Minutes of Thursday, August 9, 2001 meeting

1) Bookings Training for Access.

Jan distributed WorkFlows documentation, demonstrated charge/discharge bookings wizards, and reviewed how faculty can request media & equipment for classroom use through a web form and how they can view their bookings in Self Services. Responsibility for the smart classrooms and media equipment has transferred from the Media Center to the TEC in New Brunswick and beginning Sept. 1, faculty or their designee, will pickup and return media booked for classroom use to Art, LSM, Music, Media, Dana (Media?), and Robeson. See the new "Media Materials Booking Request Service" user services web site for a detailed description of the service: http://www.libraries.rutgers.edu/rul/lib_servs/media_request_booking_service.shtml

2) Chris Sterback, new Unicorn systems administrator, and visiting Robeson staff were introduced.

3) Scanner, trainer, ereserves.

As of today, new scanners have been installed at the Alexander Copy Center, Kilmer, Douglass, Chang, Dana, and Alexander access services, and will be installed at Robeson and LSM shortly. Training is pending for staff at Alex access services, Robeson, and LSM. Documentation is distributed at training sessions and will also be posted to the staff resources web site. Reserve staffs are encouraged to scan and name files for ereserves during IRIS downtime. Call the Copy Center or Roger Smith with any questions. [Ariel and document delivery will be implemented later in fall semester.]

The Electronic Reserves Working Group met yesterday and reviewed last FY statistics, revised the policy for submission of electronic files, and worked on questions for the ereserves user survey that will be conducted by the Libraries Assessment Committee in October.

4) August downtime: Standalone, RRS delivery in NB, forms, etc.

Chris Sterback is reviewing Standalone instructions; libraries wishing to use Standalone during downtime can contact Chris by calling the Systems Dept. Chris will then work with staff to ensure it's installed properly on a circulation desk PC and review how files should be delivered to Systems daily.
Referral/instruction pages will appear in static, read-only IRIS whenever users click on the interlibrary loan, "request this item", Change your PIN, and Renew Your Checkout options.
RRS during downtime: Use the NB, Dana, and Robeson RRS paper forms (masters available on the staff resources web site); books will be sent to and from geographical campuses and the Annex only (with the exception of staff requests for reserves, which will be entertained at all libraries); no change in article requesting; the RRS delivery run in NB has been canceled the last two weeks of August.
PINS will display in read-only WorkFlows.
Consult the IRIS contingency plan and additional forms (new user registration, charge, discharge receipt, missing book, etc) available on the staff resources web site.
There will be no gap time. IRIS will come down the evening of the 15th and remain down until the static, read-only version becomes available on the 16th.

5) Email addresses and user data loads, email notices.

An email courtesy notice with text of flier "Library Notices Going Electronic" is being sent to 26,000 users with email addresses in their library records; bounced messages due to email address error will immediately be deleted from the Systems directory.
Fliers have been sent to each library and are beging stuffed in paper notices currently going out.
On August 13th we will load the latest file with emails received from Admin Computing, the current file has approximately 3% incomplete email addresses, which we are working to correct.
Email addresses in both Address 1 and Address 2 will be deleted if there is no exiting email in the user's university record. Records will be refreshed every time we load a new file of active students and employees. FAQs for staff answering questions about email addresses were reviewed and a revision will be issued.
Along with email addresses, Admin Computing has programmed a change in the expiration dates we will use for students (11/1/2003) and, faculty/staff (12/31/2003), which will increment by one year annually. Is it technically possible to add an override to the Addresses tab on the edit user wizard? a question for Systems.

6) Missing Book Report.

The annual missing book reports that we search and then send to Database Maintenance for withdrawal will hopefully be run and distributed before downtime.

7) Sirsi trainer.

A Sirsi trainer/consultant is coming again this year in October and access services has been scheduled for 1 ½ days. ASC generated ideas for discussion, which include some general enhancements we're currently working on: RA cards, email notification, user initiated holds, history for items, Lost-Replace payment type, long overdues, alternative to 3-part reports output, reports training by functional areas.

8) New user registration.

We always see new users without RUconnection cards and/or lacking online records who want to register the beginning of the year. Review the Borrowers Chart (which needs to be updated with new expiration dates) for instructions. Please note, records for UMDNJ students in New Brunswick are no longer included in our data load from Admin Computing.

9) InTransit Lists

When we first set up in transit reports we decided on one report to include everything in-transit and owned by all libraries. Dean will create reports that list only those items in-transit to and from the owning library, and NB libraries will begin to test.

10) Announcements & Information Sharing.

Marie Saraceni's last day was Tuesday, direct requests for publications and forms to Judy in the interim.
Judy and Natalie are working on an online Borrower Registration form that might be ready for fall, which would be emailed to the AAL Access Services Team.
Dean is scanning and ftp-ing for ereserves, and has run reports to identify expired, temporary brief reserve records not deleted by report for cleanup. Chang's roof leak has been fixed.
Robeson has been without air conditioning, Judy returns to access services in the fall.
Pat will be out of the office for a week beginning this Wed.; Penny can be contacted for Alcohol Studies questions.
Roger has been involved with scanner training and is a resource for staff questions; overflow ereserves workload should still be sent to the Copy Center for processing; ftp-ing will be phased in at other sites; working to develop still-checked-out-at-closing reserve pick list reports for Dana and Robeson.
Chris report that 60% of the email announcements have been sent; has been preparing for authorities load and downtime, post upgrade fixes, standalone, changing buttons for static IRIS.
NB Access Services is hosting the new SCILS/RUL intern fall semester
Zelda Gregory retired after 32 years at Robeson (congrats!), and everyone envious of Adrian's travels.
Jeff reported Alex access services has been rearranging and moving offices, and that Don Wilson has temporarily moved to Art & Kilmer (evenings)
Brian noted that ILL loans received during downtime will not be process for circulation and users are being asked to postpone placing requests, articles will still go out and loans currently on hold shelves can be circulated. Ana Herrera returns from leave in October and ILS Alex is looking to fill a voucher position in the meantime, referrals welcome.
Penny reported that access services staff are working with database management on a recon project at Douglass; D21 planning is ongoing.
Michelle reported LSM PCs are moving to individual's desks, Georgina is filling in at LSM, circ group working on RAs, remote access, demographic stats.

STAFF RESOURCES