Circulation and Fine Rule Matrix
Koha reads the circulation matrix from the top to the bottom. The bottom rule is usually (and recommended) to have what is called an ALL/ALL rule. This rule will capture any combination of patron category/item type that does not have its own specific rule above. When adding a new rule to the circulation matrix, it is good to know that Koha will organize this rule into the others already created - rules are in order by patron category, and then item type within that category.
When creating a new rule in your circulation matrix, a library must determine if this is specific to a patron category and/or item type, or if it applies to all patron categories and/or all item types.
For example, a library might create a new Garden Tools item type. If they wanted all patron categories to have the same rules, our Patron Category would be set to ALL, and the item type would be Garden Tools.
Overview of the columns in the circulation matrix
A text note can be added to any circulation rule
Current Checkouts Allowed: How many items of that can be checked out at a time to patrons in that category
Current Onsite Checkouts: Whether this item can be set as an on-site checkout
Loan Period: The amount of time (in days or hours, according to Unit) for which this item will circulate
Days Mode: If you want a rule to follow a behavior other than what is set in the useDaysMode system preference, define that here. This tells Koha how to account for closed days when determining due dates. Default will follow the system preference.
Unit: Determines whether the number in Loan Period is in hours or days
Hard Due Date: The options that are available are:
- Exactly on: The due date of any item checked out with this rule will be set to the hard due date.
- Before: Koha will calculate the normal loan period. If the calculated due date would be after or on the hard due date, the hard due date will be used instead.
- After: Koha will calculate the normal loan period. If the calculated due date would be before the hard due date, the hard due date will be used instead.
Decreased Loan Period for High Holds (day): This only applies if you have enabled the decreaseLoanHighHolds system preference. If enabled, you can define when loan periods should be shortened for records with long hold lists.
Fine Amount: The amount that will be charged to patrons for every Fine Charging Interval that the item is overdue
Fine Charging Interval: How often you would like this fine amount to be charged - for example, daily (1). Note: The finesCalendar system preference controls whether the days the library is closed will be taken into account when determining fines.
When to Charge: This is used for libraries that have a fine charging interval of more than 1 day. It tells Koha whether to charge at the start or the end of the interval.
Fines/Suspension Grace Period: The period of time that an item can be overdue before fines start accruing. This only works in days, not hours.
Overdue Fines Cap (amount): The maximum overdue fine that an item using this circulation rule can accrue. If this is left blank, the fine can accrue with no maximum other than the limit set in MaxFine, which is a the system preference that sets the maximum amount of all overdue fines combined for a patron.
Cap Fine at Replacement Price: A library can opt to cap the overdue fines at the item's replacement price instead of at a dollar amount.
Suspension in Days (day): Sets the number of days for a suspension when items are overdue
Max. Suspension Duration (day): Sets the maximum number of suspension days
Suspension Charging Interval: Set the suspension interval - for example, daily (1)
Renewals Allowed (count): The number of renewals allowed for checkouts using this item type/patron category combination
Renewal Period: The length of renewal
No Renewal before: If there are renewals allowed, a library can control how soon before the due date patrons can renew their materials. The number here will be in days or hours, according to Unit above.
Automatic Renewals: Determines whether this item type can automatically renew
No Automatic Renewal After: Limits the time a patron can have the item. For example, no automatic renewals after a checkout period of 80 days.
No Automatic Renewal After (hard limit): Stops automatic renewals after a specific date.
Holds Allowed (total): Sets the maximum number of holds that can be placed on this item type/patron category combination
Holds Allowed (daily): Sets the maximum number of holds that can be placed for this item type/patron category combination on a single day
Holds Per Record (count): Determines whether patrons can place multiple holds on the same bib
On Shelf Holds Allowed: Determines whether a hold be placed on this item when it is currently on the shelf (not checked out). The options are:
- Yes: This will allow placing holds on items at all times. It doesn’t matter if items are available or are all checked out.
- If any unavailable: This will allow placing a hold as soon as one or more items of the record are checked out. It doesn’t matter if there are still items available on the shelf.
- If all unavailable: This will allow placing a hold only when all items on the record are checked out. This is especially useful for libraries that don’t offer the service of getting items placed on hold off the shelf for patrons.
OPAC Item Level Holds: Determines whether a patron can choose a specific item that they would like to place on hold. This is important for records with multiple items that are all different - for instance Disc 1 and Disc 2 or Volume 1 and Volume 2 on the same record. The options are:
- Allow: Will allow patrons the option to choose the next available (any item on bib) or a specific item
- Don’t allow: Will not allow patrons to choose a specific item
- Force: Will only allow patrons to choose a specific item
Holds Pickup Period (day): The number of days patrons have to come pick up their holds. This value will set the hold's expiration date.
Article requests: Only appears if the ArticleRequests system preference is enabled. Prevents or permits patrons of a certain category from placing article requests.
Rental Discount (%): If you charge rental fees and want to give discounts for specific rules, enter the percentage amount of the discount (without the percentage symbol).
Tutorial Videos
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