Minutes of June 12, 2008 meeting

Present:

Yoshi Ishii, Ann Watkins (Dana); Jeff Teichmann, Andy Martinez, Zohreh Bonianian, Glenn Sandberg, Rose Barbalace, Penny Weniger, Darryl Voorhees (New Brunswick); Barry Lipinski, Dean Meister, Judy Gardner (recorder), Katie and Petr Anderson, Christopher Sterback Michele Tokar (Camden)

1. Group Coordinators

There will be some changes in Access services' group coordinators next year:

• Billing: Jeff Teichmann
• Circulation: Michele Tokar and Holly Muller
• Collection Management: Andy Martinez
• Reserves: Penny Weniger
• Resource Sharing: Katie Anderson
• Security and Facilities: Barry Lipinski
• Student Coordinator: Rose Barbalace

Judy thanked Zohreh, Penny, and Barry for their service, leadership, and group accomplishments as coordinators of the Reserves, Securities & Facilities, and Billing groups over the past years.

Access services staff are also represented on various committees next year: Health & Safety- Penny ; Marketing- Rose and Michele ; ISAWG- Judy and Andy; Training & Learning- Jeff; Library Resources Council- Glenn; User Services Council- Judy; Disabilities- Holly and Penny; Holdings- Dean; TSCWG- Andy; LIS- Judy

2. Goals review

The group reviewed the status of our 2007-2008 Goals:

• Implement ILLiad software for interlibrary loan and Rutgers article delivery. [I.B]-DONE
• Implement the Free Article Delivery Proposal. Assess the service; analyze journal titles requested. [I.B and II.C and I.J]-DONE. User survey conducted, most requested journal list shared with selectors
• Revise and update Access Services' staff resources web pages, following the Internal Communications Review Task Force's suggested guidelines. [V.B]-DONE
• 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]-Not Done
• Support the Marketing/Communications Team by participating in its kiosk and focus group programs. {III.A.]-DONE
• Participate in initiatives to improve facilities and libraries as space [II.A]-In Progress and as opportunities arise, e.g. Alexander Reference & Lobby Redesign, group study rooms at Kilmer, 3rd floor quiet area at LSM.
• Implement a part-time/student online job application form that could be used by other departments.[V.B]-In Progress, a subcommittee of Student Coordinator Group working
• Conduct a comprehensive review of the Libraries' electronic reserve service. [II.]-Not Done
• Offer patrons online credit card payment option for library fines and lost book replacement fees. [II.]-Not Done. Implementation will depend on whether OIT will allow Envisionware to install its software on the RU credit card server.
• Develop an automated claims return process. [II.]-In Progress
• Automate patron PIN requests. [II.]-Not Done

We also reviewed those 2007/08 Tasks that relate to access services on the RUL Strategic Plan Goals/ Action Plan, FY2007/08, and Judy will pass our updates on to Valeda.

Additional 2007-2008 accomplishments include: new courtesy notices sent to alumni about to expire and new graduates with checkouts; online RA application form, Oracle migration and use of off-line circulation; changes to expiration dates in the patron loader; paper files of place & remove hold slips eliminated, electronic 029 report, process to register Emeritus for off-campus access; 2 am closing at LSM and extended hours pilot at SERC & LSM.

We started to discuss ideas for goals next year including- automate PINs and claims return, implement new procedures for the Item Type conversion, implement open URL in ILLiad, 24-hour exams period at LSM, experiment with card swipe to verify status of grads entering Grad Reading Rm at Alex, self-checkout.

3. 2008-2009 Access-Systems Calendar- DRAFT

Judy asked ASC to proofread the Access-Systems calendar and send corrections and updates to her.

4. Updates/Announcements

• Chris Sterback announced that this will be his last ASC meeting for the foreseeable future. Tracey Meyer will attend ASC as our Systems rep next year.
• Open source system. Duke U. has received a grant from the Mellon foundation to design and write specifications for an open source library system. Grace Agnew has been working with Mellon and Rutgers was chosen as a participator in the grant, initially to review specifications. Chris and Judy will chair the Rutgers team. VALE libraries are also interested in the development of this system, which has the potential to become our next LIS.
• Oracle migration. The migration went smoothly for access services. Annex used its database snapshot; off-line circulation worked well with just a few errors to correct. Mary Belasco in ILS noticed that the Assumed Lost notices are going out blank with a subject line only since the migration, and Chris is working on correcting this. Chris noted that our Oracle- based Unicorn ILS recovered much more quickly last weekend than would have occurred under the old database structure.
• New notices. The new courtesy notices sent to alumni about to expire have resulted in more alumni renewing their privileges. The paper courtesy notices mailed to new graduate with checkouts are going out and returned mail will be sent to the Database Maintenance Team (aka BAT, Bad Address Team).
• Item types. Bob W. and Andy are making presentations to various groups about the new Item Type implementation. Andy has drafted new circ-on-the fly instructions. TSCWG is discussing changes to the in-process workflow which will probably involve charging items to a staff user record, in batch mode by reports primarily.
• Seton Hall swap. Michele reported on our participation in the InfoLink swap program-- our team's visit to Seton Hall and their staff's visit to Alexander and LSM. Judy and Andy are working on a similar swap of collection management staff with staff at Montclair. The Training & Learning Committee would like to sponsor a lunchtime seminar for the swap participants and the NJALA attendees to report on their experiences.
• PIN forms and security. Dave Hoover is working on moving the PIN form to a secure server.
• Patron addresses over the summer. Michele sent an email message reminding us that current Rutgers students stop loading in the patron file during summer sessions, and that if they wish to update an address, it needs to be done both manually in WF by us and in the RU Online Directory by the patron.
• Ann Watkins will begin a 6-month sabbatical and July 18th will be her last day. Natalie Borisovets will serve as interim, with Maggie and Joyce assuming additional responsibilities. Inventory will move to the new collection management team at Dana that Yoshi is leading.
• The ILS Borrowing Assistant position is vacant due to staff resignation. Glenn and ILS staff are filling in to review and route all new article requests.
• Darryl reported that he expects the Imaging Services weekend manager position to be eliminated and weekend coverage cut at Alexander.
• Penny reported that Douglass is beginning a mini-shift and that a wedding shower announcement will be forthcoming for Bill Lynch.

NEXT MTG: Thursday, July 10, 2008