close. The overdue fine policy is updated.

Deleting an overdue fine policy

1. In the Overdue fine policies pane, select the overdue fine policy you want to delete.

2. In the Overdue fine policy details pane, click Actions > Delete.

3. In the Delete Overdue fine policy dialog, click Delete. The policy is deleted and a confirmation message appears.

Lost item fee policies

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

1. In the Lost item fee policies pane, click New.

2. In the Lost item fee policies window, enter a Lost item fee policy name in the box.

3. Optional: Enter a Description in the box.

4. In the Lost item fee section, enter the amount of time in which Items aged to lost after overdue.

5. Enter the amount of time in which Patron billed after aged to lost.

6. Enter the amount of time in which 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.

7. 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.

8. 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.

9. 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.

10. Select whether to Charge lost item processing fee if item declared lost by patron.

11. Select whether to Charge lost item processing fee if item aged to lost by system.

12. Enter an amount of time For lost items not charged a fee/fine, close the loan after. (This setting applies only to Actual cost lost item fee/fines, which is not yet implemented.)

13. Select whether If lost item returned, remove lost item processing fee.

14. Select whether to charge overdue fines If lost item returned or renewed.

15. Select whether Replacement allowed.

16. Select If lost item replaced, remove lost item processing fee.

17. Enter a Replacement processing fee amount in the box.