Notice Schedule: Difference between revisions

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== Overdue Items ==
==PreDue Notice Schedule and Info==


=== Timeline for Overdues ===
These notices are sometimes referred to as "reminders". 


'''PreDue Notices''' which does include a "freshly-overdue" notice
Receiving these notices is a patron opt-in choice.  It's keyed off of User Cat2, now labeled as PreDue.  Delivery methods are email, phone, and text.


Receiving these notices is a patron opt-in choice.  It's keyed off of User Cat2, now labeled as PreDue. 
Emailed notices are sent during the '''7AM''' hour; Text and Phone are sent at '''noon'''.
 
Emailed notices are sent during the 7AM hour; Text and Phone are done at noon.


* Three Days before due date: First Pre-due notice
* Three Days before due date: First Pre-due notice
* One Day before due date: Second Pre-due notice
* One Day before due date: Second Pre-due notice
* <del>Two Days Overdue: Overdue notice</del> ''decommissioned''<sup>[[Overdues#References|2]]</sup>
* Eight Days Overdue: Overdue notice
'''Overdue Notices'''
Overdue notices are sent on Wednesdays; thus the timing of event can vary by as much as 6 days.
While patrons can choose Phone/eMail/Text as notice delivery options, the ''Third Overdue / Bill for Items Not Returned'' is always sent via USPS.
* Two Weeks (15-21 days): First Overdue Notice
* Four Weeks (29-35 days): Second Overdue Notice
* Six Weeks (43-49 days): Third Overdue / Bill for Items Not Returned.  '''Patron billed for replacement cost of item'''. This notice includes mention of future collections action and additional fees if not rectified.
* Eight Weeks (57-63 days): '''Patron is turned over to UMS''' ''if'' overdue items have a total value of $25 or more.  A $15 REFERRAL bill is created, and patron status changes to COLLECTION.  There is no MFRL notice sent for this action.
'''High Balance Notices'''
In addition to notices for checked out items, MFRL also has a schedule of notices for patrons with large, unpaid balances.  These notices are sent on Wednesdays, and always sent via USPS on a crash mailer.
*Two Weeks with High Balance: Notice sent if amount due on bills that were created 15 or more days ago total '''$25 or more'''.  This notice includes mention of future collections action and additional fees if not rectified.  It also states that no additional notices will be sent, online payment is available, and lists a specific date and time by which fines must be paid (just less than three weeks after notice creation; 8PM on the Monday before "three weeks" occurs).  This time and day revolves around Paymentus hours, not library hours.
*Five Weeks with High Balance: '''Patron is turned over to UMS''' if the balance on bills as described above is $25 or more.  Newly created bills are not added in this calculation. A $15 REFERRAL bill is created, and patron status changes to COLLECTION.  There is no MFRL notice sent for this action.
'''INSTITUTE patrons'''


The only notice listed above that Institutional patrons receive is the ''Eight Days Overdue: Second Overdue email''<sup>[[Overdues#References|1]]</sup>.
==Overdue Notice Schedule and Info==


=== Fees ===
Overdue notices are sent daily. Delivery options are email, phone, and text and is indicated by User Cat6 ("OverDues").  Patrons can't opt out of receiving overdue notices.  USPS remains an option, but it is only for those with no ability to receive electronic delivery methods.
When a patron is turned over to UMS, a collection fee of $15.00 is automatically added to the account.  This fee is '''Non-negotible'''.  This fee defrays the cost that MFRL incurs when sending patrons to UMS.


=== Patrons in Collections Status ===
First and Second Overdue Notices are combined and sent with each other. Emailed notices are sent just before '''8AM'''; Text and Phone notices are sent at '''9AM'''.
* Once in Collection status, a patron must pay their entire balance due to get out of Collection status.
* If a patron in collections wishes to make scheduled payments to their account, we can "suspend" UMS actions (calls and letters from UMS).
* It is not possible to delay the sending of a patron to UMS.


