Schedules and Days Closed

Schedules are stored and used a few different ways throughout the ILS

  • Sierra keeps track of days closed but not opening hours. It uses this information to assign due dates, assess late fines, determine where and when to page for holds, and calculate days on the on holdshelf.
  • The Discover catalog has a library info widget with regular days, hours, and exceptions to the regular schedule. The widget can display up to 10 exceptions, including opening/closing late. It is currently only editable by Mid-Hudson staff.
  • The patron app lists regular days and hours and uses them to give patrons real-time information about libraries’ current statuses under the “Libraries” tab. It does not have a section for exceptions.
  • Notice templates for emails are stored in either Sierra or LX Starter. Libraries may list opening hours on some or all templates – varies by local practice. LX Starter is an email-only product. Sierra includes email templates not using LX Starter, print templates, and all due slips.

Days Closed

Every year, the schedules for major holidays and other closings change a little. You may also find part or all of your building closed as a one-off occurrence. To help patrons avoid frustration and make Sierra run properly, it is important to properly document closings. Libraries should ensure that holiday dates are in place for the upcoming year well before the end of the current year to be, for example, ready for Martin Luther King Jr. Day on the third Monday in January. The form will be updated near the end of each year for the next one, but it can be used year-round. Tech support will be notified of every new submission.

Mid-Hudson will use the information in Sierra to update the Discover catalog in the last week of each calendar quarter.

Days Closed

For holidays and regular closures
Submit Form
coming soon

As well as listing days/hours, parts of the ILS can be used to help with communications about schedule changes

  • Patron app: Ad-hoc push notifications can be used to announce schedule changes or alert people that you are closing early, opening late, planning to be closed due to inclement weather, or any other time-sensitive issues. They will be sent only to patrons who have already subscribed.
  • LX Starter notices: A good place to highlight upcoming closures or changes to opening hours with a message or link.

The following checklists are designed to help administrators through different types of schedule changes in the ILS and other technology. If you need any help, don’t hesitate to contact tech support.

Checklists

Changes to Regular Days, Hours, or Holidays/Exceptions

Use for changes to regular schedule or holidays and other short planned exceptions.

Sierra:

Put planned exceptions into Sierra at least a few weeks before the closing to help calculate future dates like due dates and holdshelf times.

Only include closures in Sierra if you will be closed for the entire day.

Discover:

  • DIY not available. Contact Tech Support. If the changes are planned but not immediate, please include the planned date of change.
  • Request: if you submitted a new Days Closed form, Mid-Hudson will update regular schedules in Discover at the same time as Sierra. 
  • For exceptions to the regular schedule (holidays, etc.), Tech Ops will update the Discover widget quarterly in line with the Sierra Days Closed table. If you would like the Discover catalog updated earlier than regularly scheduled, contact Tech Support.
  • DIY: Log in and navigate to CHANNELS.
    • Click your location’s name, then the tab for Mobile Channel Settings.
    • Edit opening hours using 24-hour format. For closed all day, use 00:00 – 0:00. Scroll down and Save.
  • Request: contact Tech Support with the new hours and when they will go into effect.

Communications:

  • DIY: Push notification or tab – instructions coming soon.
  • Request: contact Tech Support if you would like us to publish a message or notification for you, include the format (push notification or tab), wording, whether to publish immediately or schedule, and when to remove the message (if using a tab).

If your email and/or print templates include your hours and days, how to change the information will depend on which product you use for notices.

Common notice types:

  • Hold pickups
  • Overdues
  • Bills
  • Due slips

LX Starter:

  • DIY: Log in and navigate to Sequences.
    • If you have a design block for your hours, update the block then go into each template and insert the new version of the block and remove the old version. Or, edit the hours on a template, then save as a design block and re-use in other templates. Or, edit templates individually if the design of the hours varies.
    • Consider using notices to highlight changes to regular hours or upcoming holiday closures, such as by creating a section for announcements that you update when appropriate.
    • Template changes cannot be scheduled, so don’t forget to publish changes when you are ready for LX to use an updated version of a template.
  • Request: ask Mid-Hudson to update with a tech support request.
    • Specify the templates if you know which ones need to be updated.
    • If not immediate, specify when the change needs to happen.

