Closed Dates Editor

About

Libraries add, edit, and delete their own holiday, summer, and other special closed dates using the Closed Dates Editor. Closed dates and closed days determine days counted for due dates and fine accrual.

Closed dates are added instantly, and will affect future checkouts' due dates as soon as they are entered. However, if you discover wrong closed dates -- resulting in wrong due dates -- changing the closed date will not impact currently checked out items' due dates or fine accruals. Contact evergreen@owwl.org if you need assistance with bad due dates, loan periods, etc.

Bear in mind that adding new due dates or editing existing due dates should be done at least 6 weeks prior to the nearest closed date. For example, if your library is closed on President's Day in February, you will need to have the closed date entered around the first week of January.

Library directors are able to create Emergency Closings, which do affect current circulations, and can be scheduled within six weeks of the closing (or even in the past!).

Permissions

To edit closed dates, staff need a Circ II or Library Admin account. Staff need a Library Admin account to create an emergency closing.

Closed days vs. closed dates

Closed days are those days on which the library is regularly closed, all year round. These closed days are set by PLS System Staff at the server level. If your library changes a closed day, for example - you have been open 7 days a week but next year will be closed all Sundays - please send an email to evergreen@pls-net.org so we can implement that change.

Closed dates are the specific dates, such as holidays and specific days during the summer, on which your library is closed. These are managed by the library.

Summer closed dates

If you are typically open 7 days a week EXCEPT during the summer, when you are closed every Saturday and Sunday, these weekend closures are treated as closed dates and must be entered individually.

Access the Closed Dates Editor

1. Open the Administration Menu
2. Click Local Administration
3. Select Closed Dates Editor

Your library should be selected in the "Edit Closed Dates for:" field by default, but you should still verify that your library is selected.

The "Date Filter" option will should default to the current date. Only Closed Dates after the date selected in the Date Filter will display in the table.

Add Closing

1. Open the Closed Dates Editor.
2. Click the "Add closing" button.
3. Verify that the correct library is selected in the "Library" field.
4. Do not check the "Apply to all of my libraries" box.
5. Select the Closing type
   • One Full Day: Select this option if you are only adding in a single date for a closure. For example, if you will be closed on the first Monday in September for Labor Day, you would add a one-day closure.
   • Multiple Days: Select this option if you are adding a closure that spans multiple dates. For example, if you will be closed on both the fourth Thursday of November and the Friday right after, you would a multiple day closure.
   • Detailed: Select this option if you will be closed for only a portion of a business day. This is not typically used unless you have a multiple day closure and will either be closing earlier than normal at the start of the closure or will be opening later than usual at the end of the closure.
6. Select the Date
   • For One Full Day: Select the single applicable date. In the example above, you'd select the date for Labor Day.
   • For Multiple Days: Select a Start Date and an End Date. In the example above, you'd select Thanksgiving (Thursday) as the start date and the day after (Friday) as the end date.
   • For Detailed: Like multiple days, but also select a specific start and end time.
7. Enter a Reason (like "Labor Day")
8. Do not check the "Emergency" box or the "Process Immediately" box unless creating an emergency closing.
9. Click OK.
10. The date is added to the list of closed dates. Verify that it appears correctly!
11. Add more closed dates by repeating steps 2-9

Adding a One Full Day closure:

Adding a Multiple Days closure:

Delete a Closed Date

1. Open the Closed Dates Editor.
2. Find the closed date to delete in the table.
3. Select the entry in the table that you would like to delete by clicking on it.
4. Select "Delete closing" -- either from the Actions menu or by right-clicking on the table.
5. At the “Confirm closed date deletion?” verification click OK/Continue.
6. At the “Closed date successfully updated” confirmation click OK.
7. Verify that the closed date has disappeared from the list.

Emergency Closings

The emergency closing option allows library directors to add emergency closings, which shift due dates and hold shelf expiration dates to the next available open day. The emergency will also void any accrued overdue fines for the period, if applicable. The effects of emergency closings, such as the shift in due dates, are permanent and cannot be reversed.

To add an emergency closing, follow the instructions in Add Closing above, but do check the "Emergency" and "Process Immediately" checkboxes in Step 8.

Depending on the length of time selected and the number of circulations affected, the emergency closing may take some time to process. Please do not leave the page until the "Emergency Closing Processing Summary" field shows data highlighted in green.

When should I use an emergency closing?

An emergency closing is appropriate to use for multiday, unexpected closings. For example, a snowstorm that may result in the library being closed for more than one day. As an alternative, libraries may backdate checkins.

Need help adding an emergency closing? Email evergreen@owwl.org