Fulfillment Ideas for Emergency Response

General Information

During the COVID-19 response period, the Fulfillment Standing Group worked to create useful documentation for operating in a public services environment that focuses on user needs for materials from a distance, more lenient borrowing rules and an increased focus on electronic access.

Scanning and Electronic Reserves

OSU’s Library Experience and Access Department has graciously supplied us with their documentation for scanning and document delivery during this pandemic. It’s process intensive and fairly specific to their environment but lays out a good adaptable workflow for scanning with little staffing. They are specific about copyright, including a copyright statement with every piece, and basing their work and philosophy around the well-received ASERL (Association of Southeastern Research Libraries shared on a cc4.0 license) webinar, “Yes, You Can Scan that Textbook.”

Quarantine, Reshelving Time, and Holdshelf Processing

Recommended quarantine times of 4 days for stacked books and 5 days for AV materials in rigid containers have increased the demand for methods of quarantining our materials. This document details using the Time to Reshelve, Hold Shelf Processing, and Temporary Location features available in Alma for members who are needing to scan their materials prior to quarantine.

Reopening, Home Delivery and Curbside Pickup

Options for home and office delivery are available natively through Alma, as long as you have a valid address in the patron record.

Oregon Tech (OIT) has made their Library Reopening Plan available in powerpoint and video!

What about using masks?

Check out these student focused training videos that might help when/if you have to talk to patrons about using masks in your library spaces.

Letter and Notification Modifications

The Borrowing Activity Letter – This document shows modifications that can be made to the Borrowing Activity Letter to provide a checkout summary and return options, without overdue or fines information. This letter can be sent singly from within the patron account, using Run Now from the configuration menu, or as a scheduled job.

The On Holdshelf Notice – This is the notice a patron receives when their requested item is available for pickup. Many libraries have changed how, when, or where their items are available. Editing this notice can let you selectively describe those changes, as well as providing an opportunity for patrons to schedule their pickup time through linking to a google appointment calendar. Edits are demonstrated here: Documentation, Powerpoint, Video.

For some changes, you don’t even need to go into the XSL of the letter. Simply editing the text that is present in the preset fields will help make your desired changes immediately available. This document shows an example using the Overdue Notice Letter.

Member Documentation

Attached are documents created by Alliance member libraries documenting various parts of COVID-19 operation plans. Please keep in mind these are living documents that will change along with current events to best fit health and safety of library employees and patrons. Other libraries are welcome to use this documentation as a model or inspiration for their own operational plans. Use what you can, and if you have some to add, please Contact the FSG!

Crowd Sourced Reopening Ideas from COVID-19 Response

The Evergreen State College – Library Circulation Curbside Workplace Safety Plan

  • Developed in response to Washington’s phase 2 guidelines for libraries and higher education, easily modifiable for other libraries.

Saint Martin’s University documentation

Western Washington University opening plan

  • Note: plan is constantly evolving in response to current events.