- SCLS HQ
SCLS Headquarters continues to remain closed and most staff are working remotely. The reopening date will be evaluated when conditions change and when local health department regulations allow. SCLS is located in Dane County and is subject to its health regulations. https://publichealthmdc.com/coronavirus. The current SCLS Forward Dane Re-Opening Plan is available here.
- Heidi Moe, Office Manager, is working limited hours at each week, but is regularly checking voicemail. Other SCLS staff are in and out of the building as work requires. The building is not open to visitors without an appointment. Visitors will be masked at all times while on site at SCLS Headquarters. It is at the discretion of libraries if they want SCLS staff to visit their sites to do work.
- Field Visits by SCLS personnel.
1. It is at the discretion of libraries if they want SCLS staff to come in and do work.
2. SCLS personnel will contact the library via email or phone to schedule a date and time. Technology team members will inform the libraries that computer equipment has been sanitized and ready for install.
3. SCLS personnel will sanitize their hands and wear masks to help libraries' staff feel more comfortable and maintain a social distance of 6 feet.
4. SCLS will request member library staff to also wear masks, use sanitizer and maintain a distance of 6 feet when SCLS personnel are on site. This will be requested during the setup of the appointment.
5. Library staff interacting with SCLS staff need to be identified and recorded into the SCLS COVID-19 Field calendar for contact tracing. SCLS encourages member libraries to facilitate their own contact tracing by maintaining detailed staff schedules.
6. SCLS personnel will transport equipment in their own vehicle (to lessen the load for delivery and avoid further contact with anyone) and remove any supplies e.g. cardboard boxes, equipment when done.
7. SCLS personnel will also arrange with library staff a procedure for when to arrive, which door to enter, and a location in the library away from member library staff to unbox or prepare equipment.
- SCLS headquarters staff are meeting virtually the second and fourth Monday of each month at 9:30 am.
- All SCLS meetings will still occur and use remote technology.
The best way to contact a SCLS staff member is by email. If you need a phone call, just email us and we will call back or set up a time to talk (an alternate system is currently being tested). The exception is Technology and Help Desk support. See the "SCLS Help Desk Support" dropdown below for Help Desk contact information.
- SCLS Delivery
SCLS Delivery is currently providing partial service to members of at least two-stops per week. It has been augmented by service additions to some high-volume routes and locations up to 4 times a week. The base schedule accommodates for the 4-day quarantine of incoming items on Mondays, Tuesdays, Thursdays, and Fridays. Wednesdays are utilized to run 3 hybrid routes temporarily.
On Monday, Aug. 24, SCLS Delivery will resume 5-day service for the entire membership (or the level of service that we had back in March). The exceptions to that will be: Saturday service AND all twice-daily locations.
Quarantine should be observed for materials on the receiving end of delivery. Delivery is observing a 4-day/96 hour quarantine.For libraries, that means that our dropped off materials shall be held on your site for the quarantine period For Delivery, that means that all materials picked up shall be held on our site for the quarantine period.
Delivery is also making alterations to the physical building at our facility. These alterations will soon allow us to palletize the incoming deliveries and immediately turn around our cart supply. This change will also reduce on-site lifting of individual bins dramatically.
Delivery has made the purchase of 1,200 new bins over the course of the last 2 months. To date, 800 have been put into circulation with 400 to be added by late August.
Corey Baumann, Delivery Services Coordinator, is handling all delivery issues.
- SCLS Help Desk Support (for member libraries only)
(SCLS member libraries only)
The SCLS Help Desk is available as usual M-F from 8:30-5 pm. However, the number to call is now (608) 571-7243. We no longer have easy access to our Voice Mail as staff are working remotely, so the old number is no longer operational. After Hours Support for emergencies will continue as usual.
The Helpdesk Portal is still the preferred way to submit tickets, but Library Staff members who are working from home without remote access to the SCLS network can submit a ticket by sending an email to .
- Pandemic Support for ILS
New items will be added to the top of each section(7/16/2020) Guidelines for filling holds UPDATED
All libraries may begin filling holds for patrons at other libraries. In order to assist libraries and delivery staff in continuing to move a steady flow of materials around the system, follow these guidelines in filling holds requests. These guidelines are dependent on how many holds requests are on your Holds Queue report, your level of staffing and the number of baskets available for you to use.
Step 1 Process Local Holds. Optionally, you can continue to fill local holds separately. If you don’t have a large number of requests on your report, you can skip to Step 3 and run your Holds Queue report normally. After you fill local holds, follow the guidelines in Step 2 to see if you can fill any dedicated baskets.
