The group described access services available to users and functions staff can perform during 3 different IRIS downtime scenarios; Judy will compile as our IRIS Contingency Plan for review at the next meeting. Paper, backup forms will occasionally be used: the revised manual book charge form will be reproduced, ILS is revising the paper backup ILL form, and NB circulation functional group will work on a backup New User Registration form. Periodic reviews of Standalone procedures are also needed.
We created a list of outstanding Unicorn issues, to review with Karen and develop as possible enhancement requests for Sirsi's new Web forum:
We agreed to check out Reserve items to users who have lost their IDs if they have a current Unicorn user record. Users must verify themselves with their SSN; and we will advise them to get a replacement ID. For regular stacks books, we will advise users to get a replacement ID and return to the library to check items out. We will then hold items for users at the desk for a reasonable time, usually 24 hours. Staff should use their judgment implementing these guidelines under special circumstances and on weekends.
Reviewed different levels of remote access to library resources and services:
The "profile name" field defines a user's borrowing privileges (book limit, load period). There are 6 Profiles: FACSTF, GRAD, GUEST, UGRAD, UMDF/S, and UMDSTU. RU-ONLIN E user records are assigned a profile name (FAC/STF, GRAD, UGRAD or UMDNJSTU) files, based on the user's enrollment and employment status, when data is loaded from university. Staff also assign profile names when registering new borrowers at circulation desks.
The "stat" field is a demographic field that tells us more about the user. Stat is important because it can be used by the library's proxy server to authenticate users for remote access to licensed databases and will be used to authenticate users for UnCover subsidized article delivery in future. Staff at circulation desks assign the stat field when registering all new borrowers, including users with RU-ONLINE records.
The "stat" of users with existing user records in 1997 migrated from Geac and have not been changed in Unicorn unless manually updated by staff. Users with a profile name/stat combination of FACSTF/GRAD were probably graduate students in Geac days and are now employees. Users with profile name/stat GRAD/FACSTF may have been employees in Geac days and are now graduate students, or these are errors. Whenever billing staff see GRAD in either the profile name or stat field, assume the individual has or has had student status, and go ahead and place an academic hold. About a year ago, Bob Warwick ran a report that listed all the profile name/stat combinations in the database.
Undergraduate honors students are assigned the profile name GRAD in Unicorn when their records load from university files IF the College Scholars Program Code (21355) is reflected in data submitted to the Registrar. Judy will contact honors program coordinators to remind them.
Records for summer session students will be loaded from Administrative Computing Services files (last year we received summer session data in the first week of June). Non Rutgers students will be issued an RUconnection card if they request one at the RUconnection office. Otherwise, if they wish to borrow and (1) have an RU-ONLINE record and can be verified with SSN, or (2) have a paid term receipt, we will issue a plastic borrower card at circulation desks. The expiration date of summer session students will probably be around August 18 (set by Recreation Services). Rutgers students attending summer session should already have an RUconnection cards with 12/31/2005 expiration. Instructions for registering non-Rutgers summer session students will be added to the Primary Borrowers Chart.
Fuzzy, smeared, unscannable barcodes are beginning to appear on RUconnection cards again. Judy will forward anecdotal reports to the RUconnection office, and urged staff to log specific details at circulation desks.
Former students, employees.
If we confirm at a circulation desk that an active borrower with 12/31/2005 expiration date is no longer a current student or employee, we will manually edit their expiration date to this year (6/30/yyyy or 12/31/yyyy). And remind them to apply for alumni, or retiree in the case of retired employees, privileges. These users are no longer part of university data files, the updated expiration date will not be overridden.
October and January diploma holds are completed in NB, lists distributed to Camden and Newark. Barry will follow up with the Registrar's Office for the May graduates list and distribute for processing.
Staff reported difficulties keeping accurate inventory of damaged books and moving them to a final stage. Judy will convene a small group to discuss and recommend guidelines that might expedite the process.
Next meeting: Thursday, May 11, 2000, Admin Conference Room, Alexander Library