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Overview
CSUSM purchased Luxer Lockers in order to circulate physical items during the COVID-19 pandemic, when the Library building was closed to the public. The Luxer lockers were installed on August 14, 2020 and workflows and policies needed to be created as Luxer was new to working to integrate Alma with the system and more and more libraries gained an interest in obtaining lockers to circulate their materials.
Luxer One Website: https://www.luxerone.com/
Goals
Create workflows and policies for the new Luxer Lockers.
Make circulation of physical materials available while the Library building is closed.
Ensure the health, safety, and wellbeing of those who will interact with the lockers in person.
Specifications
Locker Number & Size
1 - 15-Door Main Locker & 1 - 17-Door Add-on Locker
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Large are approx. 15in tall
Medium are approx. 10in tall
Small are approx. 5in tall
Locker Location
Off of Craven Circle, outside the Kellogg Library second floor entrance. These lockers are near the Library Returns for the users’ convenience.
Luxer One Mobile App
Alerts the user when their item(s) is available for pickup
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Allows the user to edit their accessibility settings and elect to have their items delivered only to the ADA-designated lockers between 15-48" off the ground
Safety & Security
The lighting under the entire 2nd floor portico area (especially where entrances are located, like by the lockers) are up to code standards for navigability and safety. There is a light fixture directly above the lockers and lights are installed throughout the portico area.
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Lockers are bolted down for California Seismic Regulations.
Milestones
July 28, 2020: Kickoff Session (led by vendor)
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October 1, 2020: Launch Day
Policies
Building Manager
Building Manager is the manager interface for the Luxer One system. Go to https://app.luxerone.com/manager/managers/login to log in to the Building Manager.
For more information, see: https://youtu.be/fcUn3AIYycE & https://youtu.be/VYn2wkmM_VQ
Locker Expiration/“Shelf Life”
Locker holds will expire after 6 days.
Locker Loan Limit
No Locker Loan Limit at this time.
Customer Support
24/7 direct support for Library employees is provided by a US-based call center
Procedures
Add User in Building Manager
Log in to the Building Manager
Navigate to Recipients tab
Use “Add New Recipient” form to enter the following:
First Name, Last Name, Email, and Unit/ID Number
Ensure “Send Welcome Email” is checked
Luxer One is working on Alma integration in order to pull user data as requests are submitted.
User Local Item Request (Employee)
Input your Carriers access code on Locker touchscreen
Find user by entering their name
Take photo of item(s)
You can take a photo of each item by selecting the plus (+) icon
If <3 books, take a photo(s) of the cover of each book
If >3 books, take a photo(s) of the spines of the books together
All the photos taken appear in the notification sent to the user and in the Building Manager
Select locker size for item(s)
Locker door automatically opens for employee to place item(s) inside.
Is the locker full? Do you need to reopen the locker door? Return to the touchscreen and select the appropriate option
Place item(s) in locker and close the locker door
Exit the Carrier transaction screen from touchscreen
If you are using the touchscreen on the Luxer Locker, it is important to “exit” with the provided exit buttons at the end of the transaction - that said, the screen will time-out within 60 seconds if you forget to exit.
If you are triaging system issues and need to access the “Admin” screen via the touchscreen (this will be rare and only should be used in case of locker error) the time-out is five minutes, so it is especially important to “exit” this screen so a user does not have access to Admin screen features.
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For more information, see: https://youtu.be/beWZ9XrXAHY or https://youtu.be/7GEwWlRAN2g or https://youtu.be/isUzD3i6-kY
User CSU+/ILL Item Request (Employee)
CDA processes CSU+/ILL item(s) and checks out any ILL item(s) to the user
When the item(s) is checked out to the user, they will receive a notification that an item has been checked out to them (The ILL locker delivery letter will be sent when circ staff check out ILL items in ILLiad webcirc.)
Place items on a designated truck adjacent to 3rd floor checkout for User Services staff to place in locker
User Services staff will acquire the item(s) and follow instructions for “User Local Item Request (Employee).”
Check CSU+ & ILL items out to the user
User Item Pickup (User)
The user receives a notification (text or email) that they have an item(s) waiting for them, along with their unique access code and QR code. The user can also download the Luxer One App and may receive a notification through the app.
Pickup with Access Code
Go to the Luxer One lockers and type your access code on the screen
The assigned locker door will open automatically
Collect item(s) and close the door
Select “Exit” on the screen.
The screen will time out after 5 minutes of inactivity
Pickup with QR Code
Go to the Luxer One lockers and scan your QR code
The assigned locker door will open automatically
Collect item(s) and close the door
Select “Exit” on the screen.
