Minutes of September 11, 2003 meeting
1) Recon without inventory
Ruth Bogan, Linda Turzynski, and Lori Stethers attended the beginning of
the meeting to discuss new recon and inventory procedures and their
impact on access services. Database Management plans to convert
Alexander Library materials by working from shelf list cards and without
having items in hand. Online records with system-generated barcodes will
be added to IRIS. A percentage of these records will be for items that
are missing. Lori is designing a post-recon inventory project that will
eventually identify missing items. In the meantime, the new procedures
will greatly speed the recon process and provide us with access to
materials we own and that are currently not in IRIS.
Within the next month or so we will begin to see records for Alexander
materials with system-generated barcodes in IRIS, OCLC, and RLIN. These
materials can be requested and checked out. They might appear on
Alexander Library s pull lists as RDS and PALCI requests, in Alex ILL as
lending requests from libraries outside Rutgers, and at Alex s
circulation desk when patrons locate them in the stacks and bring them
to the desk to check out.
We agreed to the following access services procedures:
a) Alex RDS and Alex ILS staff who locate an item with an online
system-generated barcode while filling an RDS, PALCI, or ILL request,
will attach a 390300&& barcode to the item, update the item s barcode
in Workflows, and process the request as usual.
b) Alex RDS and Alex ILS staff, who cannot locate a recon item while
attempting to fill an RDS, PALCI, or ILL request, will immediately
charge its system-generated barcode to MISS-ALEX, following standard
c) Staff and students at the Alex circulation desk who check out an
unbarcoded recon book will follow standard circ-on-the-fly procedures:
assign a 390300&& barcode and enter a brief circ record. Database
Management staff are alerted via Unicorn reports to these items and will
consolidate/revise the brief circ and recon records while the item is in
Hala Issa is the contact for Alex circulation and RDS staff, and Bonnie
Spaventa is the contact for Alex ILS lending staff if we have questions
or need assistance. It was noted that multi-volume sets might present
some challenges. And it was suggested that we consider accelerated
withdrawal of recon items on Alex s Missing Book reports in future. Ruth
noted that the Itemcat2 field will be RECON for these records, and they
will be easy to identify in a report.
The E-ZBorrow pilot is over and Cabinet has agreed that PALCI will
become a permanent service. Public Services Council recommended we
participate in PALCI s onsite faculty borrowing and no fee photocopy
programs. Not all PALCI libraries participate in these programs. Our
participation is projected to begin Oct. 15.
PALCI s onsite faculty borrowing program is similar to VALE's. Visiting
PALCI faculty present a form signed by staff at their home library and
we will extend guest borrowing privileges for one year. Likewise,
Rutgers faculty needs to take the form to a PALCI library to borrow
onsite. The Guest Borrowers chart with a PALCI user category, public
services policies, and a list of participating libraries will be
available on the web. A new PALCI user status is needed in Workflows.
Interlibrary loan staff at participating PALCI libraries handle the no
fee photocopy service. Rutgers ILL staff will meet to discuss how to
implement this service.
3) RDS Web Document Delivery
A new Web Document Delivery Working Group has been formed to plan the
operational and public service rollout of web delivery for RDS and
Locate & Copy articles. Donna Cryan is leading the group composed of
Barbara Garwood, Carolyn Foote, Yoshiko Ishii, Teri McNally, Andy
Martinez, Drue Williamson, Christopher Lee, and Barbara Grau.
4) Borrowers: Primary Borrowers Chart and RUconnection update
We reviewed major updates to the latest Primary Borrowers Chart:
- employee types included in RUL s data load are spelled out,
- the status field is now data-loaded (profile name and status are the same on a user s original FACSTF, GRAD, or UGRAD RU-ONLINE record),
- law school users and NJIT cross-registered users are automatically given FACSTF, GRAD, or UGRAD statuses,
- school codes are used to identify law school users (23-LAWNEW or
24-LAWCAM) and need to be entered when registering a new law user if they are not yet filled in online,
- the RUconnection Office is issuing AFFILIATE and VISITING SCHOLAR cards now,
- t-grade students have moved from the Guest to the Primary chart since remote access is needed by students finishing incompletes,
- privileges expire dates have been revised and conform to the data-loaded dates,
- the definition of a current student, faculty, or staff based on last load date is included,
- paper ID cards are no longer issued.
