Junior School Overdues Emailed to Parents

Be aware that Oliver does not count weekends, term breaks or any holidays (including in-term) in the ‘Days overdue’ count in the setup fields. This is why, for example, the SCT JS Parent 4-6 Weeks overdue set has ‘Days overdue’ set to 21-30. Four weeks = 4 x 5 days + 1.

NB: Any changes to these overdue sets should only be made after consultation with any Library staff potentially affected i.e JS or MS IRS and including Kate Flowers.

NB: The following instructions assume you are logged in to the 'Management' console of Oliver.

Title:    SCT JS Parent 4-6 Weeks

Sent:    Weekly

Following overdue slips in library class, this is sent to JS parents when item/s are between 4-6 weeks overdue (see note above for time definition).

1. Go to Circulation
2. Go to Overdues and list.
3. Choose SCT Parent JS 4-6 Weeks
4. ‘View’ the overdues and check library shelves for any books on the list. 
5. Click ‘Run’ button – because this is an email list to notify parents, one email will be sent to each borrower’s parent.
6. Following the run, there will be a delay (the larger the number, the longer the delay), then the number of emails sent will be added to the summary.

Title:    SCT JS Parent 6-8 Weeks 

Sent:    Weekly

Another follow-up to JS parents – books are now 6-8 weeks overdue (see note above for time definition).

1. Go to Circulation
2. Go to Overdues and list.
3. Choose SCT JS Parent 6-8 Weeks Parent.
4. ‘View’ the overdues and check for anomalies.
5. Click ‘Run’ button – because this is an email list to notify parents, one email will be sent to each borrower’s parent.
6. Following the run, there will be a delay (the larger the number, the longer the delay), then the number of emails sent will be added to the summary.

Title:    SCT JS Parent WEEK 4 *Overdues from Previous Term 

Sent:    Once, in Mid-term

This is sent in mid-term to parents of students who still have books outstanding from the previous term. A warning, it is intended to prompt returns and reduce the substantial effort, time and potential confrontation involved in auditing and checks. *Note that the date range must be edited once per term for this to be accurate.

1. Go to Circulation
2. Go to Overdues list
3. Choose SCT JS Parent WEEK 4 *Overdues from Previous Term 
4. Choose the 'Edit' button on the upper left
5. Edit the fields in 'Due between dates' - I recommend making the 'from' date the first day two terms ago and the 'to' date is the first date of the current term.
6. Click the 'Save' button on the upper left
7. ‘View’ the overdues and check for anomalies (button above/left)
8. Click ‘Run’ button – because this is an email list to notify parents, one email will be sent to each borrower’s parent.
9. Following the run, there will be a delay (the larger the number, the longer the delay), then the number of emails sent will be added to the summary.

Title:    SCT JS Parent WEEK 8 CHARGE PENDING

Sent:  Second-last week of term

Final warning to parents, after students have had at least eight reminders and parents have received a mid-term warning of possible charges.

1. Go to Circulation
2. Go to Overdues and list.
3. Choose SCT JS Parent WEEK 8 CHARGE PENDING
4. Click Edit button on upper left
5. Edit ‘Due between dates’
   1. If you are at the end of Term 2, the ‘from’ date will be two weeks after the start date of the previous Term 4.
   2. The ‘to’ date will be two weeks after the beginning of the current term.
6. ‘View’ the overdues and check library shelves for any books on the list. 
7. Click ‘Run’ button –because this is an email list to notify parents, one email will be sent to each borrower’s parent.
8. Following the run, there will be a delay (the larger the number, the longer the delay), then the number of emails sent will be added to the summary.