Sierra templates and due slips:

  • DIY is not available unless you are familiar with JasperSoft Studios (link coming soon).
  • Request: open a tech support request. Specify:
    • the templates (if known)
    • desired changes
    • if not immediate, when the change needs to happen

Consider normal hours listings, holiday closure listings, and/or using a banner or post to announce schedule changes.

Where else are your hours posted? How do people learn about exceptions to the normal schedule?

  • Social media profiles
  • Google business profile
  • Other directories/listings
  • The library’s voicemail system
  • Physical signage
  • Newsletters

Unplanned Closures

Tips for when the library building is closed on short notice but you are able to communicate with patrons, such as in the case of bad weather, issues with the library building, emergencies, etc.

When you re-open: backdate check-ins to the last open date.

  • DIY: Alert users with a push notification or pinned tab (see above).
  • Request: contact Tech Support with the format (push notification or tab), wording, whether to publish immediately or schedule, and when to remove the message (if using a tab).

In LX Starter, you can add a message to your email notices to help inform patrons of changes to opening hours.

Common notice types:

  • Hold pickups
  • Overdues
  • Bills
  • DIY: Log in and navigate to Sequences. Create an announcement section with the information. Optionally save the section as a design block and re-use on other templates. Template changes cannot be scheduled, so don’t forget to publish a new version when the information is no longer relevant.
  • Request: ask Mid-Hudson to update with a tech support request. Specify:
    • the templates you would like the message on
    • wording
    • when to remove the message (if known)

Consider using a banner or post to announce schedule changes.

How do people learn about exceptions to the normal schedule?

  • Social media profiles
  • Google business profile
  • Other directories/listings
  • The library’s voicemail system
  • Physical signage
  • Newsletters

Extended Closures

This can include parts or all of the building or collection. It’s important to work with Mid-Hudson if you will be closing for longer than a few days.

Sierra and more: see extended closure procedures for working with Mid-Hudson for a smooth extended period of closure for part or all of the building or collection.

Contact Tech Support or call Laurie Shedrick, Technology Operations Manager, at 845-471-6060 extension 220.

Discover: Mid-Hudson can include a range of dates in the exceptions to the regular schedule, or remove the entire schedule.

  • DIY: If fully closing the building, log in and navigate to CHANNELS.
    • Click your location’s name, then the tab for Mobile Channel Settings.
    • Edit opening hours using 24-hour format. For closed all day, use 00:00 – 0:00. Scroll down and Save.
    • Remember to update again when the building reopens.
  • Request: contact Tech Support with the dates of the planned closure.

Communications:

  • DIY: Log in and navigate to APPS. Push notification or tab – instructions coming soon.
  • Request: contact Tech Support if you would like us to add a message to patrons, include the desired format (push notification or tab), wording, whether to publish immediately or schedule, and when to remove the message (if using a tab).

If you have your regular schedule on your templates, consider removing or modifying the block of information.

Additionally, in LX Starter, you can add a message to your email notices to help inform patrons of changes to opening hours.

Common notice types:

  • Hold pickups
  • Overdues
  • Bills
  • Due slips

LX Starter:

  • DIY: Log in and navigate to Sequences.
    • If you have a design block for your hours, update the block then go into each template and insert the new version of the block and remove the old version. Or, edit the hours on a template, then save as a design block and re-use in other templates. Or, edit templates individually if the design of the hours varies.
    • To add an announcement, create an announcement section with the information. Optionally save the section as a design block and re-use on other templates.
    • Template changes cannot be scheduled, so don’t forget to publish a new version when the information is no longer relevant.
  • Request: ask Mid-Hudson to update your listed hours and/or add a message via a tech support request.
    • Specify the templates, the wording, and when to revert changes if known.
    • If not immediate, specify when the change needs to happen.

Sierra templates and due slips:

  • DIY is not available unless you are familiar with JasperSoft Studios (link coming soon).
  • Request: open a tech support request. Specify:
    • the templates (if known)
    • desired changes
    • when to revert changes (if known)
    • if not immediate, when the change needs to happen

Consider normal hours listings, and/or using a banner or post to announce schedule changes.

Where else are your hours posted? How do people learn about exceptions to the normal schedule?

  • Social media profiles
  • Google business profile
  • Other directories/listings
  • The library’s voicemail system
  • Physical signage
  • Newsletters
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