Minutes of January 12, 2012 Meeting

Present:

R. Barbalace, E. Fizur, J. Gardner (Chair), M. Harris-Clark, K. Haviland, B. Lipinski, J. Locasio, A. Martinez, D. Meister, T. Meyer, K. Reavie, G. Sandberg, E. Suarez, J. Teichmann (recorder), M. Tokar.

Absent:

V. Cvetkovic, Y. Ishii, J. Reinhart, D.Voorhees

Agenda

1. Symphony 3.4 upgrade
2. Status of new and evolving services: e-books and Reserves, media clipping for faculty, streaming audio & visual Reserves
3. E-ZBorrow and Relais issues: terminating staff sessions, other
4. Review status of ASC 2011-2012 goals/activities
5. Announcements and Information Sharing

Due to Eddie Suarez needing to attend another meeting, he reported on the activities of the Collection Management Group

• In-Transit reports. This report of materials that are overdue in-transit between libraries (over 14 days) was discussed by the group. Materials have been on some of the lists for years. Chris Sterback can batch charge materials that are 90 days overdue to the shelving location's Missing user (i.e. MISS-ALEX). This will not prevent staff from doing this at an earlier date. In addition, a new report was created to separate the government documents materials at Alexander.
• Projects:
  • Douglass Periodical Consolidation – The periodicals collection at the Douglass library needs to be downsized and as a result, all libraries are examining duplicates for status (condition and holdings). This project is hoped to be completed ASAP.
  • LSM Reference Weeding – This collection is being weeded to allow for the existing space to be redesigned. First for vending machines and a later on a future café if possible.
  • Kilmer Reference – This collection was moved upstairs to allow for the expansion of the RU OIT computer lab. This expansion has been delayed, but hopefully will take place this semester.

1) Symphony 3.4 upgrade

• Overall, the upgrade went smoothly.
• The new notice text and schedule is in effect. Thanks to the sub-group that examined the notices. Text of all notices may be found here.
• There is a new wizard available – On Shelf Items. Chris has asked if this new wizard should be placed on the Circulation-RUL toolbar. If so, which staff members should have permission? Place it where on the toolbar? Krista Haviland and Michele Tokar agreed to examine the wizard and make recommendations.
• Right-click menu – Within certain wizards and records there is now a right-click menu available. For example in a user record while displaying their checkouts, you can right click on an item and be presented with a list of possible wizards you might need, such as: Bill User for Item, Modify Due Date, Discharge Item, etc. The committee agreed to examine this feature and discuss it further. Tracey Meyer indicated this is a delivered feature and it cannot be turned on/off or adjusted.

3) E-ZBorrow and Relais issues:

• A new IE icon was designed by Joe Abraham and may be installed on all staff member's workstations who work with the Relais system. This icon brings the user directly to the Relais login page and will automatically clear the cache, etc. upon closing. This has been recommended by Relais as one part of the solution to stop the system from getting hung during high use times. To install the new icon and implement this change: a. Go to your local T drive b. Double click on the E-Z Borrow directory c. Drag the "Relais Staff Login" icon to your desktop.
• A new file feeds to be saved to every workstation with the E-Z Borrow Relais Windows Application. Please see Chris Sterback's email of January 11, 2012 for detailed instructions and the file itself.
• Load leveling is still being tweaked. RUL is currently a large net borrower when before the Relais implementation we had been approximately equal in lending and borrowing.

4) Review status of ASC 2011-2012 goals/activities:

1. Develop and implement a scanning service for faculty.
   • The Reserve group has completed compiling data and researching other institutions current practices and services. They are now examining each and preparing their recommendations.
2. Develop streaming media reserve.
   • This is progressing nicely and will possibly be implemented in the Spring 2012 semester.
3. Identify item records, patron records, and old delinquent accounts in the Unicorn database to cleanup in preparation for migrating to a new open source (OLE) library system; define core patron data needed for a shared VALE catalog and resource sharing.
   • A sub-group of the Circulation and Public Services group (CPSG) will be formed to begin this process.
4. Standardize library stack guide maps and make them available on the web; investigate a dynamic call number locator with virtual floor plans integrated in the Library Catalog.
   • The collection management group is working with Joseph Deodato (Digital User Services Librarian) on this project. It is hoped that a prototype of a small library will be available before year's end.
5. Investigate capabilities for sending text message Notices to users in the LIS.
   • This is available in Symphony 3.4.1 as an added capability. It is unclear at this time whether this would be an added cost and what the capabilities are. It was agreed this should be monitored and investigated at a later date.
6. Update Access Services' Information Service Standards; review revised standards with staff.
   • The updates have been done and posted. The Training group is looking at possible ways to roll out to Access Services staff.
7. Deliver in-person Customer Service training to part-time employees; create instructional videos on basic WorkFlows circulation tasks.
   • This is in progress with the Student coordinator's and the Training group.

