5.3. Create An Emergency Closing

Last Updated 11/09/2023

Creating an Emergency Closing

The Closed Dates Editor includes an Emergency Closing feature that allows libraries to shift due dates and expiry dates to the next open day. Overdue fines will be automatically voided for the day(s) the library is marked closed. Once an Emergency Closing is processed, it is permanent and cannot be rolled back. The required EMERGENCY_CLOSING permission is granted to Branch and System Administrators.

The Emergency Closing feature is located within the Closed Dates Editor screen, which can be accessed via the Administration menu. Select Local Administration. From the Local Administration splash page, select Closed Dates Editor.

Within the closed dates editor screen, scheduled closed dates are listed and can be scoped by specific org unit and date. The date filter in the upper right-hand corner will show upcoming library closings on or after the selected date in the filter.

Clicking on the calendar icon next to the Date Filter field will bring up a calendar from which you can select the date you want to view closings for.

Select Add Closing to begin the emergency closing process. A pop-up will appear with fields to fill out. Click the checkbox for "Emergency." When that box is clicked, the "Process Immediately" option will become available.

The Emergency check box is located underneath a section header labeled "Possible Emergency Closing." The "Process Immediately" box is directly below it.

When selecting the Process Immediately checkbox, Evergreen will enact the Emergency Closing changes immediately once the Emergency Closed Date information is saved. If Process Immediately is not selected at the time of creation, staff will need to go back and edit the closing later, or the Emergency processing will not occur.

NOTE:The Emergency checkbox must be manually selected in order to actually set the closing as an Emergency Closing.

In addition to selecting the Emergency check box, fill out the following fields:

Library - Using the dropdown window, select the org unit which will be closing.
Apply to all of my libraries - When selected, this checkbox will apply the emergency closing date to the selected org unit and any associated child org unit(s).
Closing Type - The following Closing Type options are available in a drop down window:
- One full day
- Multiple days
- Detailed closing
Reason - Label the reason for library closing accordingly, for example "Snow Day".

The Multiple days and Detailed closing options will display different date options in the next field if selected.

When "Multiple Days" is selected from the Closing Type menu, two fields for Start and End dates will pop up underneath, with a calendar option to choose the dates.

If "Detailed" is selected from the Closing Type options, fields to set the start and end times by hour, minute, and am or pm will populate under the Closing Type section.

NOTE: The Closed Dates editor is date-aware. If a selected closed date is either in the past, or nearer in time than the end of the longest configured circulation period, staff will see a notification that says "Possible Emergency Closing" in both the dialog box and in the bottom right-hand corner.

By selecting the Emergency checkbox, the system will void any overdue fines incurred for that emergency closed day or days and push back any of the following dates to the next open day as determined by the library’s settings for the following:

item due dates
shelf expire times
booking start times

Upon clicking OK, a progress bar will appear on-screen. After completion, the Closed Dates Editor screen will update, and under the Emergency Closing Processing Summary column, the number of affected/processed Circulations, Holds, and Reservations will be listed.

Information about items affected by the emergency closing will appear in the top row to the far right of the item list column, underneath the menus for navigating the item list.

Editing Closing to process Emergency Closing

If Process immediately is not selected during an Emergency Closing event creation, staff will need to edit the existing Emergency Closing event and process the affected items.

In the Closed Dates Editor screen, select the existing Emergency Closing event listed. Then, go to the Actions menu and select Edit closing.

Once a closing is selected from the list, Edit Closing will be the first option in the Actions drop down menu.

A pop-up display will appear with the same format as creating a Closed Dates event with the Emergency checkbox already checked and the Process Immediately check box un-checked. Select the Process immediately checkbox, and then OK. A progress bar will appear on-screen, the Emergency Closing processing will occur, and the Closed Dates Editor display will update with information about the affected items.

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