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Create a quarantine patron and temporary quarantine shelving location

Discover how to create a quarantine patron and a temporary shelving location for quarantined items, generate a list of barcodes of all items currently checked out to patrons, and bulk update currently checked out items to the temporary quarantine shelving location.

 Note: OCLC recommends documenting your current policies prior to making any changes. This will make it easier to revert changes when it is time to remove the quarantine configuration.

Overview

You can create a quarantine patron to check out returned items to for the duration of the quarantine period. This will prevent patrons from attempting to check out returned items, and you can set up the quarantine patron so that a staff member will receive a notification when the quarantine period is complete.

You can also create a temporary shelving location for quarantined items. Items that are in quarantine will appear this way in WorldCat Discovery to patrons searching for them.

 Caution: To prevent performance degradation, please limit the number of items checked out to a single user account to under 1,000. Multiple accounts can be created for larger numbers of quarantined items.

Create a quarantine patron

Create a new patron type policy

  1. Sign in to OCLC Service Configuration and navigate to WMS Institution > Institution Borrower Categories.
  2. Add a row for a new patron type and name it Quarantine. Click Save. After saving, allow the system 15 minutes to refresh. 
  3. Navigate to WMS Circulation > Patron Type Policy
  4. You will now see a policy name called Quarantine. Click the link to edit the policy. 
  5. Leave all loan limits set to No Limit and click Save.

Create a quarantine patron within WMS

 Note: If your institution will be quarantining a large number of books, we recommend creating more than one quarantine patron. Checking out thousands of items to a single user can cause system issues.

  1. Sign in to your instance of WorldShare Management Services using an account with the User Admin role. 
  2. Navigate to the Admin Tab.
  3. Click New User.
  4. Provide a username and email address for the quarantine patron. The email address should be the address that will receive notifications for the due dates of the quarantined items. 
  5. Select Quarantine as the Patron Type.
  6. Click Save.

Create a temporary shelving location for quarantined items

Add a shelving location for quarantined items

  1. Navigate to WorldCat Discovery and WorldCat Local > Holding Codes & Shelving Location Messages > Holding Codes Translation Table within OCLC Service Configuration 
  2. Choose which branch you would like to add the new shelving location. If you have multiple branches, you may need to add a shelving location for each branch. 
  3. Click the cell that contains the shelving locations for the branch that you would like to update. This opens an editor that can be expanded.
     Note: It is recommended to copy the existing shelving location data into another application to ensure you have the original data.
  4. Add a new shelving location to your list called Quarantine. Multiple shelving locations are separated by a semicolon. (;) 
  5. Repeat these steps as needed for each branch and click Save.

 Note: It is recommended that a shelving location message be added to the Quarantine location to provide context for patrons.

Create a new location policy for quarantine

  1. Navigate to WMS Circulation > Location Policy
  2. Add a new row to the Location Policy Map for each Quarantine shelving location. 
  3. For each row, select the appropriate branch and shelving location. Set material format to All, status to Available, and Fulfill holds for to No Patrons. 
  4. Click Save

Update loan limit policies

  1. Navigate to WMS Circulation > Loans > Loan Limit Policy
  2. Create a new loan policy called Quarantine. 
  3. Leave all values set to No Limit. Click Save
  4. Navigate to WMS Circulation > Loans > Loan Limit Matrix.
  5. Add a new row to the matrix with Quarantine selected for the Patron Type Policy, All for Material Format, and the appropriate branch and Quarantine shelving location. Select the Loan Limit Policy named Quarantine.

Create a new loan policy

  1. Navigate to WMS Circulation > Loans > Loan Policy
  2. In the upper right-hand corner, click Create New to add a new loan policy named Quarantine
  3. Update the loan period to reflect the amount of time the items will need to be in quarantine. 
  4. Apply a notification policy that will send an overdue notice once the end of quarantine is reached. 
  5. Click Save.

Update the loan policy map

  1. Navigate to WMS Circulation > Loans > Loan Policy Map
  2. Add a new row to the map using the green plus sign. 
  3. For Patron Policy, select QuarantineMaterial Format, select All. Holding Location, select the appropriate branch. Shelving Location, select Quarantine. Loan Policy, select Quarantine. Long Overdue and Lost Policy, select none
  4. Add additional rows as needed for multiple branches. 
  5. Move the location of the rows to the appropriate location in the loan policy map. The system evaluates the map from top to bottom, left to right until a match is found. 
  6. Click Save.

