2019-6-6 Resource Access Meeting Notes



Andrea Loigman   

(OLD ACCOUNT) Erin Nettifee

David Larsen

David Bottorff

William Weare

Rameka Barnes

Emma Boettcher

Darcy Branchini

Cheryl Malmborg

Joanne Leary


Beth Chenette

Schwill, Carsten

Kai Sprenger

Katharina Haas

Kimie Kester


Sharon Wiles-Young

Discussion Items

  • Reminder  - no meeting June 17.  Still need a decision on June 20?
  • Please look at user screens and functionality in https://folio-bellis.aws.indexdata.com/ in preparation for a discussion next week.
40minDeclared lostDeclared lostWalk through declared (patron-reported) lost options and get approval for flow of loan status (open/closed), item state throughout the process depending on individual schools' billing preferences

10minStaff slipsCustom staff slips I also have a few questions about staff slips: Custom slips were highly ranked as needed for “go-live”. Can we characterize all staff slips as either a type of hold, transit or call slip? Or are there others that require custom triggers? Can I get a few use cases? Also, are individual call slips required if a pick list report will be developed?

Gap analysis rankingEmma Boettcher
Discussion of surprising discrepancies in RA related gap analysis rankings.

Meeting Outcomes

Functional Area

Product Owner

Planned Release (if known)

Decision Reached


e.g. loans, fees/finesNamee.g. Q4 2018, Q1 2019

LoansEmma Boettcher
If an item is declared lost, regardless of whether the fines/fees are applied are automated or manual, the loan automatically closes when the fines/fees are paidNext step: detail logic for how the loan and item status respond if the item is returned, or if fees/fines are partly paid, or if a fee/fine is totally paid before an actual-cost is assigned, etc. 
LoansEmma Boettcher
Cancel loan: not go-live for libraries, so long as they can undo check outs to D2DAdditional use case of canceling a loan when there are extenuating circumstances to patron-reported lost


Declared Loans & fines and fees - Emma 


Fines/fees policies

Charge amount for item:

  • actual cost (implies manual bill)
  • numeric value (non-zero amount)
  • numeric value (zero)

Lost item processing fee:

  • Numeric value (non-zero)
  • Numeric value (zero)
  • Yes/no: charge if aged to lost
  • Yes/no: charge if declared lost.


Example 1 - charge amount non-zero, lost item, non-zero, gets charged if declared lost.

Item declared lost - assign 2 fees.

Once fees/fines are closed, loan closes.


Example 2 - charge amount non-zero, lost item non-zero, no if declared lost.

Item declared lost - assign 1 fee.

When fee is closed, loan is closes.


Q: What indicates a closed loan? A: it's no longer on the patron's record. It's no longer considered an open loan. 

Add'l: loan history would remain, but person is no longer responsible for book because they paid for it. 

User record notes feature could address this. Bill would also remain on patron's record, just showing that it was paid.

Q: How are you anonymizing things? This can't be truly anonymized if there is a bill still attached to the patron record. And retaining information about billing is also a requirement that may be part of this. How does the presence of a bill affect closed loan anonymization?

Q: What happens to the item state at the point that the fee is closed and loan is closed? A: We haven't discussed yet as a specific label name. An item lost by a patron and paid for, there is an item status change that says we're never getting this back. Should inform reporting. Similar to something that is "long missing."


So what happens when a charge amount is set to the actual cost, which implies manual billing?

Charge amount: actual cost

Lost item: non-zero, yes if declared lost.

When item is declared lost, assign one fee. What next?


Option #1:

Item is declared lost, assigned fee.

Loan stays open until

  • A) lost item processing fee is closed
  • B) another fine/fee is added to the loan
  • C) Any subsequent fines/fees added to loan after declared lost are closed

Loan automatically closes.

Q: B needs to clarify that it is actual cost charge, since a return and an overdue fine could result in loan closing. A: System needs to acknowledge an actual cost fee. 


Option #2

Item is declared lost, assigned fee.

System allows loan to be closed manually.

  • A) Disallowed is status is not "declared lost"
  • B) Disallow if charge amount in fee/fine policy is a numeric value, and not set to "actual cost"

Librarian closes loan after seeing fees/fines have been closed.

Means that ultimate loan closure is done manually.

Q: What about scenario where patron left item on a plane, I'm never getting it back? A: still bill, then review/forgive waive.

Some schools do manual bills prior to graduation, and then the bill goes into a regular process.

Texas A&M reviews every item individually and assign a process for it. They want a loan to sit until they know it's been paid, either at student billing or at library.


Seems like we have a consensus on Option 1 is great.

Q: Will there be the ability to charge a fee associated with replacement copies, in addition to lost item fee? A: Holly is probably best qualified to comment on that.

Q: Does loan really need to remain on their account if they've been billed? A: There are lots of reasons, seems like there is consensus on this.



Working from a google doc — https://docs.google.com/spreadsheets/d/1kP3jrlG4jxIAR-hRYCAGId6F875KC_-YZ7svxlRItU0/edit#gid=0

Hold Slips are built in FOLIO today; Transit Slips are built in FOLIO today.

Next urgent area — Call Slips. 

Reviewing other types

  • ILL or BD slips - a request from another system, handled like a call slip?
  • Answer - from Andrea - D2D and ReShare do talk to current ILSes. It's connected in as basically any other pull slip or paging request.
  • Chicago has built some connections between ILLiad and OLE.
  • Can there be a consensus about how to name these? 
    • David - Paging, since Request type is Page Request.
    • But what about item slips? Lots of disagreement.
    • Can a "page request" slip be triggered manually, without actually generating a page?
  • May be too early for some of this discussion since the actual functionality isn't yet defined or built.
  • Routing Slip templates are probably pretty much the same - doesn't feel like much consensus there - but you don't need to necessarily have different templates for repair, reserves, cataloging.


Gap Analysis and Jira review.

  • Emma - reviewing cancel loan feature (UXPROD-90)
  • Cancelling a loan without indicating an item is returned.
  • Example - D2d errors at Duke; Accommodating theft / police reports at UMass.
    • UChicago would bill and then waive the bill.
  • Andrea - cancelling means that you don't have to clean up the bills.
  • Andrea - if D2D can behave itself, we can work this out. 
  • Encourage folks to downgrade their rankings if at all possible to help with focus on go-live delivery.