Minutes of June 9, 2011 Meeting

Present:

Judy Gardner (Chair), Rose Barbalace, Eric Fizur (Videoconference), Maggie Harris-Clark (Videoconference), Krista Haviland, Yoshi Issii (Videoconference), Barry Lipinski, Jan Reinahrt (Recorder), Tracey Meyer, Glenn Sandberg, Michele Tokar, Vibiana Cvetkovic (Videoconference), Eddie Suarez, Jeff Teichmann, Darryl Voorhees, Penny Weniger.

Excused:

Dean Meister

Agenda

1. Bookmark, to replace Borrowing Privileges brochure-DRAFT
2. Preservation and DTS Tickets (routing slips)-DRAFT
3. Calling Chain, aka IRIS Calling Chain-DRAFT
4. Link to Circulation desk phone numbers in courtesy notices.
5. Status of ASC Activities for 2010-2011 and discussion of activities for FY2012.
6. ASC 2011-2012 Calendar and meeting schedule.
7. Announcements and information sharing.

Old Minutes - The April 14 ASC minutes were approved with a brief rewrite of the E-Z Borrow notes by Chris Sterback. They were posted to Sakai thereafter.

1) Replacement of trifold brochure with Borrowing Privileges bookmark. Judy asked the committee for input on the new bookmark, which on one side lists the range of services of the department (11 counting "recalls") and on the other has a list of library locations and telephone numbers.

• Eddie asked if the purpose of the bookmark was just to pitch Access Services functions or did it include other Library services? Judy replied that the bookmark was just for Access Services.
• Penny, Michele and Vibiana all suggested adding features of interest to patrons: late night hours, scanning equipment, wireless access. Barry suggested noting E-Z Borrow.
• Judy said she didn't think the bookmark should be encyclopedic or overly detailed. The purpose wasn't to catalog services but just raise awareness of them. The current version is perhaps too "text dense" she ventured.
• Other committee members suggested reducing the list of services. Three to five sharply descriptive items were in order, Vibiana said.
• Judy assigned Rose and Jeff to tweak the bookmark. Harry Glazer would sign off on the final version.

2) Drafts of the Preservation and DTS (routing) slips.

• Eddie explained that the circled descriptions - highlighting the need for repair, withdrawal, relocation, etc. - serve as a "heads up" for Materials Services staff. The reason for two different tickets is to separate damaged and moldy books from simple transfers and withdrawals.
• Jeff suggested the field for the Title be increased and comments be decreased.
• Judy said that many of the moldy books end up being salvaged.
• Another purpose is to help selectors prioritize withdrawals, repairs and replacements, Eddie said.
• Any further suggestions should be directed to Eddie.

3) Draft of 'IRIS' calling chain introduced. This gives the protocol of whom to contact (by phone in case of Internet outage) in case of problems with the Libraries' software system. Committee members commented that they are generally given sufficient warning of such outages in advance from IIS via email.

4) Link to Circulation desk phone numbers in courtesy notices, such as renewal notices, in order to facilitate patron service. Jeff suggested the same information be included on other notices, in particular on bills.

5) Status of ASC Activities for 2010-2011 and activities for FY2012. Judy set aside discussion of formal projects and invited open the floor for discussion of new ideas.

• Rose suggested continuing the customer service training initiative, perhaps in October, with student assistants. Judy agreed and said that staff could benefit as well. Maggie (Newark) agreed, suggesting training at six month intervals.
• Barry said he would appreciate another round of reference training with librarians given the rapidly changing nature of our database offerings.
• It's time to investigate integrating Access Services notices and contact info into mobile communications, Judy said.
• Vibiana suggested a review of Ask A Librarian in order to clear the backlogs and better determine who answers what.

6) The 2011-2012 IIS/Access Services Calendar will also be created as a Zimbra calendar, which ASC members may wish to add to their suite of calendars.

7) Announcements

• The rescheduled cross cultural workshop June 16th, and a workplace violence workshop will be held July 14th.
• An upcoming brown bag on the most recent trip to the Ivies+ conference at Cornell was announced for June 22nd. Attendees included Judy, Barry, Stephanie, Darryl, Rose and Gillian.
• Glenn announced the start date of the new ILLiad coordinator, Orla Mejia, on June 20.
• Tracey announced that the rebooted Director's Station is "almost up". It looks similar to the old version, but there are some significant changes in the Navigator functions. Training would begin once IIS has worked out a curriculum, but staff could have access before then, she said.
• The new version of Zimbra is almost ready, Tracey said. That release will also come with training. She also urged everyone to answer the survey the Zimbra team had sent out. By the meeting time only 51 had been filed. With more feedback, the Zimbra team could help return some of the old functionality of Thunderbird, she said. Don't worry about signing the surveys, just file them, Judy added.
• "The joint is jumping," Vibiana said of the all the new construction at Robeson Library. Eighty percent of the periodicals have been shipped out to make room for the new county library facility in Robeson's basement.
• Darryl said the installation of new administrative copiers and public scanning stations would happen the week of Aug. 1. In response to a question on new tables for the stations, Darryl said that was being handled separately by Françoise and Mary Fetzer.
• Jeff announced the promotion of Gillian Newton to Associate II billing manager. Her replacement for reserves coordinator was underway.
• The tiles in the front entranceway foyer of Alexander are being replaced due to salt damage.
• A young deer had crashed through the window of the Reference Room at Alexander and had to be put down by police. The deer had apparently not noticed to the glass and crashed through about 7 a.m. on a weekday during intersession. Beyond the shattered glass there was blood everywhere from the injured animal.
• Michele wondered if it was time to do another set of fire drills at LSM.
• The reservation policy for group study is being reviewed and tweaked at LSM, Michele said, in light of persistent efforts by students to get around the 4-hour maximum reservation rule. Students in groups are doing relay reservations. "During finals the rooms are in high demand," she said.
• Rich Sandler is helping update the announcement system at LSM, getting new speakers and cabling the system together.
• Vending machines now in the staff lounge at LSM may be moved to the old reference section so patrons can use them, Michele said.
• The elevator at Kilmer will be down into August for replacement.
• Kilmer's room 005, formerly the Media 16mm storage room, is being rebuilt this summer as the new De Chavez Conference Room. This attractive room will be available for RUL teaching and staff meetings. Dedication of the room is scheduled for September 9, 2011.
• In a collaborative effort with OIT, plans have been developed for an expanded student computing lab on Kilmer's first floor.
• Jeff said Alexander was experimenting with installing anchor locks so students can cable down their computers before heading over the bathroom or to fetch a book. Judy wondered if this encouraged a false sense of security - locks and cables can be quickly overcome. Jeff replied that students are already jerrybuilding locks to library furniture, so it's better to do it right.