First Overdue Notice
Overdue notices are done by a specific staff member once a week, typically on the same day each week. To find items that are overdue:
- Look through the periodical transaction cards at the Circulation desk.
- Look at the due date on the card. You want items that are seven or more days overdue.
- If the date is July 30, look for items that were due on July 23 and before. This is to coincide with the seven day grace period allowed for overdue items.
- With cards in hand, check to make sure the items have not been returned.
- Check the book trucks, the Circulation desk returns shelves, and the stacks.
- If you do not find the item, write ‘NOS’ (for not on shelf) and the date on the card (usually just under the ‘Third Renewal’ box).
- Look on the sign out card for the patron’s ID number and search for the patron’s record in Aleph.
- There are three places where you can email the patron directly: Checkout, Global Patron Details, and Address Information. Click on the letter icon and a window opens to compose the email. Here is an example of how the notice might look:
- It is best to change the ‘From’ to your own email address. If you do not, replies will go to the Access email account.
- State in the subject line that the message is from SMU and what it is about.
- Always give as much information as possible about the item (i.e. Title, volume, issue number, and year).
- Always give the due date.
- Let the patron know that fines are accruing at 25 cents a day.
- Give a contact number in case the patron has any questions.
- Click ‘Send’.
If the patron does not have an email address:
- Photocopy the card.
- Attach a yellow overdue notice with the copy:
- Supplies are kept at the designated staff members desk.
Once you have prepared the notice, stamp the notice date in the ‘First Notice’ box, and staple an orange card to the back of the sign-out card with a couple of centimetres showing at the top. This will alert the staff member doing morning stats that if the item is returned, it is overdue. It will then be forwarded to the
appropriate staff member to calculate the fines owed and apply the fines to the patron’s record.
Back to Overdue Items