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<span style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)" class="ContentPasted0">Hi everyone, </span>
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<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span style="margin:0px;color:rgb(0, 36, 81)" class="ContentPasted0">Two weeks ago, I sent out an email asking for advice for setting up my library outreach program. Thank you for all
the responses! I tried to respond to you individually, but if I missed you, please know that I appreciate you sharing your knowledge with me.<span class="ContentPasted0"> </span><span style="margin:0px" class="ContentPasted0">🙂 </span></span></div>
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<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span style="margin:0px;color:rgb(0, 36, 81)" class="ContentPasted0">Anyway, a few people had asked me to summarize what I found out.</span></div>
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<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span style="margin:0px;color:rgb(0, 36, 81)" class="ContentPasted0">-A few libraries suggested that I check to see what is available through my ILS, as they sometimes have outreach
modules available. These modules obviously vary, but they include things like setting patron preferences, maintaining reading histories, creating wishlists, etc. The two systems that were mentioned were </span><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">Biblionix
Apollo and Polaris Leap, but other systems also probably have this available. </span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(31, 73, 125);background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
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<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-Several
libraries keep track in Excel. For these libraries, the general best practice seems to be maintaining a tab for each patron individually. These libraries basically track the same information listed above. </span></div>
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<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-For
other libraries, it works best to keep this information as a "note" in the patron's record in their ILS. </span></div>
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</span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-A
few libraries also have a paper copy. Every patron gets a file with their original request form, a copy of the items that have been checked out, and a comment form, etc. This is usually in combination with some kind of digital records (ie, Excel). </span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
</span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-One
library suggested putting "outreach" in the patron's library card record as part of their name. So, for example, I would be Jullianne Outreach Novetsky. </span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
</span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-Another
really good idea is changing the email notifications for items to a library staff member who is in charge of/part of outreach so that they can renew the items or contact the patrons when they are due. </span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
</span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important">-Some
libraries have set delivery schedules (generally if they have small programs), and some are more based upon patron request. All of the libraries do make room to be as flexible as possible.<span class="ContentPasted0"> </span><span style="margin:0px" class="ContentPasted0">🙂 </span></span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><span style="margin:0px"><br class="ContentPasted0">
</span></span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><span style="margin:0px" class="ContentPasted0">-Word
of mouth advertising seems to be very helpful. Also, contacting senior centers/retirement homes. </span></span></div>
<div style="font-size:12pt;margin:0px;background-color:rgb(255, 255, 255)"><span class="ContentPasted0" style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;color:rgb(0, 36, 81);background-color:rgb(255, 255, 255);display:inline !important"><span style="margin:0px"><br class="ContentPasted0">
</span></span></div>
<div style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)">
<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px" class="ContentPasted0">-Some libraries use staff for delivery, some use volunteers, and a few use a combination of the two. Some libraries have staff using their own
vehicles (if they don't have one for the city/library). This is obviously dependent on your resources. </span></font></div>
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</span></font></div>
<div style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)">
<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px" class="ContentPasted0">-Some libraries send items by mail. One recommendation is using <span class="ContentPasted1 ContentPasted0" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important">heavy-duty
media mailer pouches that are available at the post office. Libraries who send items by mail do have to pay postage, but sometimes they have accounts pre-paid with their local post office. Patrons generally have return postage included. </span></span></font></div>
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</span></span></font></div>
<div style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)">
<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1 ContentPasted0" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important">-Most
libraries extend due dates until a month (if your items are usually three weeks). Generally, items by mail are sent out when the previous item is sent back. </span></span></font></div>
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<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
</span></span></font></div>
<div style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)">
<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1 ContentPasted0" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important">-Comment
forms are helpful to include with each delivery, so that you can be sure you are selecting materials that your patrons enjoy. </span></span></font></div>
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<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
</span></span></font></div>
<div style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)">
<font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1 ContentPasted0" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important">I
think I am hitting the main points here! A few libraries also included attachments with examples of their excel sheets, and one library sent me a previous summary they had created when they asked a similar question a few years ago. Please let me know off list
if you are interested in those, and I can send those to you directly. </span></span></font></div>
