Knowledge Base

If your library is planning a temporary closure, a partial relocation of collections, or a disruption to regular services, the Office of Library Services (OLS) can assist with configuration changes in Alma and OneSearch. Before reaching out, review the following considerations and identify which decisions are internal, which tasks your team should complete, and which details you need to provide to OLS.

📆 Scope and Timing

Internal decisions:

• Is this a planned change or an emergency?
• Is the closure full or partial?
• Is it temporary, indefinite, or permanent?
• What are the planned start and end dates?

Library actions:

• Coordinate with campus departments (e.g., facilities, public safety)
• Document any access restrictions for staff and patrons

Details to provide to OLS:

• Type of disruption (closure, relocation, etc.)
• Start and end dates of the disruption
• Whether library staff will have access to materials during the closure

📚 Fulfillment and Circulation

Internal decisions:

• Should items remain visible in OneSearch?
• Should items be temporarily non-circulating?
• Which request types should be disabled:
  • CLICS
  • ILL
  • On-shelf requesting
• Do due dates for current loans need to be extended?
• Do existing hold requests need to be canceled or extended?
• Do locker pickup or delivery services need to be paused or rerouted?

Library actions:

• Notify affected patrons about delays or cancellations
• Monitor loans and hold shelves and update expiration dates as needed

Details to provide to OLS:

• List of request types to disable (CLICS, ILL, on-shelf requests)
• Whether due dates should be extended and for which loans

📍 Alma Location Management

Internal decisions:

• Are any locations being renamed, retired, or repurposed?
• Do you need to create new locations in Alma?
• Should location names reflect the new physical space or preserve the original collection identity?

Library actions:

• None

Details to provide to OLS:

• List of affected locations and any requested name changes
• Indicate whether changes are temporary or permanent
• Specify whether new locations need to be created in Alma

📣 Discovery and User Messaging

Internal decisions:

• Should affected items remain discoverable in OneSearch?
• Do you want a banner or alert displayed in OneSearch?
• Should temporary status be reflected in location names? Example: "Silberman Social Work Collection at Cooperman (Temporarily unavailable)"

Library actions:

• Draft banner or alert language for OneSearch

Details to provide to OLS:

• Exact banner or alert message to display in OneSearch
• Whether to suppress any locations or items from discovery
• Preferred wording for temporary location labels (if applicable)

If you're unsure what to include or how to proceed, contact OLS Support with a description of your plans. We’ll help identify the appropriate steps for your situation.