RCLS: ILS Services: Migration Offline Weekend

Click here to upload Offline Circulation Files.

This is where the daily Koha Offline Circulation Files (.koc files) will be uploaded. Upload each file at the end of each day.

Click the link above to access the File Request. Press the blue "Select files" button and select the resulting .koc files. Make sure that they adhere to the naming convention outlined in the Koha Offline Circulation Tool Document:

XXX_Day_Hour.koc where XXX is the library’s three-letter code, Day is the three-letter abbreviation for the day of the week, and Hour corresponds to the present hour in 24h format. For example, checking out to a patron at Newburgh Free Library on Friday at 5:00 p.m., the file would be named NFL_Fri_17.koc.

Our vendor, ByWater Solutions, recommends that its partner libraries close during the Offline Period. If your library is going to be closed to the public between Thursday, August 1st (at 4PM) and Sunday, August 4th please email Alex Carver with this information. RCLS has cancelled delivery for Friday, August 2nd.

Libraries who remain open during Offline Weekend must use the Koha Offline Circulation Tool to check out materials to their patrons. See the information below.

The Koha Offline Circulation Tool is only used for checking out items. New holds cannot be placed, bills cannot be marked as paid, new library cards cannot be issued, new items cannot be added to the catalog, etc.

While the tool has a "returns" tab, we are not using this feature, as the tool cannot properly trigger holds for returned items. Please hold all returned material until Monday, August 5th and check them in via Koha.

The Koha Offline Circulation tool will not print slips or provide a due date. 

The Koha Offline Circulation tool is not connected to the patron database and therefore you cannot look up patron information. This includes their library barcodes. 

Important Dates:

July 29th – Last day to make changes to your library’s Aspen Discovery Layer. Changes can resume after go-live.

Thursday, Aug 1 @ 4PM – All libraries remaining open must switch to Koha’s Offline Circulation Tool by this time. Aspen Discovery will go into Offline Mode at the same time.

Friday, Aug 2 through Sunday, Aug 4 – All library transactions must be conducted through Koha’s Offline Circulation Tool. This tool is for checking out items only. Staff will be unable to discharge items, create new patrons, create new item records, place holds, etc. Catalog searching must be done through Aspen Discovery, and holdings information found there may be inaccurate during Offline Weekend.

Full Support and Hybrid Libraries

• Select one circulation computer to be used for offline circulation during go-live weekend. Email the RCLS Helpdesk with this information by June 1st.
• Assign staff to be responsible for uploading the offline circulation files. This may be a Firstliner or a Circulation Supervisor. Make sure staff are familiar with the use of the Koha Offline Circulation Tool. See the resources below.
• Email Alex Carver with the names of the staff that will be responsible for uploading offline files.

Independent Libraries

• Select one circulation computer to be used for offline circulation during go-live weekend. Coordinate with your IT staff or IT vendor to get the tool installed on the chosen machine.
• Assign staff to be responsible for uploading the offline circulation files. This may be a Firstliner or a Circulation Supervisor. Make sure staff are familiar with the use of the Koha Offline Circulation Tool. See the resources below.
• Email Alex Carver with the names of the staff that will be responsible for uploading offline files.