12.05 Yearly Tasks…

At both the beginning and the end of every year there are a number of additional ‘chores’ that need to be carried out to ensure a smooth transition into the upcoming year.

At the beginning of the year:

These steps apply to LibCode and Text Tracker:

1. Software upgrade(s) (this is only relevant if an upgrade is needed):
   • Do ALL 3 backups.
     • Utilities > Backup…yes to update and reindex.
     • Utilities > Alternate Backup…backup to alternate folder.
     • Utilities > External Backup to USB stick (click “add date folder”).
   • Download and install upgrade.
   • Restore backup
     • Utilities > Backup Restore > Restore > All…
2. Set Circulation options:
   • Loan cut-off dates
     • Utilities > Setup > Circulation Options > Staff Loan Extensions, Loan Period Extensions, Loan Cut-off Dates… all take you to the same screen.
   • Reservation expiry periods
     
     • Utilities > Setup > Circulation Options > Reservation Expiry… to set automatic expiry of reservations in queue.
   • Check for overdues.
   • Check loan notes.
   • Use replacement cost.
3. Student rollover:
   • Synchronise borrowers with office systems
     • Refer to manual.
   • Manual adjusting
     • Refer to manual.
4. Delete unused groups:
   • Utilities > Update > Circulation > Unused Groups…Yes to permanently remove unused groups.
5. Delete left borrowers:
   • Utilities > Update > Circulation > Borrowers > Pass warning screen if you have done your Backups > Set selection criteria:
     • Drop-down the “Selection field” and choose “group”.
     • Type LEFT into the “Low Value” box.
     • Click the “Apply” button.
     • Click the “Purge” button and make sure you select the second option “Purge only selected borrowers with no unreturned loans”.
6. Print borrower barcode lists.
7. Bulk-setting loan limits:
   • Please call LibCode Support (07) 4638 9025.
8. Setup borrower images.
9. Lost loans.
10. Long term “lost” staff loans.
11. Left students with loans.
12. Setup circulation email.
13. CME web upload.

At the end of the year:

• Set the Loan Cutoff Dates for staff and students.  You can set different cut-off dates for the various year levels.  For example the Year 12 students leave first, so their cut-off date will be at least a week before they finish, followed by year 11 etc.
• Set the Staff Extension.  Most schools set 999 days, this stops overdue alerts from popping up and long lists of staff overdues being printed by mistake.
• Replace the Web Catalogue so that teachers and students have access to an up-to-date catalogue over the holidays.