What is it

The Union Site is the default site in a Centralized Catalog. It's not a normal, licensed site, and it shouldn't be used for circulation. Instead, it's meant to be a bit of a catch-all to help you maintain your libraries. The Union Site is where the default preferences for new sites are defined, and where imported records with an undefined site can be assigned. For example,

• It acts as a catch-all for records with an undefined site.
  
  • if items/patrons are imported with a non-existent / invalid site code, they will be assigned to the union site
  • If Site A is removed, all patrons, items, bulletins, explore panes, etc., belonging to Site A will be reassigned to the Union Site.
  • 'global' panes belong to the Union Site
• You can sign in to the union site for librarian modules, but not patron modules
• Items assigned to the union site are always 'in processing' or another system status; even if you manage to change it, it will reset to In Processing
• Patrons can be assigned to the union site, but they can't check things out
• Union site items may show in Search when you choose 'all sites' (unless you mark them 'don't show in Researcher' or use Auto-Hide)
  • In Search, items assigned to the Union Site will be included in your results
• When a site is removed, all of the records associated with that site are reassigned to the Union Site.

How do you use it

When users purchase a multi-site license, Alexandria automatically creates a Site called the Union Site. It does not behave like a normal licensed site: it is not a selection in Researcher; and Union Site items can not be checked out to anyone but the System Patrons (barcodes 1–100).

All copies assigned to the Union Site are meant to be checked out to the In Processing system patron so they aren't circulated. This prevents items assigned to the Union Site from showing up in Search results (if the Auto-Hide preference is on), and allows librarians an accurate Available count for the associated titles.

The purpose of the Union Site is to provide a site to assign when a record with an undefined site is imported into the system. It’s up to those who have access to the Union Site to reassign those records to a licensed site and maintain the defaults and other records that belong at the Union Site.

Set up new site defaults / Default data

Patrons that have access to the Union Site can log in to the Union Site. This is how Librarians would set up their default Preferences, and union bulletin boards etc.

The Union Site is used for defining Preference default settings; that is, when a new site is added, the preferences from the Union site are copied to the newly created site.

The Union Site may also “own” other default resources such as certain Explore panes (Global), and Bulletin Boards (which can only be accessed via a direct link as they won’t show in most interfaces).  

In a well-managed collection, the Union Site should only contain standard/default site record and site preference data.

When the collection is well managed, there should ONLY be preference and default information in the Union site as any imported Copy should have a valid Site Code.

The Union site is also used to set the defaults for newly created Sites. It’s not perfect, but it’s a simple thing that can help our users without being too complex.

Assigning records to the Union Site

All copies assigned to the Union Site are assigned to the In Processing system patron. They cannot be assigned to a non-system patron.

Union Site items can not be checked out to non-System Patrons. Union Site patrons (e.g. Administrators) can not have items checked out to them, if they want to check items out they need to be associated with a valid site.

1. Items assigned to the Union Site are expected to be “In Processing” (or checked out to one of the other System Patrons):

   1. When an item is assigned to the Union Site, if it is Available, On-Shelf Hold, In-Stock Hold,  or checked out to a non-System Patron, it is placed “In Processing” by checking out to the In-Processing Patron. This occurs when Copies are added via Import, or manually added or modified.  

   2. During daily operations, any copy belonging to the Union Site that is Available OR checked out to a non-System Patron is made “In Processing” by checking it out to the In-Processing Patron. The purpose of this Daily Operation is to catch all the “odd” cases without having to write a lot of complicated code—best to just let it get changed, and fix it during Daily Operations. This operation should be done very early so that these Copies can’t be assigned to pending hold requests. If a copy is assigned for some reason, this routine will correct it the next time it’s run. This will not include any lost or in-transit transactions that may be assigned to regular patrons.
      

The purpose of the Union Site is to provide a site to assign when a record with an undefined site is imported into the system. It’s up to those who have access to the Union Site to reassign those records to a licensed site and maintain the defaults and other records that belong at the Union Site.

NOTE: By importing records with an undefined/incorrect site, the operator can force records into the Union Site. e.g. on receipt of a book order before they know how it will be distributed.

We need to suggest methods that our customers can use to identify when records [that shouldn’t be there] exist at the Union Site, for example a scheduled report selecting by the Union Site. Then, in theory, a responsible Librarian will assign those records to the correct site.

When the collection is well managed, there should ONLY be preference and default information in the Union site as any imported Copy should have a valid Site Code.

NOTE: When a Union Site copy is checked out to a patron and daily chores moves it to In Processing, there will be a history record.

Circulation

Items assigned to the Union Site are not meant to be in circulation and can only be checked out to a system patron, such as In Processing.

• Items assigned to the Union Site can only be checked out to a system patron.
• Items assigned to the Union Site cannot be checked out to a non-system patron.
• Patrons assigned to the Union Site cannot check out items.
• Patrons cannot check out items assigned to the Union Site.

Union Site items can not be checked out to non-System Patrons. Union Site patrons (e.g. Administrators) can not have items checked out to them, if they want to check items out they need to be associated with a valid site.

Union Site Record

The site in bold at the top of the Site Records List is your union site record. The default library name and address is set by your registration information. If you have a single site license, this will be your only record.

What is the difference between a Union Site Record and a Site Code? (Centralized Catalog)

If you manage multiple collections in a Centralized Catalog environment, a site Code is embedded in Patron and Item records to allow an operator to quickly differentiate data belonging to one collection over another. All Centralized Catalogs have a Union Site Record within the list of Site Codes when logging into Alexandria or Textbook Tracker as administrator.

A Union Site Record is a special purpose site that does not operate like a normal site. Any items assigned to it may only be checked out by System Patrons (Barcodes 1-100). It is used by Alexandria and Textbook Tracker in two ways:

1. As a place to assign Patron or Items records that do not have a designated site.
2. Defining Preference default settings; when a new site is created the Preference settings from the Union Site are copied to the new site.