Activities, Notices, and Reports Descriptions - By Frequency

See also Reports & Activities by Type

Daily Activities

Print Notices (Required)

Patron notices are available each morning to be printed from the notices webpage. You can log in with your library's van code and password. (Please call the OWLS office if you don't know the password.) The notices will remain on that page for one week before being automatically deleted. Notices include:

  • Hold pickup notices (Generated every day. If you mail these, print Sat -Mon notices on Monday)
  • Hold cancellation notices (Generated M-F each day open)
  • Overdue notices (Generated M-F each day open)
  • Bills (Generated as items enter billing cycle)
  • Adjusted bills (Generated when item is returned and bill amount is reduced)

Many libraries choose not to mail some or all notices. Feel free to follow your local procedures. OWLS recommends that all libraries print and mail bills, once they've verified the price using the Search Shelves Before Billing Report.

Notices should be printed once a day.

Check Library Email Accounts (Required)

Patron emails from the online catalog, patron replies to automated notices, book club holds and emailed reports are all sent to the general library email accounts. Some libraries also use these accounts for a public contact point on the library’s website. For each library, this email account is in one of the following formats (where lib is the three letter van code.)

Because these emails often require a timely response, these accounts should be checked every day. (OWLSnet also offers personal accounts.)

Clear Holdshelf (Required)

The Clear Holdshelf Report is available from the Clear Holdshelf screen of the circ client. Choose Clear expired holds and hold shelf. A report will be generated that should be printed and used to send items to other libraries and fill holds for other patrons.

Please clear the holdshelf as part of your morning procedures, so items moving on will be ready for delivery by the time the van arrives. Clearing the holdshelf must be done Monday through Friday each day your library is open, but OWLS recommends that it be done on weekend days when you are open as well.

Print Title and Item Paging Lists (Required)

Paging lists are available to be printed from the Notices screen of the circ client.

Please be sure not to delete, add, modify or save the paging lists. If this does happen, or your paging lists are missing or modified in some way, please contact the OWLS staff as soon as possible.

Title paging and item paging lists should be printed at least every day, but OWLS recommends that the title paging list be printed twice a day.

View Holds (Required)

View Holds is available from the View Holds screen of the circ client.

Holds on available items owned by your library should be looked at on a daily basis.

View Holds should be checked for old holds and stalled holds on a weekly basis.

View Holds can also be used as a collection development tool. Detailed instructions for using View Holds are available from View Holds on the Millennium information page.

Work Search Shelves Before Billing report - emailed to library (Required)

This report is emailed every day from the OWLS office to the library email account. (Not all libraries will receive this report every day.) It includes items that will be billed soon. Time to bill varies, but is at least five working days from the date of the report.

Please check your shelves for these items and check them in if found. Also, please verify that the price listed in the item record is the correct price to be charged to the patron.

View Daily Circulation Activity Statistics - Web Mgmt (Optional)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report. These statistics are only intended for measuring activity at the circulation desk.

Weekly/Bi-weekly

View Discarded Items/Statistics Report - emailed to library (Optional)

These optional reports are emailed every week from the OWLS office. Each library who requests it can receive a list of their items deleted from the system and/or a list of the number of their items deleted from the system by item format. These reports are intended for collection development use. No action is required. Please call the OWLS office if you would like to start or stop receiving these reports.

Work Too Long in Transit Report - emailed to library (Required)

This report is emailed every two weeks from the OWLS office to the library email account. It lists all items that have been in transit for over 15 days. Items will be included on your library's report if your library owns the item, is expecting the item for a hold, or was the last library to check in the item.

Please check your shelves for these items and check them in if found. Items on this report for over 3 months will automatically be set to Missing by OWLS staff.

Work Search Shelves Claims Returned, Missing, Billed Report - emailed to library (Required)

This report is emailed every two weeks from the OWLS office to the library email account. It lists items that are owned by your library that have a status Claims Returned, Missing or Billed. (Once an item has been billed for over 4 months, it will drop off this report.)

Please check your shelves for these items and check them in if found. If a billed or missing item has not been found after some time, you may change the collection to Discard (and the status to Discard for missing items) for the item to be deleted from the system. Missing items on this report for over 6 months will automatically be set to Discard by OWLS staff.

Work Should be Short Loan Report - online report (Required)

This weekly report is posted on the OWLSnet Online Reports page. It lists items that are not short loan, but most likely should be.

This report is sorted by agency first, then number of holds. It does not include titles with only one or two holds, or titles where the item to hold ratio is less than .4 (there are more than twice as many items as holds.)

Please change your library's items to short loan Itypes as appropriate. (Since some of these shouldn't be short loan, please use your judgment. For example, items for book clubs will appear on this report, but since these represent a very short-term high demand, they probably should not be changed to a short loan Itype.) If the item is in your library, put a short loan sticker on it. If the item isn't available, add an item message that says, "Please add a short loan sticker."

Work Stale Holds Report - online report (Required)

This weekly report is posted on the OWLSnet Online Reports page. This report lists items available to fill bib holds over 2 weeks old, and item holds over 1 week hold. Please look for these items on your shelves and check them in. Please note that a few of the bib holds are listed under multiple libraries, so if an item doesn't trap for a hold, it means that someone else has already filled the hold.