- Run your holds queue report to fill local holds for pickup at your library
- The “Send To” and “Patron Name” columns have been added to the Holds Queue report.
- Enter your library’s agency code in the “Send To” column to limit the report to holds for pickup at your location only. You can then use the report to fill holds as usual.
- Libraries should not use the Pass function on their Holds Queue report.
- Check-in items to fill holds as normal.
Step 2 Fill dedicated baskets with holds to other libraries. On your Holds Queue report look for libraries with enough holds to fill a basket (library code in the Send to column will give you an accurate count). Delivery estimates that a basket can hold approximately 40 items. Start with libraries in your route and then move on to fill dedicated baskets to other libraries, if possible.
- NEW: It is no longer necessary to place a post-it with the “hold” library on individual items when they are being sent directly to a library in a dedicated basket.
- NEW: There is a template for a delivery label for dedicated baskets containing only holds for a library. Libraries should use these labels. Fill in the library agency code in the first blank. The date field on the slip should be the last date materials in the basket were handled.
- NEW: As of August 28, SEQ will receive baskets of dedicated holds. They request that no more than one dedicated basket be sent per day (per location). As of 8/5 STO agreed to receive baskets of dedicated holds.
Step 3 Process Holds Queue report as normal. If you do not have enough holds on the Holds Queue report to fill dedicated baskets for libraries, put those holds in mixed baskets of holds and returns to go to Delivery.
(5/12) Curbside workflow for library staff
The date differential for Reduced Transportation Holds (RTH) in LINKcat was changed from 60 days to 365 days. This means that when a library is checking in returns or new items, holds available with that library as a pickup location will remain in the library as long as the hold was placed within 365 days from the first active hold in the queue. More items should remain to fill holds in your library.
If a hold is trapped for a patron at your library, hold notices will go out as usual. Email and text hold notices have been modified to refer patrons to the Libraries Bounce Back page for information on curbside pickup.
- Items Where Hold was Ignored
- If you previously checked in items that were initially trapped to fills holds elsewhere, and Ignored the hold, please follow these steps to see if they can fill local holds.
- Check the Holds list for the item’s BIB record
- If there is a local hold, check the item out to an Internal card at your library
- Check the item in again to trap for your local holds.
- If there are no local holds, check the item in, confirm the hold, place a Post-It note on the item and place it in a Delivery bin.
- If you previously checked in items that were initially trapped to fills holds elsewhere, and Ignored the hold, please follow these steps to see if they can fill local holds.
- Returns not previously checked in
- If you have materials that were returned by patrons, check them in as normal. The expanded RTH setting will trap them for local holds.
- Local holds: Confirm the hold and print the slip.
- Holds at another library: If there is no local hold, but there is a hold at another library, confirm the hold, place a Post-It note on the item and place it in a Delivery bin.
- Delivery returns and holds
- Check in all items received in Delivery bins as normal.
- Some items may be trapped to fill local holds due to the expanded RTH setting.
- Local items pulled using Holds Queue Report
- Check in all items as normal.
- Items will be trapped to fill local holds.
- Local items from the "Report for Filling Other Local Holds for Curbside"
- Follow documentation provided with the Local Holds for Curbside (Bibliovation Reports)
- New Items being checked in (processing new items)
- If the status is In Processing, checking in items should trap them for any local holds.
- If you previously changed the status to Available, you may need to check the items out to an Internal card and then check them back in to trap them for any local holds.
- Not doing Curbside Pickup
- If you are checking in items and an item is trapped for a hold for pickup at your library, click Ignore and set it aside for check-in later.
- If they are not trapped for a local hold but there is a hold at another library, confirm the hold, place a Post-It note on the item and place in a Delivery bin.
Report for Filling other Local Holds for Curbside
A new report, Local Holds for Curbside, has been added to the list of On Demand reports in Bibliovation. This report may be run after you’ve filled the local holds from your regular Holds Queue report. It will list active holds for pickup at your library where your library owns an available copy of your item, but may have been already trapped for a hold at another library on your Holds Queue Report. You can fill more holds at your library with local materials while delivery is running a reduced schedule.
- The link for this report, including the instructions for running this report, are located in the On-Demand section of the Reports page: Local Holds for Curbside (Bibliovation Reports)
- Follow directions provided with the report.
- Due date extension of all materials checked out is offered as a monthly option and is a per library decision. If a Library chooses to extend due dates they must add additional Closed days to their individual Bibliovation calendars if they want the due dates of curbside or in-library checkouts have the same extended due date. Adding Closed days to the Calendar will also extend the hold expiration date of items on the hold shelf.
