Circulation Letters

Here are the fulfillment-related letters currently active in Alma.
Changes are requested by the Head of Circulation and implemented by the Alma Tech Team (Configuring Alma Letters).

what we will call it	letter name in Alma	description
Overdue Notice	Ful Overdue And Lost Loan Notification Letter (type 1) Type 1 text (as of 7-2024) The following item(s), currently charged to you, are overdue. To avoid replacement fees, please return or renew them as soon as possible. Online renewal is available for most items, unless the item has been recalled or it has exceeded its renewal limit.	1 day after due date Guests: day 1 after due date ILL: day 1 after due date
Long Overdue Notice	Ful Overdue And Lost Loan Notification Letter (type 2) Type 2 text (as of 7-2024) The following item(s), currently charged to you, are long overdue. Please return or renew them as soon as possible to avoid lost replacement fees. Online renewal is available for most items, however please note that once an item is declared lost, it can no longer be renewed online.	Day 30 after due date Guests: day 10, 20, 30 after due date ILL: day 10 after due date
Lost Warning	Ful Overdue And Lost Loan Notification Letter (type 3) Type 3 text (as of 7-2024) The following item(s), currently charged to you, are long overdue and will be marked “lost” very soon. Please return or renew the items immediately to avoid lost replacement fees. Online renewal is available for most items, however please note that once an item is declared lost, it can no longer be renewed. If the items are lost, please contact circulation staff to arrange for payment.	Day 60 after due date Guests: days 40, 50 after due date ILL: day 20 after due date
Lost Notice	Ful Overdue And Lost Loan Letter Letter text (as of 7-2024) This is to inform you that item(s) listed below are long overdue and are marked "lost". Replacement fees have been applied. The Library reserves the right to adjust the fee upward if it does not cover the cost of replacement. Please return these items as soon as possible or contact us at fstcirc@princeton.edu.	Day 90 after due date Guests: day 60 after due date ILL: day 30 after due date Sent to patrons by the Loans - Overdue and Lost Item job; sent once per notification type
Long Lost Notice	Ful Overdue And Lost Loan Notification Letter (type 4) Type 4 text (as of 7-2024) This notice reflects items that are long overdue and marked "lost". Replacement fees have been applied to your account. The Library reserves the right to adjust the fee upward if it does not cover the cost of replacement. To resolve this issue, please return the lost item(s) as soon as possible. Renewal is no longer an option. If the items are indeed lost, please contact us at fstcirc@princeton.edu to arrange payment.	Days 120, 150, 180, 210, 240 after due date Guests: days 75, 90, 105, 120, 150, 180, 210, 240 after due date ILL: days 60, 90, 120, 150, 180, 210, 240 after due date
Overdue Recall	Ful Overdue And Lost Loan Notification Letter (type 5) Type 5 text (as of 7-2024) The following recalled item(s) are overdue and fines of $1 per day are accruing. Please be aware that your account is blocked and will remain so until the recalled item is returned.	Sent to patrons days 1, 7, 21, 35 after overdue item is recalled
Available Notice	On Hold Shelf Letter	Sent to patrons; indicates that an item is ready for pickup at the hold shelf
Available Reminder Notice	On Hold Shelf Reminder Letter	Sent to patrons after 4 days by the Send Hold Shelf Reminders job (see Fulfillment Jobs Configuration)
Courtesy Notice	Courtesy Letter	Sent to patrons in a nightly job (Notifications - Send Courtesy Notices and Handle Loan Renewals); contains a list of the patron’s loans that are due soon.
Cancellation Notice	Ful Cancel Request Letter	Sent to patrons; indicates that a request has been canceled and the reason for the cancellation.
Hold Slip	Ful Hold Shelf Request Slip Letter	Printed to the circulation desk printer when the item is placed on the hold shelf
Transit Slip	Ful Transit Slip Letter	Sent by the Create Physical Item Move Requests job, or printed by staff
Recall or Due Date Change	Loan Status Notice	Sent to patrons; indicates changes in the status of a loan or the due date
Library Account Login Letter	Reset Password Letter	Sent to guest patrons by circulation staff
Interested Users Letter	Interested In Letter	"Notify User Upon Receiving/Activation" triggers the "Interested In Letter" when the task, found in the "Electronic Resources Activation Task List", is activated, and "Done". [source]
Fines Letter (in development)	Ful Fines\Fees Notification Letter	Sent out by Fines/Fees Notification job as defined in Fines/Fees Notification Profiles

Within the Overdue and Lost Loan Profiles (defining to whom and when the lost and overdue notices are sent) we have rules related to three main categories...

General: identified by patron groups
- STAFF
- Affiliate
- CAR1 Carrel 1
- CAR2 Carrel 2
- GRAD Graduate Student
- SENR Senior Undergraduate
- P Faculty & Professional
- UGRD Undergraduate
- REG Regular Staff
- Affiliate-P Faculty Affiliate
Guests: identified by patron group
- GST Guest Patron
Resource sharing: identified by library (Resource Sharing Library) and the following item policies
- ILLiad borrowing
- Borrow Direct