2) Status of new and evolving services:

• E-Books and Course Reserves
  • This semester begins a roll-out of the e-book option for professor's placing books on reserve. E-books will be a choice on the reserve lists that faculty members complete to request materials be placed on reserve. There will also be a choice for e-book on the monograph order form used by reserve staff. (Acquisitions staff will determine if an e-book is indeed available for purchase.) To be considered for reserve, an e-book must have universal user access (no set number of simultaneous users) and not be a duplicate of a print copy owned by RUL. (this may change in the future). Reserve staff would create a brief title record in the Reserves module, which will provide a direct link to the e-book, copied and pasted from the e-book's catalog record. This brief title record is what is actually placed on reserve and shows under the professor's reserve list. Looking at the catalog record of the e-book would show no indication of the reserve. The Reserve Guide for Faculty has been updated and a draft notice is being produced to inform faculty of this new availability and providing details of how it will work.
• Media clipping for faculty
  • The University is eliminating VHS equipment in the New Brunswick classrooms. As the RUL media collections are mainly VHS, this presents a problem. Heavily used titles are being replaced with DVD copies if available. If not, copies are being made if necessary. The clipping service would provide a DVD of clips from VHS/DVD materials specifically for a course at a Professor's request. Also, a personally owned DVD could be copied to DVD for classroom use. This is a strong limit on the service – It is for classroom use only. It is a continuation of the libraries' role of providing classroom support to the faculty. The goal for RUL Media Services is to provide bookings in DVD format only. If this is not possible, the faculty member is consulted as to other options. The faculty services pages will be updated soon.
• Streaming audio & visual Reserves
  • Short video clips may be requested to be placed on reserve. The Media reserve request form will be updated, so Professors can request certain clips to be placed on reserve. The clips would be course specific and password protected with the password only be given to the class members. The request form, regardless of geographic campus) will go to the Media reserve team (Jan, John, Rich and Abdullah) who will produce the clips in the proper format. They in turn will notify IIS staff who will process the materials. When completed, IIS staff notifies Media staff who then place the clips on reserve.
• Extending the Undergraduate loan period and Elimination of user-initiated recalls
  • Currently Undergraduates have a 28 day loan period with unlimited renewals. Lengthening that period was discussed. If it became term-loan, then this would eliminate the necessity of needing to force a term loan for the Ugrad scholar programs and allow them to self-renew. Other suggested lengths include, semester, 8-weeks, and 5 or 6 weeks. The discussion was tabled. The question of eliminating the possibility of a user being able to recall materials was discussed. Instead staff would investigate other options (EZ Borrow, JerseyCat) to obtain the needed materials. If all options were exhausted, a recall would be place by a staff member. Rose, Krista, Glenn, and Jeff agreed to look closely at what is being recalled and its availability in other systems and provide some recommendations.

5) Announcements and Information Sharing

J. Gardner – Reporting reference transaction statistics at the circulation desks is still pending.

B. Lipinski – CPSG new webpage is a combination and revamp of the old Circulation, Billing and Security & Maintenance Groups pages. It is up and running and Barry passed around copies of the page. Kilmer library OIT lab expansion delayed as things are awaiting the bid process. The front doors (problematic for the last upteem years will finally, finally be replaced. It is possible the front patio (sorely in need of work) will also be renovated. The DeChavez Room is now open!

M. Tokar – LSM Reference weeding project is underway. The space gained will be used to create a vending machine and designated eating area. Chemistry and Physics libraries have expanded their hours for the spring semester, now having hours on Saturday and Sunday afternoons.

J. Teichmann – Alexander lobby floor tile replacement project delayed until either spring break or May intersession.

T. Meyer – Please answer request for Reserve desk hours verification. Even if hours are correct, Tracey needs verification for the files. IIS staff is working on training for Director's station – a refresher course and also a course for new users.

A. Martinez – Construction at Douglass is continuous with a new Music seminar room and librarian offices being constructed. The old librarian offices will become group study rooms. Kristi Conover is now splitting time between Chang and Douglass. Jane Sloan is on sabbatical until July and Stacey Carton is out on maternity leave.

M. Harris-Clark and K. Reavie – The cooling tower on the roof of the Dana library is being replaced. This has necessitated re-routing the entrance/exit to the library as a crane is positioned directly outside the library.

E. Fizur – Compact shelving being added to the basement in preparation for the new Camden County library branch moving in to part of the space. Gary Golden returns Tuesday, January 17, 2012.

D. Meister – Many Government Documents transfers from Alexander in response to a fire code violation (books to close to the sprinkler heads).

R. Barbalace – The student coordinator group is looking at standardizing termination practices and filming customer service tutorials. There are new type 4 employee procedures and the University has instituted a new employee type – Type 3.

K. Haviland – the Resource Sharing group has not met.

G. Sandberg – ILS is status quo.