(Go-Live) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network

Legend: not started IN PROGRESS STALLED decided

Status	Decided
Scope	Go-Live
Description	This decision page captures the areas of harmonization for the UCs Fulfillment Network. These parameters were used during the Vanguard and Test phases of the project.
Decision	The following harmonized parameters were used by Ex-Libris to set up the UCs Fulfillment Network in Alma during the Test phase of the project, and are approved for use for Go-Live. Further alteration of the TOUs, Network User Loan- 90 Days TOU and Consortium Fulfillment Network - Request TOU should not take place until a path forward mentioned below in blue is decided upon, since altering TOUs in an IZ with the owner NETWORK will cause them to detach from the NZ.
Owning group	Fulfillment and ILL FG SILS-FG-FULFILL-L@LISTSERV.UCOP.EDU
Approver	PPC
Stakeholders	R = Fulfillment and ILL FG A = Fulfillment and ILL FG C = UC Local FGs I = PPC, ICs
Decision-making process	Fist of Five
Priority	High
Due date	Jun 17, 2021

Recommendation

The recommendation for Go-Live is to use the following settings when configuring the UCs Fulfillment Network. These settings will not apply to non-UC ILL. These settings were arrived at by reviewing current UC loan periods. We feel that a 90 day renewable due date capped at 360 days would best meet the needs of all the campuses, and satisfy UC borrowers used to a one year due date for ILL items. Additionally, the group felt that 90 days was a good starting point in case amendments need to be made in the future. It would be more difficult to consider a decrease in the due dates for our UC patrons at a later time. We also recommend that these parameters be reviewed a year post go-live, and amended as needed.

As of the approval of this decision page, the FG is working with Ex-Libris on which of the recommended paths forward for configuring lost, replacement, and overdue recall fees to default to local rules should be implemented. Since Ex-libris has identified several options to make this happen, the FG felt comfortable approving this decision page while those details are worked out https://3.basecamp.com/3765443/buckets/15553579/messages/3832319657

NZ Configuration Path: Configuration>Fulfillment> Terms of Use Policies

Network User Loan- 90 Days TOU- Network Patron TOU Settings (UC ILL Patron)

Consortium Fulfillment Network - Request TOU

NZ Borrowing Allowed

NZ Lending 90 days

Areas of Possible Harmonization (Only for UC items borrowed within the UCs Automated Fulfillment Network)

Areas of Possible Harmonization (Only for UC items borrowed within the UCs Automated Fulfillment Network)
TOU Parameter	Harmonized or Local Decision	TOU Setting	Notes
Due Date	Harmonized	90 Days
Grace Period	Harmonized	None
Recallable by patron	Harmonized	No
Renewable	Harmonized	Yes
Lost Item Fine	Local Decision	Default to local lost item fine, which for most is None	See Network Patron TOU Settings (UC ILL Patron)
Lost Replacement Fee	Local Decision	Default to local item replacement fees	SeeNetwork Patron TOU Settings (UC ILL Patron)
Maximum Renewal Period	Harmonized	360 Days
Recall Period	Harmonized	7 Days	Confirmed with Ex-Libris that this is 7 “open days”
Recalled Overdue Fine	Local Decision	Default to Local recall fines	SeeNetwork Patron TOU Settings (UC ILL Patron)
Requested Item Due Date	Harmonized	7 Days	Due Date given to a patron with the item checked out, once another patron requests it from them. Confirmed with Ex-Libris that this is 7 “open days”
Hold Shelf Period	Harmonized	7 Days	Confirmed with Ex-Libris that this is 7 “open days”
Borrowing Block for Lost Item	Harmonized	Yes
Borrowing Block for Excessive Fees	Harmonized	Yes	If a borrower accrues excessive fees at their home institution, they will be blocked from AFN services until they clear their fees.
AFN Overdue Block Overridable	Harmonized	No

Ex-Libris recommends adding the NETWORK patron group to the Patron Limits Table (Alma>Configuration>Fulfillment>Patron Configurations>Patron ) so that UC Network borrowers will be subject to the following borrowing limits when borrowing outside their home UC. While harmonized answers input in each IZ are possible, we recommend that these be a local decision since we favor leaving billing amounts up to each institution.

Areas in the Patron Limits Table (Alma>Configuration>Fulfillment>Patron Configurations>Patron Limits User Group NETWORK) to remain local decisions instead of being harmonized

Areas in the Patron Limits Table (Alma>Configuration>Fulfillment>Patron Configurations>Patron Limits User Group NETWORK) to remain local decisions instead of being harmonized
Max Cash Amount	Local Decision
Max Overdue	Local Decision
Max Bookings	Local Decision
Max Overdue Recalls	Local Decision
Max Digitization Requests	Local Decision
Max Physical Item Requests	Local Decision

Background

ILL for UC patrons will become the UCs Fulfillment Network (technical, not official name) managed using ALMA. Non-UC ILL will continue to be conducted using VDX. There are several areas of possible harmonization between UC Libraries when configuring the UCFN. Although the harmonization is not necessary for the UCFN to function, we feel it is important to harmonize these areas to limit confusion of due dates/locations for the borrower.

Dependencies

When do fines occur? Returned at the owning institution, or the institution handling the loan?

Fines are managed by the owning institution.

Will automatic blocks move over to Network Zone or not?

When patron’s exceed their local fine limits, they will be auto blocked from using the AFN until they clear their fees. Local 04(ILL) and 05(loan, renew, ILL) manually placed on users accounts still allows AFN requests to be placed, but they block in-person borrowing.

Basecamp Ticket Regarding NZ vs. IZ TOU configuration: https://3.basecamp.com/3765443/buckets/15553579/messages/3832319657

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes	Status
Fulfillment and ILL FG		Decision page created to capture possible areas of harmonization for the UC Fulfillment Network based upon the harmonized settings used for Vanguard and Test	Done
Ex-Libris uses the above harmonization areas to craft TOUs in the NZ, that are then pushed out to each IZ for Test Phase		TOUs/Tables Ex-Libris initially configures for the campuses: Consortium Fulfillment Network - Loan TOU Consortium Fulfillment Network - Request TOU Patron Limits Table	Done
Fulfillment and ILL FG reviews and votes on approval of decision page	6/17/2021	As of 6/17/2021, Ex-libris is working to help the FG determine which configuration for the fines/fees limits will be best to implement the desired outcome: default to local fines/fees for lost, replacement, and recall overdues. Since there is a path forward, the FG voted to approve this decision page, so that the campuses could be informed of the areas of harmonization, while the FG continues to work with Ex-Libris on the best configuration to achieve the desired result regarding fines/fees.	Done
Fulfillment and ILL FG sends to PPC for approval, then sends to ICs, local teams, and ILL Ops	6/18/2021