DRAFT SCLS ILS Downtime procedures DRAFT
These procedures list the actions Available and Not Available while Koha and/or the Internet are down. They have
been split into two sections; for Libraries using the Offline Circulation software and Libraries not using the Offline
Circulation software.
For step-by-step instructions on using the Offline Circulation software, see the Circulation Manual, Section XV
Offline Circulation.
When Koha and/or the internet are down.
Libraries using the Offline Circulation software:
1. Check out
a. Use the Offline Circulation software to check out items to patrons who have cards.
b. Do not use Offline Circulation to check out items from the hold shelf OR holds with Hold Pickup
Authorization (HAP) UNLESS you can confirm the HAP and you follow the steps in the optional
CONDITIONAL ACTIONs listed below:
i. CONDITIONAL ACTIONs: IF you allow patrons to take holds during downtime, you must
record the transactions using one of the following options:
1. OPTION 1: Allow patrons with a library card to take their holds by recording their
patron barcode and the item barcodes of the holds onto paper.
2. OPTION 2: IF your library prints out hold slips; you can allow patrons with a library
card to take their holds if you retain the Hold Found slips and then use the slips to
“check out” the items to the patron record when the system is back up.
3. OPTION 3: Allow patrons with a library card to take their holds by scanning their
library card and item barcodes in the Excel spreadsheet.
a. Creating a spreadsheet: In addition to using the Offline Circulation software,
some libraries may find it useful to use an Excel spreadsheet to scan patron
barcodes and item barcodes in order to allow patrons to pickup holds during
downtime. In order to set up an Excel spreadsheet that will allow you to
scan patron and item barcodes:
i. Open an Excel worksheet.
ii. Click on the first column in a worksheet.
iii. Resize the column so that it will accommodate a 14 digit number and
change the number format in the dropdown to “Text”.
iv. Save the file (call it “2013-03-05 Downtime Excel” or something
similar) then pin the icon to the desktop next to your Offline
Circulation icon.
v. When you open this file and click in the first cell, it will allow you to
populate the cell by scanning the patron’s library card. It will then
automatically return to the next row so you can begin scanning item
barcodes. It is recommended that you leave a blank row between
patron transactions.
c. If the downtime is for more than one day, a new file should be created each day of the downtime.
2. Patron Registration.
a. DO NOT ACCEPT new Patron Registration applications or distribute new/replacement Library
cards during downtime.
3. Placing and checking in Holds.
a. No holds can be placed.
b. Items you receive in delivery with attached hold slips/post-its should be put aside. Check them in
when the system is available.
4. Check in
a. DO NOT CHECK IN any materials, including your own. The Offline Circulation software does not
trap items for holds or check in lost items.
b. Retain all items returned to your library, regardless of ownership.
i. CONDITIONAL ACTION: IF the downtime is for more than 8 hours, and retaining returned
items is becoming problematic:
1. Retain items owned by your own library, FCH, MID, SUN, and VER. These libraries
use sorters for Check In and are not able to backdate returns.
2. Put items owned by all other libraries into Delivery bins to those libraries.
3. If you think an item may fill a hold at your library, set it aside and check it in after
the system is back up.
Libraries NOT using the Offline Circulation software:
1. Check out
a. OPTION 1: Allow patrons with a library card to take their items, including holds, by recording their
patron barcode and the item barcodes of the items onto paper.
b. OPTION 2: Allow patrons with a library card to “checkout” their items and holds by scanning their
patron barcode and the item barcodes in the Excel spreadsheet.
i. Creating a spreadsheet: In addition to using the Offline Circulation software, some libraries
may find it useful to use an Excel spreadsheet to scan patron barcodes and item barcodes in
order to allow patrons to pickup holds during downtime. In order to set up an Excel
spreadsheet that will allow you to scan patron and item barcodes:
1. Open an Excel worksheet.
2. Click on the first column in a worksheet.
3. Resize the column so that it will accommodate a 14 digit number and change the
number format in the dropdown to “Text”.
4. Save the file (call it “2013-03-05 Downtime Excel” or something similar) then pin
the icon to the desktop next to your Offline Circulation icon.
5. When you open this file and click in the first cell, it will allow you to populate the cell
by scanning the patron’s library card. It will then automatically return to the next
row so you can begin scanning item barcodes. It is recommended that you leave a
blank row between patron transactions.
2. Patron Registration.
a. DO NOT ACCEPT new Patron Registration applications or distribute new/replacement Library
cards.
3. Placing and checking in Holds.
a. No holds can be placed.
b. Items you receive in delivery with attached hold slips/post-its should be put aside. Check them in
when the system is available.
4. Check in
a. Retain all items returned to your library, regardless of ownership.
i. CONDITIONAL ACTION: IF the downtime is for more than 8 hours, and retaining returned
items is becoming problematic:
1. Retain items owned by your own library, FCH, MID, SUN, and VER. These libraries
use sorters for Check In and are not able to backdate returns.
2. Put items owned by all other libraries into Delivery bins to those libraries.
3. If you think an item may fill a hold at your library, set it aside and check it in after
the system is back up.
Check the statuswiki to see when the system becomes available. Also check your email for more detailed
information. When the system becomes available, follow these steps …
When Koha and/or the internet are back up
For a complete network downtime, libraries should wait for a "System is up" message on the status wiki. Most
libraries have one or two computers or mobile devices that can access the Internet outside of the SCLS Network so
they can monitor the status wiki for the rest of the staff. We also call the libraries when the SCLS network is back
up.
For (just) a Koha downtime, libraries should wait for a "System is up" message on the status wiki. You no longer
have to wait a certain amount of time to upload the Offline Circ transactions.
Libraries using the Offline Circulation software:
1. Checkout.
a. Upload the offline circulation transactions at every PC that checked out items. Double check the
date before seleting the file to ensure you are uploading the correct file. For instructions, go to the
Circulation Manual, Section XV , Part I Uploading data to Koha.
b. CONDITIONAL ACTION checkouts:
i. If you allowed Holds pickup, manually check out the holds to the appropriate patrons using
the Information you recorded.
ii. If you allowed Hold Pickup Authorization, manually check out the holds to the patrons who
picked up the items, using the information you recorded.
c. Record any transactions with invalid barcodes and follow the steps in Section XV Part J to find the
information to complete the transactions.
d. If any upload did not succeed, calls the SCLS ILS Help Desk immediately; DO NOT try uploading the
file more than once.
2. Holds.
a. Patrons will be able to place holds through the PAC.
3. Check in.
a. Check in all items received in delivery starting with the oldest box(es) first.
b. Check in all items that were set aside, beginning with those from the start of the downtime.
c. Depending on your library’s policy, you can backdate all returned items based on the number of
days the system was down. OR
d. Backdate by one week all items received in Delivery bins for 5 days after the downtime.
4. Post-downtime file maintenance: See Section XV, Part L Deleting Data files for information and instructions.
Libraries NOT using Offline Circulation:
1. Check out.
a. Using your paper records or Excel spreadsheet, check out all items to your patrons.
b. If you allowed Holds pickup, check out the holds to the appropriate patrons using the Information
you recorded.
c. If you allowed Hold Pickup Authorization, you must check out the holds to the patrons who picked
up the items, using the information you recorded
2. Holds.
a. Patron will be able to place holds through the PAC.
3. Check in.
a. Check in all items received in delivery starting with the oldest box(es) first.
b. Check in all items that were set aside, beginning with those from the start of the downtime.
c. Depending on your library’s policy, you can backdate all returned items based on the number of
days the system was down. OR
d. Backdate by one week all items received in Delivery bins for 5 days after the downtime.