Minutes of April 14, 2005 meeting

Present:

B.Lipinski, G. Sandberg, D.Voorhees, Z. Bonianian, J.Teichmann, A. Martinez, P.Weniger, C. Sterback, N.Mukherjee, R.Smith, M.Tokar, K.Anderson, M Harris, D. Meister, J. Reinhart, J. Gardner

1. Proposed new Current Locations (Statuses) in IRIS GRADCARREL or ART-CARREL, and NEWBKSHELF.

Andy and Kristen have worked on a proposal for automating checkout and inventory of the graduate student carrels in the Art Library. It involves a new Current Location in IRIS. Art is the only library that does not check items to individuals' library records for carrel use; its carrels are open and shared. ASC recommended using ART-CARREL for the new Current Location. Chris will create it, and will also create 34 new ART-CARREL staff users with a new staff profile with term loans and limited to 60 charges (20/each of 3 users sharing a carrel). Books charged to an ART-CARREL will be retrieved by Art Library staff for use by in-library users upon request; they will also be eligible for ILL and RDS to Camden & Newark.

ASC discussed another proposed new Current Location-- NEWBKSHELF. The group's consensus was that the amount of staff time needed to select items, charge, discharge, and maintain accurate checkout statuses is prohibitive. The number of new items, turnover, and limited time items are on new book shelves are factors. It was also thought the probability of double charges occurring would be high, which cause problems with individual borrower records. ASC recommended against implementing a NEWBKSHELF location and for greater user education in this area. Whenever users report a 2005 copyright NOS in a library with a new bookshelf, public services staff should immediately take them to the new bookshelf to look for it. Whenever RDS staffs receive a request for a 2005 copyright book, it should be searched on new book shelves as well as the stacks, and before it is reported MISSING in IRIS.

2. iLink: MY ACCOUNT, error messages, other.

SELF SERVICES becomes MY ACCOUNT in the new IRIS, with links to external sites. Web pages and brochures will be revised to reflect the change. The INTERLIBRARY LOAN button will be removed from IRIS, and RESERVE DESK becomes RESERVES. Access services staff contributed new text for error messages in iLink. Rollout is tentatively scheduled for May 16.

3. Billing issues: diploma holds; ILL/PALCI billing; students view of academic holds in myRutgers, other.

• We obtained an electronic file of May grads for colleges in NB and as a trial to streamline diploma holds procedures, Chris will match it against the user database.
• ILL/PALCI billing will begin on or around June 1st. All notices texts need to be reviewed in light of changes to IRIS.
• Students will begin to receive email alerts from Student Financial Services when financial holds are placed on their records, with instructions to check myRutgers for a view of their Holds. Authorized staff can also now access Hold data on student records via the Web and Judy has requested access for library billing staff.

4. A Team Keyboard Express macros, revision to RDS macro suggested.

Suggested changes to the A Team macros will be reviewed again for changes in the new IRIS before they are shared with B. Warwick and the A Team. Misc. changes to the Request/Article Other form and RDS staff macro are pending.

5. Misc.: Missing Book reports, VALE Borrowing staff instructions, 2005 Access Symposium, Systems updates.

• A. Martinez is now running Missing Book Reports for RUL access services staff.
• VALE borrowing program contacts have been revised to include access services staff backups-R. Smith in NB/P, K. Anderson in Camden, and M. Harris in Newark.
• A brown bag is being planned for attendees at the 2005 access services symposium to report back on their experiences.
• The patron purge criteria will be revised next year to remove Retirees based on expiration date.
• We agreed to change PALCI passwords on a regular basis (beginning June 1) and whenever a PALCI staff person leaves the university. WorkFlow logins and FTP logins may also be changed on a regular basis in future
• SSNs must be replaced with a university ID number by January 2006.
• No new bugs from the recent upgrade have been reported.

6. Announcements and Information Sharing.

• Kilmer is having a book sale on Monday, on the front portico.
• Music Library has an additional range of book shelves (from Douglass) and new video/CD cabinets.
• Ana Ramos's last day in ILL is May 6; Michele DeVries is new voucher at LSM; after public services staff have helped users check online for the status of their requests, Ask a Librarian is the place to refer questions about ILL.
• Imaging Services will conduct local Acrobat training upon request. Microform equipment is moving from Dana to NBL based on usage. More flash drives are available for sale.
• The faculty reserve request forms have been revised.
• LSM is now getting a regular flow of reupholstered chairs, experienced a water main break last weekend and lights out for 3 hours last Tues. Transfer of special collections items is completed; weeding is progressing.
• Circulation functional group is working on circ desk hours, an evening resource directory, and a new staff welcome notebook.
• Meghan Lord is new staff at SERC; East Room shift at Douglass is complete; LSM transfer to special collections and Annex almost done.
• Student appreciation parties were held this week, at Kilmer and LSM today.
• The cherry trees are blooming in Camden.
• Alex is interviewing for assistant to student coordinator position; Pricilla Lee has transferred into RDS. Chris Lee's lunch is next week. Alex's student party was for all student workers in the building, held in the Pane Room. Training and Learning Comm. is having a short program this afternoon, a National Library Week celebration.
• Douglass' student party was yesterday. Security and Facilities is working on table tents, standardized floor plans and training initiatives.
• PromptCat is working on firm orders as well as approval books now. Shelf Ready, receiving processed books directly from the vendor, will start soon. Batch withdrawals in IRIS are behind due to delay in RLIN record loading; items will remain shadowed in IRIS until they are withdrawn from the national utilities (RLIN and OCLC).
• The Electronic reserve group will meet the end of April, with the syllabus format is a major agenda item.
• Four open lines in NBL in various stages of recruitment.
• NBL RDS functional group is composing instructions fro PALCI items not found (mismatched records), PALCI books returned damaged by our users, and clarifying the standard format for deposit accounts, RDS student job descriptions.
• The Diversity Committee has begun to discuss the Dali Lama's visit to Rutgers.

NEXT MEETING: Thursday, May 12, 2005, 9:30 a.m. Conference Room, Alexander Library