=== Example Notices ===
Bill for Item(s) Not Returned Text and Phone messages are sent at '''10:30AM'''; the Email notifications go out just prior to that.


* One Week: First Overdue Notice
* Two Weeks: Second Overdue Notice
* Three Weeks: Third Overdue / Bill for Items Not Returned.  '''Patron billed for replacement cost of item'''.


For examples of text, phone, and email versions of our predue and overdue notices, see the '''[[Notices]]''' page.
===Exceptions===
*The 3rd OD / Bill Notice does not run for BOARD, STAFF, or RETIREDMFR.  Thus, their checkouts never change from Overdue to Lost-assumed, and no LOST bill is created.
*We don't send USPS 1st or 2nd OD Notices for MAGAZINE checkouts.  However, these can be sent via TXT or PHONE.  The 3rd OD / Bill Notice does not run for these checkouts, so no LOST bill is created.  These checkouts are removed when the magazine is removed from the system, which is 6 months or 1 year from item creation.
*The only notice - PreDue or Overdue - that INSTITUTE patrons can receive is the ''2nd OD eMails - 8 day'' reminder<ref>Per 01/31/2017 Management Meeting</ref>.  This is still dependent upon User Cat2 opt-in indicator.


'''USPS Mailed Notices'''
== See also ==
 
*[[Notice Examples]] - Examples of our notices.
# [[Overdue Notice mail 1|1st Overdue Notice]] - still exists, but used infrequently.
*[[HoldSchedule|Hold Notice Schedule]] - Q: When do Hold Notices go out?  A: Multiple times per day.
# [[Overdue Notice mail 2|2nd Overdue Notice]] - still exists, but used infrequently.
# [[LOD Bill|3rd Overdue / Bill for Items Not Returned]]
# [[High Balance Notice]]


==References==
==References==
<sup>1</sup>As per 01/31/2017 Management Meeting
<references />
 
<sup>2</sup>As per 11/14/2017 Management Meeting; PBWorks ''Event and Configuration Change Log''; "Sirsi WF OD eMail Report Fail - 11/03/2017"

Latest revision as of 08:28, 18 June 2025

PreDue Notice Schedule and Info

These notices are sometimes referred to as "reminders".

Receiving these notices is a patron opt-in choice. It's keyed off of User Cat2, now labeled as PreDue. Delivery methods are email, phone, and text.

Emailed notices are sent during the 7AM hour; Text and Phone are sent at noon.

  • Three Days before due date: First Pre-due notice
  • One Day before due date: Second Pre-due notice

Overdue Notice Schedule and Info

Overdue notices are sent daily. Delivery options are email, phone, and text and is indicated by User Cat6 ("OverDues"). Patrons can't opt out of receiving overdue notices. USPS remains an option, but it is only for those with no ability to receive electronic delivery methods.

First and Second Overdue Notices are combined and sent with each other. Emailed notices are sent just before 8AM; Text and Phone notices are sent at 9AM.

Bill for Item(s) Not Returned Text and Phone messages are sent at 10:30AM; the Email notifications go out just prior to that.

  • One Week: First Overdue Notice
  • Two Weeks: Second Overdue Notice
  • Three Weeks: Third Overdue / Bill for Items Not Returned. Patron billed for replacement cost of item.

Exceptions

  • The 3rd OD / Bill Notice does not run for BOARD, STAFF, or RETIREDMFR. Thus, their checkouts never change from Overdue to Lost-assumed, and no LOST bill is created.
  • We don't send USPS 1st or 2nd OD Notices for MAGAZINE checkouts. However, these can be sent via TXT or PHONE. The 3rd OD / Bill Notice does not run for these checkouts, so no LOST bill is created. These checkouts are removed when the magazine is removed from the system, which is 6 months or 1 year from item creation.
  • The only notice - PreDue or Overdue - that INSTITUTE patrons can receive is the 2nd OD eMails - 8 day reminder[1]. This is still dependent upon User Cat2 opt-in indicator.

See also

References

  1. ↑ Per 01/31/2017 Management Meeting
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