Run the All Checked Out Items Report

Running the All Checked Out Items report within WorldShare Analytics will allow you to generate a list of barcodes of the items currently checked out to patrons. 

  1. Navigate to the Analytics tab within your instance of WMS.
  2. Select Reports > Reports from the left navigation. 
  3. Click the Circulation accordion and select the All Checked Out Items report. 
  4. The report will open in a separate tab. The barcodes can then be copied to bulk update the temporary shelving location. If your institution has multiple branches, the list of barcodes for each branch will need to be copied separately.

Bulk change currently checked out items to the temporary shelving location

 Note: This will only apply to items with LHRs. Temporary items will need to be moved to the Quarantine shelving location manually. If your library has multiple branches, these updates will need to be made separately for each branch.

The temporary shelving location of checked out items can be temporarily changed using a bulk action within Record Manager.

  1. Navigate to the Metadata tab within WorldShare.
  2. On the left navigation, click Record Manager > Record Work Lists
  3. Click the LHR tab and select New Record Work List
  4. Name the work list Quarantine and click Save
  5. The work list is then created. Click the name of the list to edit.
  6. Click the Actions button and from the flyout menu select Add > Target Records Using Barcodes
  7. Paste the list of checked out barcodes into the box. This will send the selected items to the work list. 
  8. Select Base Script from the Edit Action drop-down. 
  9. Select Update Temp Shelf Loc from the Script Name drop-down. 
  10. Choose the appropriate branch. 
  11. From the Current Temporary Shelving Location drop-down select Any. From the New Temporary Shelving Location drop-down select Quarantine
  12. Select all of the records by clicking the checkbox at the top of the table. 
  13. Click Actions > Edit > Selected Target Records
  14. Click Apply in the Apply LHR Script to Selected Record(s)
  15. If you have multiple branches, repeat the steps above as needed.

Check out returned items to the quarantine patron

As items are returned to your library, check them in and then check them out to the quarantine patron. After the designated quarantine period is over, a notification will be sent to the user specified in the quarantine record. When the quarantine period is over, the item can be moved back to the appropriate shelving location and then checked in to remove it from the Quarantine patron account.  

 Note: Items checked out with an existing hold request will require an override from a user with the appropriate circulation role.

Add a staff note for quarantined items

As items are checked in, you can add a staff note indicating the date the quarantine period will end. Each day, you can perform an LHR search within WorldShare Circulation of records containing the current date.

  1. Navigate to Circulation > Discover Items.
  2. Type or scan the barcode of the returned item into the Enter barcode field.
  3. Click Edit Item.
  4. In the Note(s) section, select Staff from the drop-down list.
  5. Enter a note containing the date the quarantine period will end for this item. Click Save.

Search for a staff note

  1. Navigate to Circulation > Discover Items.
  2. Select Local Holdings Records from the Data Type drop-down list.
  3. elect Private Note from the Index drop-down list.
  4. Perform a search for a specific date to see items ready to be removed from quarantine. Remove the staff note from the record. 

Bulk remove the temporary shelving location 

After the quarantine period has ended, you can remove the temporary shelving location from the LHRs using a bulk action in Record Manager. 

  1. Navigate to the Metadata tab within WorldShare.
  2. On the left navigation, click Record Manager > Record Work Lists
  3. Click the LHR tab and select New Record Work List
  4. Name the work list Quarantine and click Save
  5. The work list is then created. Click the name of the list to edit.
  6. Click the Actions button and from the flyout menu select Add > Target Records Using Barcodes
  7. Paste the list of checked out barcodes into the box. This will send the selected items to the work list. 
  8. Select Base Script from the Edit Action drop-down. 
  9. Select Delete Temp Shelf Loc from the Script Name drop-down list.
  10. Choose the appropriate branch. 
  11. Select a Quarantine from the Deleted Temporary Shelving drop-down list.
  12. Select all of the records by clicking the checkbox at the top of the table. 
  13. Click Actions > Edit > Selected Target Records
  14. Click Apply in the Apply LHR Script to Selected Record(s)
  15. If you have multiple branches, repeat the steps above as needed.

 

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