Minutes of June 12, 2003 meeting

Yoshiko Ishii, new committee member from Dana, was introduced.

1) Goals - review of 2002/03 goals and discussion of 4-5 key goals for 2003/04

2002/03 Goals:

Implement user-initiated Place Holds in production. [DONE]
Remove long overdue books from the system and implement Sirsi's new Process Long Overdue Items report. [In process, Geac-lost items shadowed]
Expand the Audio Reserve pilot project; review media circulation policies. [In process]
Improve user education and awareness of email addresses and library records. [DONE? bookmarks]
Introduce a new cycle for placing academic holds. [DONE]
Offer users Knight Express and/or credit card payment options. [Not Done]
Implement web document delivery for RRS articles. [Not Done] Create a combined electronic & paper brief item record for Reserve materials. [DONE]
Train additional access services staff to run basic Reports. [Not Done]
Compose, review, and consolidate procedures and training documentation on the Web. [Ongoing]

Other, completed: PALCI, missing book guidelines and stacks check guidelines, new scanners, ereserve files size, year-round AAL team and blind reply address, automatic 40-day bar report.

2003/04 Goals:

Remove long overdue books from the system and implement Sirsi's new lost book and billing functions available in U2003.
Expand the Audio Reserve pilot project; review media circulation policies
Offer patrons Knight Express and/or credit card payment options.
Implement web document delivery for RDS articles.
Train additional access services staff to run basic Reports.
Automate patron PIN requests.
Revise patron loader: new expiration date, withdrawn and alumni statuses.
Test and implement system upgrades and new releases (Unicorn, Ariel, URSA, etc.).
Introduce ILL Manager's patron web interface for interlibrary loans.

2) Returned library notices guidelines, draft #2

After discussion, the group recommended we include guidelines for staff at desks for dealing with patrons who have been barred because of returned library notices, a strategy for dealing with blank address fields, and a procedure to expire patrons with bad addresses if their record is not currently loading from Admin Computing. Tracey will begin to forward returned notices according to the schedule in the draft guidelines.

3) ILL checkout procedures, July 1

New circulation policies and checkout procedures for interlibrary loan books will begin July 1. Most ILL books will have the traditional white book bands and will receive an automatic 4-week loan from the date of checkout; and patrons can renew them once by for an additional 4-weeks in Self Services (just like E-ZBorrow books). ILL books with special conditions such as a shortened loan, no renewals, or in-library use will have brief records created with a new noncirculating item type (ILLSPECIAL). Staff at desks will need to enter a special due date and use the override. Brief instructions will be included on the yellow book bands for special ILLs. All interlibrary loan materials will be subject to a new 7-day recall period.

The new patron web interface and ILL request forms will be outside of the Unicorn request module. The link in IRIS will remain and there will be additional access to ILL services under Services on the RUL website. Patrons will need their barcode and email address to logon for ILL services.

4) Library payments by credit card at cashiers' offices; Knight Express

We need to determine best location and find an available port at Alex's circulation desk for a Knight Express reader in NB. The cashier offices in NB are prepared to accept miscellaneous bills for patrons, who are not yet on Hold, and would like to pay bills by credit card. Procedures will be shared with the NB billing group. Students who are already on academic hold can currently pay by credit card at cashier offices (the amount of their hold). There are no provisions for students to hand-carry updates to their hold amounts to a cashiers office.

5) Miscellaneous Updates

Systems is now running reports to automatically bar patrons with items checked out or recalled that are 40-days overdue. Libraries 40-day overdue reports have been reinstated and will be used by staff to search and update patrons records if items are found.
No further comments were received on stacks check guidelines and these will be posted with minor editorial changes.
The group was alerted to the following note that may be put in a patron's Unicorn user record by the System's department: 'Excluded from the Library Proxy Server on (specify date) when (vendor name) reported excess use.' If the user contacts the library to report not being able to use the proxy server and you see this note, refer the patron to the Systems department. Systems staff will explain the contract violation and restore access. This happens infrequently.
Meetings have been scheduled to plan for reports training. Sessions are tentatively projected for mid July, attendance will be limited.
The libraries have been included in a Checklist for Employee Separation that is available on the Rutgers UHR web site. While strictly optional, some departments are using the checklist when employees leave the University. Our note reads: 'Notify Head of University Libraries Access and Interlibrary Services at 2-7505 to ensure that all books and other library materials have been returned by the employee.'
The IRIS Contingency Plan for Access Services will be updated to indicate that E-ZBorrow will not be available during extended downtime. Chris thinks we might need to stop offering E-ZBorrow a few days before August maintenance and downtime begins.

Other Items, information sharing.

Summer programs at Alcohol Studies are in full swing; construction in the parking lot of Smithers has eliminated staff parking.
Upward Bound has not yet contacted the Libraries for summer privileges.

Constance Finley begins as new SMLR librarian on August 1st.
Installation of wireless technology has started at Math. A group is reviewing procedures for cataloging and processing CDs.
Dave Warner is new staff at LSM, working with UMDNJ and reserves. Shifting is planned at LSM. Staff are working on circ manual and identifying training needs.
Spring ereserve documents and brief/control records are in the process of removal. 'See also' records have been introduced to help students find records for multiple courses and instructors. Standard exit counts statistics sheets will be used by all NB libraries.
Imaging Services is working with SMLR to install paid public printing.
Raising user awareness about preservation is a NB collection management group goal.
Chang staff are studying Robeson's access CD, and planning for selective inventory this summer.
Construction continues at Douglass, adjusting for security is a challenge.
Chris, Andy, Bob, and Judy met with 4 staff from Univ. of Virginia who visited to learn about our implementation of Demand Management (user initiated holds). Systems hosted the national Luna conference. Reserve records will be removed next week. Systems is planning for fiscal year rollover. Tracey is conduction Netscape 7.0 email training.
Newark's staff recognition program is today. Construction is taking place on the quad and Dana is down to one entrance-exit. Dana's hold shelf is now consolidated behind the circulation desk; circ staff are trained to check out materials.