Late Return and Invoice Processes for Technology Library Equipment

Strike 1 Stage: Warning

In TeamDynamix (TDX):

• Contact patron with the “Late or Compromised Loan Equipment - Warning” template

In WebCheckout (WCO):

• Place a hold on the patron’s account under the “Holds” tab, with the note “Strike 1, emailed (date)”

• Immediately remove the hold, with the note “Added as record”

  • This is so Technology Support and Library Services has a record of the hold but the account isn’t frozen

Strike 2 Stage: Temporary Freeze

(1 business day after Strike 1 for same order, next late return/issue with equipment after Strike 1 for new orders)

In TDX:

• Contact patron with the “Late or Compromised Equipment - Freeze” template

In WCO:

• Place a hold on the patron’s account under the “Holds” tab, with the note “Strike 2, emailed (date)” and an expiration date of the Saturday after the last day of classes for the current semester

  • If it is less than a month before the end of the current semester, the expiration date should be set to the Saturday after the last day of classes for the next semester

Strike 3 Stage: Indefinite Freeze

(1 business day after Strike 2 for same order; next late return/issue with equipment after Strike 2 for new orders.  Strike 3 reinstated if there are any late returns/issues with equipment after a previous Strike 3 was removed)

In TDX:

• Contact patron with the “Late or Compromised Equipment - Freeze” template

In WCO:

• Place a hold on the patron’s account under the “Holds” tab, with the note “Strike 3, emailed (date) - no expiration date

Invoicing Stage:

(1 business day after Strike 3 for same order)

In TDX:

• Contact patron with the “Invoice - LSA Technology Services Technology Library”

  • Under “Attachment” upload a PDF of the invoice to the TDX ticket

  • Under “Contacts”, add the members of the Asset Management team (Katie Klosterman, kkloster and Colleen Karg, ckarg) as well as the Financial Operations Specialist (Amanda Martin, amkime)

• Contact patron with the “Invoice Sent to SFS” template if sent to Student Financial Services (SFS)

In WCO:

• For the initial email:

  • Use the Cost of Equipment Kits (for Invoicing) spreadsheet to generate an invoice

    • See Create an Invoice in WebCheckout for Technology Library Equipment

 Locking laptops or iPads:

• MacBooks and iPads

  • Email Izzy Support (izzy-support@umich.edu) to generate a ticket using the TextExpander snippet “Device Lock Request” (zzdl)

• PC laptops:

  • Generate a TDX ticket using the “LSA Disabler Block Requested” template

  • If the device isn’t returned in the next 7 days, send the ticket to the Security team to block it with Crowdstrike

Student Financial Services:

If the equipment isn’t returned, a police report provided, or payment made/arranged by the deadline given in the initial invoicing email, the invoice will be sent to Student Financial Services  to apply to their student account.  To apply an invoice to a student account:

• Download the SFS Invoicing Template; name it “SFS Invoicing all UNIQNAMEs listed” and fill out the following columns:

  • EMPLID (found in WCO patron record as “Barcode” under the “Patron Info” tab)

  • Amount (found in WCO patron record under the “Billing” tab)

  • Item Type (450000000730 )

  • Term Code (found here)

  • Student Name (last name, first name middle name)

• Email sfsfeereview@umich.edu with the spreadsheet attached; use TextExpander snipped “SFS Invoice Request” (zzsfsir) for the email body

• TDX ticket using “Invoice Sent to SFS” template sent to patron