What has been done in LINKcat
- (6/3) 54,045 patron records had their expiration date extended to October 1, 2020. These records had expiration dates between June 1 and September 30, 2020. This total included records that were given an expiration date extension to June 1 back in mid-March.
- (3/19) LibLime has extended the patron record expiration dates to June 1, 2020 for all patron records that had an expiration date between March 1, 2020 and May 31, 2020. 17,974 patron records were updated.
- NEW: As of 8/25 sone libraries have decided to resume the processing of accounts with UMS. When a library makes that decision, they need to contact Melissa Fenton at UMS and set a resumption date.
- NEW: As of 8/19, all regular reports are being run and posted on the reports page.
- There are no restrictions on Technical Services activity (Cataloging/Linking, Serials, and GetIt Acquisitions).
- Libraries may order and process materials, send POs from GetIt, receive magazines in serials, create BSEs and link items, batch edit and delete items, etc. (if desired).
- There are no restrictions on importing bib records (Madison Catalogers only).
- Remote support for Bibliovation
Services that are accessible outside the SCLS network
- Access to Help Desk ticketing: available using email which has been documented on the "SCLS Help Desk Support (for member libraries only)" section of this webpage.
- All regular reports continue to be posted to the web site except for the Long in Transit and the Purchasing Alert reports.
- Online webinars and tutorials are available remotely.
Accessing Bibliovation Remotely
- Each library needs to determine whether they will allow access to staff functions
- If you are going to allow staff to access Bibliovation remotely, make sure staff have the login and password. Staff may contact the Help Desk to “re-set” the password if it has been forgotten but this re-set will affect everyone who uses that login. If you must request a password re-set, make sure you share the updated information with all staff that are using that login.
- All areas (Cataloging, Circulation, Serials, GetIt Acquisitions) of Bibliovation are available when working remotely.
- Reports – Staff can continue to run the On Demand reports through Bibliovation. These are the reports that were previously run through Crystal Reports; which has been discontinued.
- Print Notices - Print Notices are being generated according to each library's Calendar and the settings in a patron record.
- Technology Support
Planning for re-opening
As you begin to plan for your library’s eventual re-opening to the public, you’re likely evaluating what equipment you have available, your library’s PC placements, and how best to increase the distance between staff and patrons.
- you are considering moving PCs to increase the distance between people
- SCLS re-purposed your patron laptops for staff use during the closed time and you need the laptops to be converted back for patron use
- you have other questions about your re-opening related to technology
… please submit a SCLS Help Desk ticket well in advance so we can help you get ready.
The Helpdesk Portal is still the preferred way to submit tickets, but library staff members who are working from home without remote access to the SCLS network can submit a ticket by sending an email to
Support during closures
- (3/24) The SCLS Technology Team has updated the guidelines of our temporary remote access service.
- Info from WI Department of Public Instruction (DPI)
Changes in service level for a Wisconsin public library is a local decision according to State Statute. At this time, the Division for Libraries and Technology (DLT) encourages library administration to consult with local municipal and education officials to determine whether expansion or reduction of service is the best decision at this time. DLT cannot make specific recommendations for libraries, only provide this guidance.
SCLS Library Status (for curbside pickup status visit the Libraries Bounce Back page)
The Wisconsin Public Libraries Reopening Guide, a collaborative effort between the Department of Public Instruction (DPI) and the Wisconsin public library community, provides a process to help libraries develop their own reopening plans. This reopening guide focuses on the safety of staff and the community and is specific to the needs of libraries and library services during this COVID-19 public health event.
The overview document offers an “At-A-Glance” view of the process, presented as steps in decision-making at the local level, while the full Reopening Guide provides a “deep dive” into different aspects of reopening, including an occupancy calculator, which can help a library determine how many people it will allow in the library or a specific space.
A walkthrough webinar has was held June 4 and a recording is available.
- COVID-19 Information for Wisconsin Public Libraries: https://dpi.wi.gov/pld/boards-directors/disaster-planning/coronavirus
- Pandemic Flu Planning: https://dpi.wi.gov/pld/boards-directors/disaster-planning
- Pandemic Flu Planning Tools (school oriented): https://dpi.wi.gov/sspw/pupil-services/school-nurse/communicable-diseases/pandemic-flu/planning-tools
Resources to share
- Online resources & databases during COVID-19 pandemic
- Director Meetings During Closure and Weekly Youth Services Check-ins (recordings of remote meetings)
- Ancestry Access Has Been Expanded -- SCLS staff have worked with ProQuest to set up remote access for SCLS libraries that subscribe to Ancestry Library.
- To access Ancestry from outside the library: https://www.scls.lib.wi.us/cgi-bin/libauth.cgi?connectto=AL.
