AutoRenewal

Beginning April 2021, all six libraries have implemented autorenewal for patron materials. 

TABLE OF CONTENTS

• General
  • How does auto-renew work?
  • What would cause an item to not auto-renew?
  • What patron blocks will prevent an auto-renewal?
  • Will all items and patrons receive auto-renewal?
  • Do I lose days on auto-renewal?
  • If an auto-renewal fails for an item, will the system try again later?
  • Can Items still be renewed manually?
  • What items cannot be auto-renewed?
• Notification
  • Will patrons be notified if items have been auto-renewed?
  • Will patrons receive a separate notice for auto-renewals?
  • What does the notification look like?
  • Will items auto-renew for patrons who do not receive notifications via email?
  • Can auto-renewal notices be sent via mail or phone?
• Other Questions
  • If an item is checked out with a special loan period, will the auto-renewal use that special loan period as well?
  • If all items are auto-renewed will patrons be forced to wait longer for in-demand items?
  • Why do we use auto-renewals?

General

How does auto-renew work?

Each morning at 8:00 AM, the system will check for items due in three days and attempt to renew them. Anything that can be renewed will be given a new due date. Items that cannot be renewed will still be due on the original due date.

What would cause an item to not auto-renew?

There are several reasons why an item might not auto-renew.

1. The item does not have any more renewals available (generally 2 per item)
2. The item can fill a hold for another patron. 
3. The patron is blocked.

What patron blocks will prevent an auto-renewal?

In general, any blocks that prevent a normal checkout will also prevent an auto-renewal.  The list of blocks, however, can vary by library. Please see this document for library-specific blocking conditions.

Will all items and patrons receive auto-renewal?

Yes, any checkout that has renewals available and does not fill a hold will be auto-renewed. Patrons cannot opt-out of the auto-renewal process. 

Do I lose days on auto-renewal?

No, the system calculates a new due date based on the original due date.  For example, if a 1-week DVD is due on the 10th of the month, the auto-renewal process will run on the 7th. The new due date will be the 17th.

If an auto-renewal fails for an item, will the system try again later?

No, the auto-renewal process will only run once. If the item does not renew 3 days before the due date, the system will not try again.

Can Items still be renewed manually?

Yes, in addition to the auto-renewal, manual renewals can still be completed via the staff client, Leap, the online catalog, and through the Communico app. Patrons can renew items by calling the library, stop by in person, use our online chat, or do it themselves on the OPAC.

What items cannot be auto-renewed?

• Interlibrary Loan (ILL) items 
• Digtal/econtent items. Patrons will have to go into the platform (Libby, Overdrive, etc) to renew manually. 
• Lucky Day and Special Collection items that prohibit renewals
• Items that have already reached their maximum renewal limit
• Items that can fill a hold for another patron

Notification

Will patrons be notified if items have been auto-renewed?

Yes, patrons with a notification preference of Email or Text message will receive a notification as part of the "Almost Overdue" (courtesy) notice.  The system does not send phone notifications for auto-renewal.

Will patrons receive a separate notice for auto-renewals?

No, the auto-renewal notice will be combined with the Almost Overdue (courtesy) notice.

What does the notification look like?

The Almost Overdue Notice will be modified to include one additional section related to auto-renewal. The notice will now be split into three sections:

• Almost Overdue 
  • "The following items are checked out and due soon…"
• Auto-Renew 
  • "We have automatically renewed the following items…"
• Almost Overdue - Other Items
  • "Other items checked out to you…"

The specific text of the email can be modified by branch. For the current settings, please see the "Patron Notice Custom Text" WebReport.

For text messages, patrons will receive a short text:

• “Just a reminder: library items checked out to you have been automatically renewed. Contact the library or check your account on-line.”

Just like emails, the specific text of the SMS message can be modified by branch.

Will items auto-renew for patrons who do not receive notifications via email?

Yes, items will still renew, but the patron will not be notified of their renewal.

Can auto-renewal notices be sent via mail or phone?

No, notices can only be sent via email or text message.

Other Questions

If an item is checked out with a special loan period, will the auto-renewal use that special loan period as well?

No, the renewal will use the item's default loan period. For example, if a 21-day item was checked out with a special loan period of 28 days, the auto-renewal will only extend it for an additional 21 days.

If all items are auto-renewed will patrons be forced to wait longer for in-demand items?

Typically no. Just like the process for regular renewals, if an item can fill a hold, as many new items can, the item will not be eligible for auto-renewal. Patrons will still be expected to return these materials within the normal due date period.

How will auto-renewal affect circulation statistics?

Auto-renewals are typically counted the same as a general checkout, so it's fair to assume that circulation statistics are higher because of auto-renew.  Based on analysis from our system and other consortia/libraries that implemented auto-renewal, we expect checkout stats are approximately 20-30% higher than before.

Why do we use auto-renewals?

We have implemented auto-renewals as a service for patrons.  Auto-renewals make the library easier to use for patrons and cut down on overdue fees that patrons have to pay.