ND Home > University Libraries > UL@ND > Systems > Aleph Emergency Outage

 

Report an Emergency Aleph Outage

Follow the procedures below if experiencing difficulties with the Aleph system that interfere with a significant portion of the library catalog services. Examples might include

  • unavailability of services for the patron, such as the Web OPAC or circulation functions like loan and return
  • situations where entire departments or units are unable to work, such as OCLC is not exporting


During Regular Business Hours:
Monday-Friday 8am-5pm

  1. Call the Library Systems Department and inform them of the problem. Call until you have reached one person or left a voicemail message for each. Begin by trying the work (w) number for each individual first, leave a message for each individual if you do not reach an actual person. Next, try the cellular number (c) for each person, again leave a voice message if there is no answer. If you still have not contacted a member of the Library Systems Department, try the individual's home number.

    Tom Hanstra
    (w) 631-4686 or (c) (574)315-2679 or (h)(269)663-6006

    Phil Andrzejewski
    (w) 631-6440 or (h) 255-6472

    Mandy Havert
    (w) 631-3065
  2. If you have not contacted a member of Library Systems IN PERSON, please send an email to Aleph142-Discuss-L@listserv.nd.edu with a subject line of CRITICAL- [your problem description]

    e.g., Subject: CRITICAL-System Down, Web OPAC inaccessible.
  3. What You Can Expect :
    The Library Systems Department will provide f eedback on your problem. This feedback will be posted to Aleph-Announce-L by the Library Systems Department .

When Hesburgh Circulation is open during evenings and weekends
(outside regular office hours) [ Library Hours ]

  1. Call the Circulation Desk at 631-6318 or stop by the Desk and inform them of the problem.

    NOTE: It is important that you talk with Circulation staff via phone or in person . Not all Circulation staff (i.e., student employees) monitor Aleph142-Discuss-L, Aleph-Announce-L or other email while working. Other modes of notification will not guarantee that the Emergency Procedures will be carried out.
  2. What You Can Expect :
    The Circulation Desk will contact the call list below in the order listed until a Library Systems Department staff member is reached or a voicemail message has been left for each:

    Tom Hanstra hanstra@nd.edu
    (w) 631-4686 or (h)(269)663-6006 or (c) (574)315-2679

    Phil Andrzejewski Philip.J.Andrzejewski.2@nd.edu
    (w) 631-6440 or (h) 255-6472
  3. Next, Circulation Desk will call a pre-defined phone tree that will include all open public service areas to inform them of the problem.

    The Library Systems Department will post a report of the problem and any feedback on Aleph-Announce-L.

    The Library Systems Department will call Circulation Desk to inform them of the resolution.

    Circulation Desk will call a pre-defined phone tree that will include all open public service areas to report that the problem has been resolved.

When Hesburgh Library Building is open and public service areas are closed [ Library Hours ]

  1. Library Monitors (631-6350) will determine whether the problem is likely an Aleph catalog software problem. Guidelines available .
  2. If the problem is determined to be an Aleph problem, Library Monitors will call each of the numbers for the following individuals in the order listed until a Library Systems Department staff member has been reached or a voice message has been left at each number for all individuals:

    Tom Hanstra hanstra@nd.edu
    (w) 631-4686 or (h)(269)663-6006 or (c) (574)315-2679

    Phil Andrzejewski Philip.J.Andrzejewski.2@nd.edu
    (w) 631-6440 or (h) 255-6472
  3. If the Library Monitors are unable to reach a member of Library Systems, the Library Monitor should place a report with the Circulation department in her or his nightly report.

    This report will serve to notify Circulation staff of a known problem in the event that they have not logged on to check email or have not listened to a voicemail report. Circulation staff are the central point of contact when public service points are open, and it is important that they also have system-relevant information available to them as soon as possible.
  4. What You Can Expect :
    Feedback on your problem will be posted to Aleph-Announce-L by the Library Systems Department .
Policy approved by AWG: September 16, 1999
Updated: January 20, 2004
Version: 4/28/99, Revised: 02/28/02, mlh in cooperation with S. Dietl