The latest Primary Borrowers Chart, dated 9/15/03, is now available on
the web under Staff Resources / Access Services / Procedures/
Registering New Borrowers / Primary Borrowers Chart.
Updates from RUconnection:
- Apologies for the increase in 290300000004 barcodes this year, there
was a change in the data feed from the Registrar, which caused some
glitches. Whenever you assign a new barcode, please email the patron s
name, SSN, and new barcode to Judy who will coordinate sending this info
- The note you are seeing on new student cards this year ( Only valid
with current registration ) was done in an effort to solve a problem
where individuals who either graduated or left the university and felt
they should still have access to facilities (gym) because their ID card
had not yet expired. RUconnection has not changed validation
requirements so this note should not affect us, or deter us from
registering students with RUconnection cards, especially this time of
year when we may not yet have an online record from the Registrar.
5) Process Review
- Holds on spring registration. Chris will run another report to bar
users with 40-day overdues with due date between 12/28/02 and 4/19/03
that were missed before we began running the automatic barring reports
last May. Already barred users reports, based on school codes on each
campus, will then be re-run. Judy will send billing contacts their
assignments; the university s deadline to place holds on spring
registration is Sept. 19th at 4:00 p.m.
- Stacks checks guidelines have been posted to the Staff Resources page.
The contact list was circulated for final revisions (this list is also
available online now).
- Summer reserve removal. Reports have run, Judy will send results to
Dana and Robeson reserve staff.
- Returned library notices. The Verifications office requested that we
limit the number of library staff calling for address checks to two. We
may eliminate this step from returned library notices guidelines, and
only use Verifications when processing delinquent accounts.
6) Other items and information sharing
- Jane Mihalick is on extended medical leave. Please call Brian between
3-5 pm with your PALCI questions.
- NB collection management manual is complete and will be on the web
soon. Shift at Kilmer is complete; shifting at LSM is ongoing. Douglass
construction is on track to be completed by December.
- A survey was sent to NB access services staff for training needs.
Periodicals are being shifted at LSM. New work-study students are
- An air conditioner has been replaced in Systems. TAS staff picnic was
yesterday. Sho s last day was Sept. 2nd. Systems is noticing benefits of
the new server. Experiencing an influx of remote access Help questions,
some taking a long time to answer. Should we give out the Systems phone
number? Chris suggested we ask patrons to submit their remote access
questions electronically to AAL first.
- RDS s 5-day in library use loan period is in play. Wireless equipment
is installed at Math but not yet live.
- Robeson has finished shifting its book collection and has moved on to
periodicals. The largest freshman class ever is at RU-Camden, and
they are using the library.
- Dana is also shifting its journal collection. Has high volume of
work-study students this fall. Construction on the plaza is still going on.
- Automatic barring is working extremely well, has eliminated lots of
paperwork, and alerts users to deal with their overdue books.
- NB access and collection services staff are reviewing and revising
guidelines for how its CS staff users records are used.
- Ana Ramirez has moved to the Annex and Marilyn Herod to SERC. Five NB
branches are working on MARC holdings records. Faculty are encouraged to
use e-only options for reserves (e-forms to request items be placed on
reserve and submission of e-files and documents). The checked-out at
closing Reserve reports are being revised to include books with LC call
numbers, in addition to articles.
- A stacks shift has been completed at Music. The Mediavision schedule is
now available online.
- A reminder that scanners have service contracts and if you re
experiencing any problems, call Imaging Services at Alexander Library.
- Donna is retiring and her last day is Oct. 24. Jerry Timmons last day
NEXT MEETING: Thursday, October 9, 2003, 9:30-11:30 a.m.