- Remote access will be available until December 31, 2020 and will be re-evaluated monthly as needed. Usage statistics by library will not be available for this special remote access.
- BadgerLink vendors’ and partners’ offer distance learning materials during COVID-19 Pandemic
- BadgerLink Resources for Public Libraries
- EBSCO Information and Free Resources for Schools and Public Libraries Impacted by COVID-19
- Health & safety resources
These resources are provided as a way of helping library staff educate themselves about the COVID-19 (Coronavirus) -- see current data.
- On Oct. 6, Gov. Tony Evers directed Wisconsin Department of Health Services Secretary-designee Andrea Palm to issue Emergency Order 3, limiting public gatherings to no more than 25 percent of a room or building's total occupancy, with some exceptions. This directive is effective at 8 a.m. on Oct. 8, 2020, and will remain in effect until Nov. 6, 2020. (frequently asked questions).
- Gov. Evers Issues Executive Order Declaring Public Health Emergency and Requiring Face Coverings Statewide (07/30/2020)
- Wisconsin Department of Health Services
- Ebling Library research guide (by UW Hospital)
- Reopening Archives, Libraries, and Museums (REALM) Information Hub: A COVID-19 Research Project (OCLC, the Institute of Museum and Library Services, and Battelle)
- Novel Coronavirus (COVID-19)—Fighting Products (Center for Biocide Chemistries, American Chemistry Council)
- The Science of Soap – here's how it kills the coronavirus (by Pall Thordarson in The Guardian)
- Case data about the worldwide spread of Covid-19
- Coronavirus and libraries: Staying safe and staying relevant (a Danish perspective)
- Johns Hopkins University has developed an interactive web-based dashboard to visualize and track confirmed coronavirus cases in real-time. The dashboard illustrates the location and number of confirmed COVID-19 cases, deaths and recoveries for all affected countries. It was developed to provide researchers, public health authorities and the public with a user-friendly tool to keep tabs on the outbreak as it unfolds.
Resources for Children
- A Comic Exploring The New Coronavirus by Malaka Gharib, Editor NPR. Download and print a comic book or a 3 min. Podcast for listening
- Brain Pop Coronavirus Helping Kids Navigate Scary News Stories (PBS)
American Library Association (ALA)
National Library of Medicine
Center for Disease Control (CDC)
- Mitigating COVID-19 When Managing Paper-Based, Circulating, and Other Types of Collections -- Please join Dr. David Berendes and Dr. Catherine Rasberry, from the Centers for Disease Control, for an overview of the CDC’s guidance for community settings and environmental disinfection, and a discussion of how libraries, archives, and museums can help mitigate COVID-19 when working with paper-based, circulating, and other types of collections. The presentation will be followed by a question and answer period.
- About Coronavirus Disease, 2019 (COVID-19)
- Stigma Related to COVID-19
- Information Sheets
Technology - Cleaning Electronic Equipment
- (CDC) Interim Guidance for Administrators of US Institutions of Higher Education
- (CDC) Recommendations for Election Polling Locations
- (NY Dept of Health) Interim Cleaning and Disinfection Guidance for Primary and Secondary Schools for COVID-19
- (Apple) How to Clean your Apple products
- (Dell) How to Clean the LCD Panel on your Dell Laptop, All-In-One Computer or Monitor
- (Bibliotheca) Cleaning methods for Bibliotheca solutions
- Financial hardship due to COVID-19
- CARES Act – Federal Stimulus Bill Public Information - An FAQ page from Wisconsin's Department of Workforce Development about expanded unemployment benefits
- Unemployment COVID-19 Public Information – An FAQ page from Wisconsin's Department of Workforce Development for people laid off during the COVID-19 (coronavirus) outbreak.
- Financial Resources to Help Get Through COVID-19 – Compiled by UW-Extension.
- Coronavirus Information and Resources – Compiled by 211 Wisconsin. Call '211' or Text your zip code to '898211' for assistance. (Help available in 180 languages).
- Protect yourself financially from the impact of the coronavirus (English) – Consumer Financial Protection Bureau
- Proteja sus finanzas del impacto del coronavirus (Español) – Oficina para la Protección Financiera del Consumidor (Consumer Financial Protection Bureau)
- Information for small businesses
- COVID-19 Business Resources – Wisconsin Economic Development Corporation (WEDC)
- Interim Guidance for Businesses and Employers – Centers for Disease Control and Prevention
- Coronavirus (COVID-19) Small Business Guidance and Loan Services – US Small Business Administration
- Preparing for Coronavirus (COVID-19) on Farms – UW Extension Farm Management