The screen will time out after 5 minutes of inactivity
Pickup with Luxer One App
Go to the Luxer One lockers and select the option to open the locker door within the Luxer One App
The assigned locker door will open automatically
Collect item(s) and close the door
Select “Exit” on the screen.
The screen will time out after 5 minutes of inactivity
For more information, see: https://youtu.be/IyLXolPttxY
User Item Dropoff (User)
Users have the option of dropping items off in the lockers. This can be used for faculty to dropoff their personal copies, for the return of equipment and other fragile items, etc.
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More testing needs to be done to ensure the steps for this process are accurate.
Creating a Luxer One Account (User)
Users can create a Luxer One account from either the Luxer One website or the Luxer One app. Their account information can be used to login on both the website and the app.
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For more information, see: https://youtu.be/LK2k35bxnZM & https://youtu.be/R55fvZ9LYmA
Handling Expired Item(s)
When the employee goes to add an item(s) to the lockers, you will receive a notification that an item(s) has the “Return to Sender” status and you will be asked if you would like to remove the item(s). Select yes, the lockers will automatically open, and proceed to do the following:
Remove the item(s) from the locker
Mark as Picked Up from Building Manager > Lockers
Check the item(s) in to Alma Library as a return
Return the item(s) to the stacks
If the item is a CSU+/ILL item, place the item on the RS shelf
Pick from Shelf Workflow
Log in to Alma
Switch to Library - LL CircDesk
Navigate to Fulfillment > Pick from Shelf
Filter by Request/Process Type > Patron Physical Item Request
Select the items you are pulling from the shelf (you can Select All)
Click Print Slip
Click Quick Print
Print slips
Pull book(s) from stacks
Check out item(s) to user(s)
Ensure location is Library - LL CircDesk
User will receive Alma notification that an item has been checked out to them
Put book(s) in lockers (see “User Item Request (Employee)”)
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Select action Convert to Resource Sharing
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Convert Request to Mail To Home
If a user first requests locker pickup but later decides on mail to home, email libcirc@csusm.edu with the request/requester information and place the item on the shelf that RS staff is using to drop off items. RS staff will push the due date if needed.
US staff will direct user to ILL Book Request Form
Remove item(s) from Building Manager
Add the Convert to Mail to Home slip with requester name & Place item(s) on a cart adjacent to the cart/shelf that RS staff is using to drop off and pick up items
RS staff will pick up the item(s) and push the due date if needed
Holding a Package
You may receive a notification from the system or from the Luxer customer service department when a user asks for a package to be held. This often happens when a user is on vacation and can’t pick up their package right away.
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Remove the item(s) from the locker and store it until the user returns
Leave the item(s) in the locker until the user returns
Immediately return the item(s) to the stacks
Leave the item(s) in the locker until they expire and then return them to the stacks (preferred)
Locker Maintenance
Audit
It is good practice to make sure all items in the lockers match the content in the Building Manager, especially when the lockers are first installed. This can also be done on an ad-hoc basis. This practice will ensure:
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For more information, see: https://youtu.be/zfIQRdSQmo8 (Full Audit) & https://youtu.be/jW0g9WyB4n0 (Quick Audit)
Cleaning/Sanitization
Custodial staff will clean the lockers daily with a milder soap solution (as opposed to the 710 solution, which could damage both the wrap and the lockers’ finished surfaces). They'll also be sanitizing the lockers once weekly with an electrostatic spray (1x weekly is standard for high-touch surfaces on campus using this product).
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Luxer Locker Cleaning Guide: https://app.luxerone.com/manager/manager_resources/view/29
How to Open Lockers from the Screen
You can open every locker using the screen by following these steps:
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When the screen is used to pick up an item, make sure to clear that item out of the system by entering the code on the screen or by going into Building Manager and changing the status of the item to “Picked Up”.
Open Lockers Manually
Utilize the combo lock pin at the top of each locker tower to manually access the release handle that manually releases all lockers. Enter the pin, turn the dial to the left, and remove the access panel by gently pulling off the panel. Reach in and pull the red latch handle up on the top of the lock. That will release all of doors in that tower.
When the combo lock release is used to pick up item(s), make sure to clear item(s) out of the system by entering the code on the screen or by going into the Building Manager and changing the item status to “Picked Up”.
Appendix
Q&A (Internal)
Why Luxer?
Luxer lockers are cheaper than D-Tech and they have the touch screen capability, which D-Tech doesn't have. Luxer delivers and installs.
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Technically we can put items for multiple users in one locker slot, but that would not be ideal because we will be checking items out to users in advance and don’t want someone to take another users’ item.
FAQs (Public)
✔ = Added to LibAnswers
✔ What are CSUSM Library Lockers?
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