Monthly

Work Lost and Paid/Lost Report - emailed to library (Optional)

This optional report is emailed every month from the OWLS office to the library email account. It lists all items that have a status of Lost or Lost and Paid. Each library who requests it can receive a list of their items that have been reported Lost. Libraries may use this for collection development, to determine whether or not to purchase a replacement item. You may change the collection to Discard for the item to be deleted from the system. Please call the OWLS office if you would like to start or stop receiving this report.

Work New Patrons Report - emailed to library (Optional)

This optional report is emailed every month from the OWLS office. Each library who requests it can receive a list of their new patrons. Libraries can use this to check to see that patron information is being entered correctly. Please call the OWLS office if you would like to start or stop receiving this report.

Work Items in Processing with Holds - emailed to library (Optional)

This optional report is emailed every month from the OWLS office. Each library who requests it can receive a list of their items with a processing status, and holds either on the item or bib record. This report is intended to allow the library to expedite the processing of new items with holds, and is most useful for libraries using the Acquisitions module. Please call the OWLS office if you would like to start or stop receiving this report.

Work Problem Discards - emailed to library (Optional)

This report is emailed every month from the OWLS office. It lists items that have been marked as discard, but for various reasons don't meet the discard criteria. Please look at each item on the list, and following the included instructions, edit the item record to discard the item or fix the item without discarding.

Checkouts and Renewals (revised) - posted on OWLSnet (Optional)

This monthly report is posted on the OWLSnet Statistics page. It lists checkouts by library and renewals by home agency. These numbers will match the end of the year numbers that should be reported to the state on the annual report.

View Checkouts and Renewals by Municipality - emailed & posted (Optional)

This report is emailed every month from the OWLS office. It lists checkouts and renewals broken down by municipality. These numbers will match the numbers on the Checkouts and Renewals statistical report posted on OWLSweb. These numbers will match the end of the year numbers that should be reported to the state on the annual report. This report is also posted on the OWLSnet Statistics page.

View ILL Lender/Borrower Statistics - posted on OWLSnet (Optional)

These monthly reports are posted on the OWLSnet Statistics page. There are two reports - one listing each site separately, and one combining legal library entities. The numbers on the combined report will match the end of the year numbers that should be reported to the state on the annual report. These numbers include both checkouts and renewals.

View Titles & Items Held by Library - Statistics posted on OWLSnet (Optional)

This monthly report is posted on the OWLSnet Statistics page. It lists the total numbers of titles and items by each library. These numbers will not match the counts intended for the state annual report. Those numbers will be reported to you at the end of the year.

View Checkouts by Itype by Ptype Collection Development Statistics - Web Mgmt (Optional)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report. The report can be used to determine the percentage of checkouts of adult and children's materials. (OWLS recommends adding the YA checkouts to the adult numbers rather than the children's numbers to maintain consistency with previous years.) This percentage can be applied to total checkout figures to determine an estimated total checkout by adult and children's materials.

View Checkouts by Call No. by Ptype Collection Development Statistics - Web Mgmt (Optional)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report.

View Hourly/Daily Checkout Statistics - Web Mgmt (Optional)

These statistics are available via the Web Management Reports. Instructions and links are posted on the OWLSnet statistics webpage. This report lists (by terminal/group number) checkouts by day, day of the week and by hour. The statistics do not include renewals, and numbers will not match those circulation statistics intended for the state annual report.

View Public Internet Computer Usage (SAM) - posted on OWLSnet (Optional)

View Wireless - posted on OWLSnet (Optional)

View Ecommerce | YTD Disbursement - posted on OWLSnet (Optional)

View Bills Paid via Ecommerce - posted on OWLSnet (Optional)

View Bills Paid (by transacting library) - posted on OWLSnet (Optional)

View Bills Paid (by owning library) - posted on OWLSnet (Optional)

Quarterly

Work Linked Patrons Between 16 and 20 Report - mailed to library (Optional)

This report is mailed every quarter from the OWLS office. (Not all libraries will receive this report every quarter.) Per OWLSnet policy, libraries should use this report to unlink patrons over the age of 16 who are linked to another adult.

View Cards Held by Residents of OWLSnet Municipalities - posted on OWLSnet (Optional)

This quarterly report is posted on the OWLSnet Statistics page. It lists the total number of patrons in each OWLSnet municipality. By adding up the total number of patrons in your library's municipalities, this report can be used to determine the number of resident registered borrowers on the state annual report.

View Cards Held (by Home Agency) - posted on OWLSnet (Optional)

This quarterly report is posted on the OWLSnet Statistics page. It lists the total number of patrons by home agency. This report (along with Cards Held by Residents of OWLSnet Municipalities) can be used to determine the number of registered borrowers on the state annual report. The total number of cards held by your home agency equals the total number of registered borrowers. Subtract the number of resident registered borrowers (obtained from the Cards Held by Residents of OWLSnet Municipalities Report) from the total number of cards held by your home agency. The result is the number of non-resident registered borrowers on the state annual report.

Annual

View Patron Purge Report - mailed to library (Optional)

This optional report is mailed annually from the OWLS office. It lists all patrons whose cards are expired, accounts have not been used in 3 years and owe no fines or fees. The patron accounts on this report have been deleted from the system, and registration cards should be pulled. Please call the OWLS office if you would like to start or stop receiving this report.