<span style="font-size:14px;font-family:"Segoe UI", "Segoe UI Web (West European)", "Segoe UI", -apple-system, BlinkMacSystemFont, Roboto, "Helvetica Neue", sans-serif;margin:0px;background-color:rgb(255, 255, 255)"><font color="#002451" face="Calibri, sans-serif"><span style="font-size:14.6667px;margin:0px"><span class="ContentPasted1" style="font-size:16px;font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;background-color:rgb(255, 255, 255);display:inline !important"><br class="ContentPasted0">
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<font face="Tahoma" size="1"><span style="font-size:12pt;font-family:Calibri;margin:0px">Julianne Novetsky</span></font></div>
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<font face="Tahoma" size="1"><span style="font-size:12pt;font-family:Calibri;margin:0px">Outreach Services</span></font></div>
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<span style="font-size:12pt;font-family:Calibri;margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:12pt;font-family:Calibri;margin:0px">Warren Civic Center Library</span></font></div>
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<span style="font-size:12pt;font-family:Calibri;margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:13px;margin:0px"><span tabindex="0" style="margin:0px"><span tabindex="0" style="font-size:12pt;font-family:Calibri;margin:0px">One City Square,
Suite 100</span></span></span></font></div>
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<span style="font-size:12pt;font-family:Calibri;margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:13px;margin:0px"><span tabindex="0" style="margin:0px"><span tabindex="0" style="font-size:12pt;font-family:Calibri;margin:0px">Warren, MI
48093-2396</span></span></span></font></div>
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<span style="font-size:12pt;font-family:Calibri;margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:12pt;font-family:Calibri;margin:0px">586-751-0770 ext 5004</span><span style="font-size:13px;margin:0px"><br>
</span></font></div>
<span style="font-size:12pt;font-family:Calibri;margin:0px;text-align:start"></span><span style="font-family:Calibri, Arial, Helvetica, sans-serif;margin:0px;text-align:start"><font face="Tahoma" size="1"><span style="font-size:12pt;font-family:Calibri;margin:0px">jnovetsky@cityofwarren.org</span></font></span></div>
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<span style="font-size:12pt;font-family:Calibri;margin:0px;text-align:start;background-color:rgb(255, 255, 255);display:inline !important">My Pronouns: She/Her/Hers</span><span style="font-size:14.6667px;font-family:Calibri, sans-serif;margin:0px;text-align:start;background-color:rgb(255, 255, 255);display:inline !important"><span style="font-size:12pt;font-family:Calibri;margin:0px"> </span></span><br>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" style="font-size:11pt" color="#000000"><b>From:</b> Julianne Novetsky<br>
<b>Sent:</b> Wednesday, November 2, 2022 5:01 PM<br>
<b>To:</b> michlib-l@mcls.org <michlib-l@mcls.org><br>
<b>Subject:</b> Keeping track of outreach patrons advice</font>
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Hello, </div>
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My library has recently begun providing delivery of library materials to patrons who are homebound. As this is a new service, we only have a few people that are currently signed up for the program. I am able to communicate with the patrons directly via phone
or email to set up a time to drop off and pick up their items. This may become more difficult as the program continues to grow. </div>
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My main concern is how to keep everything organized. What tools do you use to keep track of your homebound patrons and when their items are due? Do you have a set delivery schedule, or do you try to be flexible about when you deliver items?</div>
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Most of the patrons I work with do not request specific books. I work with them to find out what types of materials they are interested in. Based on what they tell me, I choose some books that I think they will like. If your library does this, how do you keep
track of the books you have given them in the past? </div>
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So far, I have been keeping notes for myself, but I would like it to be accessible to other library staff in my absence. <span class="x_ContentPasted0" style="background-color:rgb(255,255,255); display:inline!important">I think some sort of spreadsheet would
work the best for what I am getting at, but I am having a difficult time visualizing it. If, for example, you use Excel, do you have a tab for each patron? </span> I would really appreciate if anyone could share an example of how they keep track of this information.</div>
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If anyone else is interested, I can summarize the ideas that are shared with me. </div>
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Thanks so much for your help! </div>
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<font face="Tahoma" size="1"><span style="font-size:12pt; font-family:Calibri; margin:0px">Julianne Novetsky</span></font></div>
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<font face="Tahoma" size="1"><span style="font-size:12pt; font-family:Calibri; margin:0px">Outreach Services</span></font></div>
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<span style="font-size:12pt; font-family:Calibri; margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:12pt; font-family:Calibri; margin:0px">Warren Civic Center Library</span></font></div>
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<span style="font-size:12pt; font-family:Calibri; margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:13px; margin:0px"><span tabindex="0" style="margin:0px"><span tabindex="0" style="font-size:12pt; font-family:Calibri; margin:0px">One City
Square, Suite 100</span></span></span></font></div>
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<span style="font-size:12pt; font-family:Calibri; margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:13px; margin:0px"><span tabindex="0" style="margin:0px"><span tabindex="0" style="font-size:12pt; font-family:Calibri; margin:0px">Warren,
MI 48093-2396</span></span></span></font></div>
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<span style="font-size:12pt; font-family:Calibri; margin:0px"></span><font face="Tahoma" size="1"><span style="font-size:12pt; font-family:Calibri; margin:0px">586-751-0770 ext 5004</span><span style="font-size:13px; margin:0px"><br>
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<span style="font-size:12pt; font-family:Calibri; margin:0px; text-align:start; background-color:rgb(255,255,255); display:inline!important">My Pronouns: She/Her/Hers</span><span style="font-size:14.6667px; font-family:Calibri,sans-serif; margin:0px; text-align:start; background-color:rgb(255,255,255); display:inline!important"><span style="font-size:12pt; font-family:Calibri; margin:0px"> </span></span><br>
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