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Purpose

This area of FOLIO is where librarians will create individual loan policies to use in circulation rules.

Loan policies govern item loanability, how due dates are calculated, loan renewal behavior, and loan recall behavior.

Loan policies include a wide variety of configuration options (detailed below.)

Loan policies are reusable in circulation rules.




Considerations for Implementation
  1. This is one of the most complicated parts of Settings in FOLIO. Libraries will want to go slowly through this part and thoroughly test the policies to make sure they function as expected.
  2. Loan policies are reusable. Libraries may find it helpful to outline their typical loan behaviors and work on simplifying them first, and then write the policies to reflect that, to avoid writing extraneous policies that aren't needed.


Permissions

There is one permission for this area of Settings:

  • Settings (Circ): Can create, edit and remove loan policies

There are no action-based permissions for this area of FOLIO.

UX/UI


The fields available in a loan policy are dynamically generated depending on configuration options that are chosen.

About

  • Policy Name
    • Text field
    • Required
    • Does it need to be unique?
  • Policy Description
    • Text box
    • not required

Loans

  • Loanable
    • Checkbox
    • If unchecked, no other fields display
    • If unchecked, policy will function as making item non-circulating
    • Because policies are re-usable, libraries should only need one non-circulating policy to be created
  • Loan Profile
    • Required if item loanable
    • Drop-down menu
    • Two choices - fixed, rolling
    • Fixed: when item is loaned during a particular time period, define the end date. Use this for "loan item to the end of semester" or "loan item to end of academic year"
    • Rolling: for loan periods of defined length, including short loans (<24 hours). Use this for "item loaned for 28 days" or "item loaned for one week."

Loan Profile 

If you choose a rolling loan profile, you get the following fields: If you choose a fixed loan profile, you get the following fields:

Loan Period

  • Text Box and drop down
  • Required
  • Text box - number - period of loan
  • Drop down - interval - minutes, hours, days, weeks, months

Fixed due date schedule

  • Drop-down
  • Required
  • Drop down options: Select from fixed due dates configured elsewhere in settings
  • The schedule you choose determines the due date for the item.
  • Note that fixed due dates are only applicable for loans longer than 24 hours, and the due date/time currently is automatically set to 11:59 PM or the close of that service point's day (this needs to be verified)

Fixed due date schedule (due date limit)

  • Drop down 
  • Optional
  • Drop down options: Select from fixed due dates configured elsewhere in settings
  • Use to enforce a stop point on continuing renewals. For example, you may allow students to renew items every four weeks, but want renewals to stop at the end of a semester. So you would set the fixed due date to stop renewals on May 15th or whatever date you choose, to get the books to be returned.

Closed library due date management

  • Drop down 
  • Required
  • Select from  Keep the current due date; Move to the end of the previous open day; Move to the end of the next open day;
  • The label here is not entirely clear - FOLIO does not have a concept of library closure, it has a concept of service point closure (managed in Calendar)
  • Note that the service point in this scenario is the service point that loaned the item, not the primary service point for the item's effective location. (this needs to be verified)
  • This option tells the loan policy what behavior is desired if an item's calculated due date lands in closed hours for the service point.

Closed library due date management

  • Drop down 
  • Required
  • Select from  Keep the current due day (or date/time), Move to the end of the current service point hours; Move to the beginning of the next open service point hours.
  • The label here is not entirely clear - FOLIO does not have a concept of library closure, it has a concept of service point closure (managed in Calendar)
  • Note that the service point in this scenario is the service point that loaned the item, not the primary service point for the item's effective location. (this needs to be verified)
  • This option tells the loan policy what behavior is desired if an item's calculated due date lands in closed hours for the service point.
  • Grace period
    • Text box and drop down
    • Optional
    • Text box - number for length of grace period
    • Drop down - interval for length of grace period
    • Applying a grace period means that the item is not overdue until after the loan due date/time + grace period
    • Adding grace period to a due date follows the same logic that you chose for closed library due date management, if the grace period lands in a closed time for the service point (this needs to be verified)

Grace period

  • Text box and drop down
  • Optional
  • Text box - number for length of grace period
  • Drop down - interval for length of grace period
  • Applying a grace period means that the item is not overdue until after the loan due date/time + grace period
  • Adding grace period to a due date follows the same logic that you chose for closed library due date management, if the grace period lands in a closed time for the service point (this needs to be verified)

Item limit

  • text box
  • optional
  • currently in development - see UXPROD-2149

Item Limit

  • text box
  • optional
  • currently in development - see  UXPROD-2149 - Getting issue details... STATUS

Renewals

Renewable 

  • Checkbox
  • Optional
  • If unchecked, no other fields in the renewals section display, and the item is not renewable

If Renewable is checked, you get additional fields.

  • Unlimited renewals
    • Checkbox
    • Optional

If Unlimited renewals is unchecked, you get the following field;

  • Number of renewals allowed
    • Textbox
    • Required
    • Number input - number of renewals that are allowed on the loan.

And then finally, if Renewable is checked, and Unlimited renewals checked or unchecked, you get the following field:

  • Renewal period different from original loan
    • Checkbox
    • Optional
    • If checked, you are prompted to choose an alternate fixed due date schedule for renewals.

Request Management

This is where you decide if you want to allow recalls and/or holds. All of these fields are optional. If you leave them empty, the policy will allow NO recalls and NO holds. (this needs to be verified)


Recalls

Recall Return Interval

  • Text box and drop down
  • Optional
  • Text box -number for length of recall return interval
  • Drop down - unit for recall return (minutes, hours, days, weeks, months)

This option is for how long a patron has to return a recalled item before it becomes overdue. (this needs to be verified)

Minimum guaranteed loan period for recalled items

  • Text box and drop down
  • Optional
  • Text box -number for length of minimum guaranteed loan period
  • Drop down - unit for minimum guaranteed loan period (minutes, hours, days, weeks, months)

If you choose to allow an item to be recalled, but not have a minimum guaranteed loan period, the recall return interval effectively becomes the minimum guaranteed loan period for recalled items. (this needs to be verified)

Holds

Alternate loan period at checkout for items with an active, pending hold request

  • Text box and drop down
  • Optional
  • Text box -number for length of alternate loan period
  • Drop down - unit for length of alternate loan period (minutes, hours, days, weeks, months)

This field would be used if you wanted to shorten a checkout for an item that has people waiting in line for it. If an item is checked out and has no one in the hold queue, then it would get the regular loan period. 

Allow renewal of items with an active, pending hold request

  • checkbox
  • optional

If an item has been checked out, and there are holds in queue for the item, and you check this box, that means you are allowing the patron who has the item to continue to renew it. The patron who has the item can continue to renew it based on the settings in the Renewals section above. 


Searching

No default search functions are available in this area of Settings. 

If this changes, please update the documentation.


Functional workflows

The functional workflows for this area of FOLIO are to create, edit, and save loan policies. 

Libraries will want to have different loan policies to apply different behaviors depending on how they circulate their items. Those behaviors are governed by the field options detailed in UX/UI.

There are no action-based permissions for this section of FOLIO. If that changes, please update this documentation.


Reporting

Because these are settings options, there are no default in-app reports for this area of FOLIO.

There are no LDP reports/queries for this area of FOLIO. If that changes, please update this documentation.

There should be no user-identifiable information in this area of FOLIO, so no fields that would be held back from the LDP.


Integrations

There are no supported integrations out-of-the-box in this section of FOLIO. If that changes, please update this documentation.

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