Minutes of June 14, 2007 meeting

Present:

Katie Anderson, Rose Barbalace, Zohreh Bonianian, Judy Gardner, Yoshi Ishii, Barry Lipinski, Andy Martinez, Dean Meister, Nita Mukherjee, Jan Reinhart, Shawn Rogers, Glenn Sandberg, Roger Smith, Chris Sterback, Jeff Teichmann, Michele Tokar, Penny Weniger (recorder), Darryl Voorhees, Jan Reinhart

Absent:

Maggie Harris

Agenda

1. Goals for 2007-2008 and review of last year's goals
2. DRAFT Calendar for 2007-2008
3. J-Client Implementation Date
4. Online Change Barcode form/Use of group email account
5. Text of 21-day Final Notice
6. ILLiad training and implementation update. Glenn.
7. Free Article Delivery Proposal, Banning Procedures, and PALCI Spring membership meeting updates. Judy
8. Announcements and Information Sharing

1) Goals for 2007-2008 and review of last year's goals.

The group reviewed its FY 06/07 goals:

• Host 2007 Ivies+ Access Services Symposium- DONE
• Offer patrons online credit card payment option for library fines and lost book replacement fees- NOT DONE, Pending.
• Introduce customer services standards training-DONE
• Migrate to JClient; upgrade to Unicorn GL3.1- Upgrade DONE; JClient Training DONE; Migration SCHEDULED.
• Attend Directors Station Training and begin using Directors Station for statistics and analysis-DONE
• Integrate e-reserves with course management software-DONE (links to Sakai)
• Adopt flexible/new approaches to services in light of tight budget environment-DONE (in hours, staffing, desks, services)
• Develop an automated claims return process- NOT DONE, in process.
• Introduce delinquent accounts & collection process with University Delinquent Accounts; clean up the “029 report”- DONE
• Automate patron PIN requests-NOT DONE
• Implement user initiated bookings-NOT DONE, a goal with Media.
• Schedule libraries for collection inventory-NOT DONE; Inventory started at Art.
• Implement new technology to facilitate communication between functional group members- DONE (use of Sakai)
• Implement new multimedia lab at Douglass- IN PROCESS, not an Access Services goal

Other 06/07 accomplishments:

• Evaluated ILL management systems.
• Expanded customer service training to 3-session series incorporating question analysis and referral and information service.

The committee decided to carry-over online credit card payment, automated claims returns, and automated PIN requests. We discussed additional access services goals for FY07/08 that apply to all libraries and relate to an RUL Strategic Plan goal:

• Implement ILLiad software for interlibrary loan and Rutgers article delivery. [I.B]
• Implement the Free Article Delivery Proposal. Assess the service; analyze journal titles requested. [I.B and II.C and I.J]
• Revise and update Access Services’ staff resources web pages, following the Internal Communications Review Task Force’s suggested guidelines. [V.B]
• Plan and conduct three training sessions for access services staff: how to teach and explain basic access services available to patrons; core information services in the sciences; and handling difficult patrons and situations. [V.B]
• Support the Marketing/Communications Team by participating in its kiosk and focus group programs. [III.A.]
• Participate in initiatives to improve facilities and libraries as space. [II.A]
• Implement a part-time/student online job application form that could be used by other departments. [V.B.]
• Conduct a comprehensive review of the Libraries’ electronic reserve service. [II.]
• Offer patrons online credit card payment option for library fines and lost book replacement fees. [II.]
• Develop an automated claims return process. [II.]
• Automate patron PIN requests. [II.]

Judy will add details and timelines, for a final review of our FY07-08 goals at the August meeting.

2) DRAFT Calendar for 2007-2008

The committee reviewed the draft of the Access Services & Systems Department Academic Calendar for 2007 – 2008. The changes in the running of Missing books reports was discussed. The October run of the standard Missing books reports remains the same. However, the LOST- ASSUM reports were changed to allow return of items after patron’s receipt of delinquent accounts letters. Please continue to review the calendar and alert Judy of any necessary edits.

3) J-Client Implementation Date

• The J-Client training sessions have been completed and were noted as being beneficial.
• The need for keyboard macros prior to the removal of the C-Client was discussed. Marcos are of particular importance for the RDS operation. Duplicate sets of macros on both C-Client and J-Client are not possible. RDS staff will update the macros for book requests; macros for article requests will not be needed when they are processed in ILLiad.
• The need for staff to use the J-Client, particularly while manning the Circulation desks was strongly encouraged. Doing so will allow staff to feel comfortable with it prior to the target 8/13 implementation date. The C-Client will be removed from Circ desk terminals, however, a copy will remain available on staff office PC’s. However, due to the problem with Bookings in the J-Client some selected sites will retain C-Client availability and the decision to remove or keep will be made by unit Supervisor’s. An additional attempt to address this situation is that Systems plans to set the remaining C-Client’s to Bookings only except at Art, Chang, Dana and the Annex.
• The Student Group is preparing for one-on-one training sessions for the summer student employees and the group is preparing student training documentation for the fall.

