Wednesday, January 13, 2010

Libraries’ Circulation Notices Sent to Students and Faculty by e-Mail Only

In an important time- and cost-savings initiative, the University Libraries are now using e-mail as the primary means of communicating with students, faculty, and staff about circulation services. This initiative was implemented by using the SirsiDynix API and built-in reporting features of the Symphony integrated library management system.

Dr. Hafner, Dean of University Libraries, said, “This action will eliminate about 90% of the average daily volume of mailed notices. And it will reduce paper, printer supplies, postage costs, and personnel time required to produce and process the notices.”

For many years, the University Libraries have sent electronic circulation notices for due date reminders, overdue notices, hold pickup alerts, recalls, and billing notifications. The Libraries duplicated most of these types of notices by also sending a printed letter through the mail.

With this change, the Libraries will send a duplicate notice only for recalls and overdue reserve item checkouts, both cases where there is a demonstrated high demand for an item. Otherwise, the only persons who will receive a letter through the mail about a borrowing transaction are those for whom the University Libraries have no e-mail address on file, mostly Indiana resident library cardholders who are not affiliated with Ball State.

Ball State students, faculty, and staff receive circulation notices at the e-mail address on file, which is their official Ball State account. To set up a Ball State e-mail forward to another account, visit the Ball State Email Support Console at

For more information, contact James W. Hammons, Head of Library Technologies,, 765-285-8032.

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