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JCU Library Experience Procedures ALMA: Fulfilment

Enabled Letters and notices

Enabled Letters and Notices

Purpose: 

  • A list of all enabled letters and notices in ALMA

ALMA Roles

  • General System Administrator
  • Letter Administrator

Responsibility 

  • Team Leader
  • System Admin

Letters and notices are sent out automatically. If you see any issues with the wording or formatting (Including out of date information) please advise  your Team Leader as soon as possible. 

List of current enabled letters used in client Services

Overdue/Lost Letters

Long Overdue Item (FulOverdueAndLostLoanNotification)

1st notice wording - Overdue Item Notification This is to inform you that the items with the details below, borrowed by you, must be returned otherwise they will be declared as lost.

2nd notice wording - as per 1st notice

3rd notice wording - as per 1st notice

Lost items Bill (FulOverdueAndLostLoanLetter)

4th notice wording - This is to inform you that the items with the details below borrowed by you have been declared as Lost. An account for replacement costs will be emailed to you. 

  • Alan Cockerill could you please add the salutation to the FulOverdueAndLostLoanLetter. It is currently showing Lastname, Firstname instead of Dear Firstname 30 Nov 2021 

Activity Statements
  • Borrowing Activity Summary

Sent to patrons with active loans, overdue items or fines.

  • Courtesy Letter (FulUserLoansCourtesyLetter)
    • Letter title - Unable to renew Item  - unable to be renewed as requested by another patron
      • JCUA wording - The following items are unable to be renewed as they are requested by another patron or your account is about to expire. Please return these items to the Library by the due date to avoid the accrual of overdue charges.
      • JCUS wording - This is a courtesy reminder that the following items on loan to you will be due soon. Please return them on or the before the due date at the book drop at level 2. Students may renew online. Select MY LIBRARY ACCOUNT and use the "Renewal” option. Only one renewal allowed per item
    • Letter title - Courtesy letter
      • wording - The following items are unable to be renewed as they are requested by another patron or your account is about to expire. Please return these items to the Library by the due date to avoid the accrual of overdue charges.

Membership Letters

Fine/Fee Letters
  • Payment Receipt (FineFeePaymentReceipt)
    • letter title -Library Payment receipt

Sent to patrons when payment has been processed.

Request/Holds Letters
  • On Hold Shelf (FulPlaceOnHoldShelf) - Notification that items placed on request are now available for collection from the hold shelf on the designated campus. Hold expiry date given.
    • wording - The following item, which you requested on 20/08/2021, can be picked up from Cairns - CNS Circulation Desk Hold Shelf. Please borrow using the Self Check machine.The item will be held for you until 28/08/2021.

Letter is generated when the requested item is scanned in or returned

Date Change Letters
  • Loan Status Notice

Sent to patrons; indicates changes in the status of a loan or the due date, including changes such as:

A due date changes, regardless of whether a recall has been issued.

A recall is issued but the due date hasn't changed.

  • Due Date Change (FulItemChangeDueDate) - sent when the library staff alters the due date
    • wording - The library has changed the due date of your borrowed item. See details for change in due date
  • Shortened Due Date (FulShortenedDueDateLetter) - system generated
    • wording - The due date for your borrowed item Title was shortened as your Library account will expire before the original due date.

Loans/Returns Letters
  • Loan Receipt Letter (FulLoanReceipt) - generated at time of loan
    • wording -The following items have been borrowed from the Library:
  • Library Items returned (FulReturnReceipt) - generated at time of return
    • wording - The following items were returned to the library:

nb: self check generates one email per item

Scheduled letters
  • Borrowing Activity Summary - 2nd day of each month
  • Courtesy notices - everyday at 5am
  • Overdue notices - every day at 8am
  • Fines/Fees notification - every day at 2pm
  • Loans - Overdue and lost loans - every day at 4am
  • Loans - Due date correction after calendar change - everyday at 11pm
  • request expiration - every day at 5am

Users - remove blocks - every day at  6am

Other

New Library Item (InterestedIn) - this is an Acquisitions letter - check if they are still using

Loans
  • Loan Receipt (FulLoanReceiptLetter)
    • wording - The following items have been borrowed from the Library
  • Loan Return (FulReturnReceiptLetter)

wording -The following items were returned to the library

We acknowledge the Australian Aboriginal and Torres Strait Islander peoples as the first inhabitants of the nation and acknowledge Traditional Owners of the lands where our staff and students, live, learn and work.Acknowledgement of Country

Creative Commons Licence
This work is licensed under a Creative Commons Attribution-ShareAlike (CC BY-SA) 4.0 International License, unless otherwise noted. Content from this Guide should be attributed to James Cook University Library. This does not apply to images, third party material (seek permission from the original owner) or any logos or insignia belonging to JCU or other bodies, which remain All Rights Reserved.

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