JCU Library Experience Procedures ALMA: Fulfilment

To create a report 

• Go to  Analytics --> Access Analytics
• Select catalog 
• Locate - Community Users Expiry Dates (path is Shared folders --> JCU --> Fulfillment --> Users)
• Click on edit

• Click on Criteria
• Click on Edit pen symbol in Filters

• Edit date to filter date 12 months previous

• Click on Results

• Export results to Excel

• Add column heading Delete Y/N
• Add column heading Date removed
• Add Filters
• Save list to your desktop as a working document

Search for patron in Alma - Manage Patron Services

• Check for outstanding fines, if clear add Y to delete column, if patron has fines put N. Waive any fines under $25, reason - Other, comment 'expired CB'
• Check statistical category for Alumni and change borrower User Group to Associate (some accounts have come across from Horizon as Community Users in error)
• Once list is complete go to Admin  - Manage Users

• Search by Primary identifier (search bar at the top of the page)

• from the ellipsis at the end of the row select Delete

• Confirm
• Add deletion date to spreadsheet
• Once all eligible accounts have been deleted the spreadsheet can be deleted.

As per legislation Borrower Registration forms are retained for two years after their initial submission. 

To keep our folder up to date: 

• Every month we will go through the paper membership forms and pull out any expired forms from the previous year.

For example: If it is February 2024, remove membership forms that have an expiry in January 2024.

(Don't remove alumni forms unless their details have changed)

• In ALMA, search for each patron and file the forms in the YELLOW folder as per: 
  • If the patron has fines on their account, it should be placed in clear slip with the RED square on it.
    • Give details of fines e.g., total, type etc... 
  • If the patron has items on their account, it should be placed in clear slip with the BLUE square on it
    • Give details of how many items, if they are missing/ or lost
  • If the patron has fines and items on their account, it should be placed in clear slip with the PURPLE square on it.
    • Give details of fines e.g., total, type, how many items etc... 
  • If the patron's account is clear then the form can be placed in the GREEN folder noted to be destroyed the next year
    • • If the form was submitted in 2019 and then expired in 2020, it will then be destroyed in 2021.
      • If the patron's account is still active, still place the form in the folder. Community and Reciprocal members should re-submit their forms yearly when Renewing Memberships.
  • If there is no patron account then the form can simply be placed in the GREEN folder. 

Sending Expired forms to Records: 

• At the end of the year, we will send the forms to JCU Records along with the Banking receipts. (See the procedure for sending boxes to records here.) 
  • The box should be labelled:
    • Library 
    • Borrower Registration Forms 
    • A to Z 
    • Year range