4) Online Change Barcode form/Use of group email account

• Protocol will be set up in using the Online Change Barcode form. As the form will be sent via access@rci would Access staff on a rotating basis review and do follow-up? Judy will discuss with the Circulation Group and potentially assign the task to that group.
• It was suggested that perhaps the barcode changes could be batched and entered weekly. An area on the form should be added for staff initials as well as a line noting the library. The patron’s name, as it appears in the on-line record, was recommended to be used. Judy requested that the group review the form and let her know of any additional suggestions
• The potential of Systems running a report on barcode changes in order to streamline the procedure was discussed. Such a report could possibly be sent directly to the RUConnection Office. However, the RUConnection database is in question. Chris Sterback will look into.

5) Text of 21-day Final Notice

Michele noted that the 21-day notice does not state that overdue books are still eligible for renewal. The text will be reviewed with an eye towards clearer explanation. However, ILL and EZ-borrow notices will remain as is. The Circulation Group has been charged with reviewing and offering suggestions for Judy and Chris’ consideration.

6) ILLiad training and implementation update. Glenn.

Glenn reviewed the ILLaid training and noted that the training was long and intense, however; felt the session was beneficial in terms of clarification. The new methodology should prove to be quite advantageous to the service. There are 3 distinct parts Lending, Borrowing and Document Delivery Service; Lending is live, however, the Borrowing end is in-progress, and the web interface needs reviewing. ILLaid was designed for a one-library system as opposed to multiple sites. The ILL manager system will end August 1 when we migrate to ILLaid. Glenn asks for patience as the ILS service goes through the learning process.

7) Free Article Delivery Proposal, Banning Procedures, and PALCI Spring membership meeting updates. Judy

• The Free Article Delivery Proposal has been approved and will move forward. Additional funding requirements are being reviewed. The new service will be advertised as a pilot project. There will be a link from IRIS to ILLiad. No start date has yet been set. Users with deposit accounts need to be notified, as new accounts will no longer be accepted.
• There have been some changes in the newly established banning procedures. All letters will be generated from the Office of Judicial Student Affairs, which may cause a delay in getting copies of the letters into the hands of unit supervisors. When Judy receives more information she will forward on.
• Judy reported on the PALCI user’s group meeting. There will be a 5% increase in the IDS (UPS delivery) fees next years; some PALCI libraries are interested in joining Rapid and may form a PALCI Pod for article delivery; Sirsi/Dynix’s support of the URSA software is uncertain in future and PALCI will form a working group to investigate alternatives; PALCI staff have a new office and there’s a new website under construction; PA is using NJ’s Knowledge Initiative as a model for advocating for statewide funding of library databases.

8) Announcements and Information Sharing

Judy Gardner - the July 13 ASC meeting has been cancelled. The review of the Staff Resources pages is on-going.

Barry Lipinski - Billing: The Billing Group is working on Goals for the new Fiscal Year. Kilmer: Several cracked and missing slate tiles that had caused a safety concern were replaced in the front patio. Due to the Krista Dandurand’s promotion, Kevin Conover is helping out and working 1pm – 6pm Monday – Thursdays and Alfreda Richardson works all day on Fridays. Krista’s job has been posted and will hopefully be filled by September.

Chris Sterback – Nothing to report

Jan Reinhart – The labeling system is down and he and Shawn on working on getting it back up

Roger Smith – Krista Dandurand was offered and has accepted the ILS Associate II position at the Library of Science and Medicine. Peter Anderson is retiring after nearly eighteen years of service.

Andy Martinez - The Collection Management group are reviewing goals for the Annual Report. The Branches have been quiet. Two new items tapes for Alexander oversized items have been created, PER FOLIO and PER E-FOLIO. Prep work and planning is on-going in preparation for the LSM shift in July.

Dean Meister – Temperature problems continue at the Annex with reading in the office of 78 degrees and 78 in the stacks. The HVAC is being repaired. Beginning work on some summer projects.

Michele Tokar – LSM: Krista is working out well in both ILS tasks and public service. Christine and Michele went to the Medical school for a tour. A shipment is being prepared for Better World Books for next month. Meeting with the Selectors to plan and prepare for the shift. Circ Group: Held a “chat” meeting in Sakai that went well. Michele found that people were more “talkative” in chat. The group is working on Group goals and as well as discussing formulating some basic Circulation quizzes for staff.

Darryl Voorhees – The Copy Centers will be closing on weekend through the summer.

Katie Anderson – RGS: Working on tool bars and macros in J-Client. Camden: The inventory of the collection is continuing and they are in the Q’s and hope to get through the Z’s by summer end.

Shawn Rogers – Nothing to report

Rose Barbalance – The group has completed a draft for the on-line job descriptions and is working on a proposal requesting funding for Student Appreciation that may include some gifts. The July meeting will be re-scheduled due to work on the orientation packets. Rose has requested that anyone with old folders with orientation documentation be sent back to her for recycling.

Jeff Teichmann – Alex information has been covered in other member’s reports.

Penny Weniger – S&F group working on becoming familiar and comfortable with working in SAKAI. Hope to have a future “chat” meeting as done by the Circ Group. Goals and Annual report being discussed. Sub-group working on an Emergency flowchart. Douglass: Quiet despite the Sharon Fordham Media Lab renovations, which are going well and with little disruptions.

Zohreh Bonianian – Very good year for Reserves. Systems removed 7,540 New Brunswick records, which is 1, 000 more records created this year. Additional e-reserve meetings are being planned.

Glenn Sandberg – Karen Alberque is attending ILLiad training and will start full-time June 25th.

The July meeting of the Access Services Committee has been canceled. The next meeting will be August 9, 2007.