Minutes of March 8, 2012 Meeting

Present:

R. Barbalace, E. Fizur, J. Gardner (Chair), M. Harris-Clark, K. Haviland, Y. Ishii, B. Lipinski, J. Locascio, D. Meister, T. Meyer, K. Reavie, G. Sandberg, E. Suarez, J. Teichmann, D.Voorhees (recorder).

Absent:

V. Cvetkovic, A. Martinez , J. Reinhart, M. Tokar.

Agenda

1. E-ZBorrow/Ugrad/Guest Loan Periods
2. Report from the Recall Study Group
3. New Emeritus List
4. Daily User Creation Reports
5. Updates and Information Sharing

#2 Report from the Recall Study Group

• Jeff Teichmann presented the results of a group project that looked at the recall process and possible alternatives. The group wanted to present a scenario that would show an alternative process to user initiated (automatic) recalls. The idea was to promote the use of ILL services to obtain a copy faster than recalling a copy from our collection, and have Access Services staff place recalls in response to user requests only as a last resort.
• The group first sought to determine availability of recalled books by alternative (ILL) means. This was done by Glenn and Krista searching recalled items in ILL systems to determine their availability. Systems examined were EZ-Borrow and JerseyCat and OCLC for SHARES locations. Findings of this analysis were recorded on a spreadsheet distributed to ASC, which included the following results:
  • The sampling that was conducted in January indicated that 93% could be obtained through EZ-Borrow, and 87% through ILLiad based ILL.
  • If these channels were to be used in preference over recalls, the system wide recall volume would reduce to about 10% of the current level.
  • Glenn predicted processing the additional E-ZBorrow and ILL requests would equate to an additional 1.5 hours of ILL staff time per day, and projected increases in shipping would be negligible.
• The Recall Study Group ultimately decided to recommend we keep Recall as an option, but to offer EZ-Borrow/ILL as a context sensitive option in the Catalog. ASC looked at and discussed a PowerPoint presentation, displaying some of the possible screen configurations, including a split screen option. Rose asked Stephanie Bartz, as chair of LCC, for her input as to what changes in the process might be possible in our current ILS system, and learned that Bob Warwick and LCC are working to restore the context sensitive E-ZBorrow button in the Catalog.
• Some additional concerns and points of interest were mentioned:
  • The process of transferring the bibliographic information from the requested material from the catalog to the PALCI or ILLiad system needs to be worked out.
  • The consensus was reached that an extensive overhauling of the current SirsiDynix system is not an efficient use of staff time with an open source ILS system coming in the foreseeable future. However, minor changes might be able to be made that could increase awareness of the EZ-Borrow option, for example, the context sensitive button.
• Providing input to the selection of an open sources ILS by mapping out how the request function might be presented to the public is a goal. The preferable approach is to have a single delivery button that funnels requests toward existing channels—RDS (Holds & Requests), E-ZBorrow, ILL, and Recall. A new group consisting of Jill, Jeff, Barry, Judy, Rose, and Krista will continue to investigate this topic and report recommendations to ASC.

#1 E-ZBorrow/Ugrad/Guest Loan Periods

• Within one week of this meeting date, the board of the PALCI consortium will decide on a proposal to extend loan periods from four to six weeks, with the option of one six week renewal.
• Consequently ASC recommends RUL adapt undergraduate loan periods for Rutgers materials to match this proposal, whether or not it passes for E-ZBorrow materials:
  • Undergraduate loans will extend from 4 to 6 weeks.
  • Renewals for Rutgers materials will continue to be unlimited.
  • The changes will go into effect on 5/15/12, or sooner if the PALCI system switches over beforehand.
  • Guest loans will stay at 4 weeks.

#3 New Emeritus List

• UHR is now producing a new format for the Emeritus list, which includes greater details, such as dates of service. Judy will merge this list into the existing spreadsheet.
• The list does not come in through the feed into workflows, and so must be checked manually. It is located in a folder on the Alexander T drive.
• If this new detailed list is being generated by RIAS it may be possible to automate this through the patron file feed. This will be looked into for the future.

#4 Daily User Creation Reports

• These reports have been generated and submitted to Supervisors in New Brunswick and Piscataway libraries according to each Supervisor's area of purview. For example, Jeff Teichmann receives reports for both Alexander and Art.
• They are used for following up and correction of errors, staff education, and quality control. They have proven to be a useful tool in the past.
• Maggie Harris asked to receive an equivalent report for Dana library; Eric Fizur is already receiving a report for Robeson.

#5 Announcements and Information Sharing

J. Gardner

• Temporary IDs will now be accepted for registering guest alumni users. Requests for surrogates are available upon request, but no online form is needed due to infrequency.
• Nothing has changed in the patron file feed due to the policy changes regarding part time employees (Class 3s and 4s).
• A digital preservation team has recently formed and is charged with identifying and digitizing published public domain materials from within the collections. More details about the team are available in the link below: http://www.libraries.rutgers.edu/rul/staff/groups/digital_pres_team/charge.shtml
• A proposal for a new position with primary responsibility for coordinating digital preservation projects been submitted to HR. If approved, this position would report to Imaging Services.
• EZ Borrow Load leveling is currently being worked on.
• Big ticket year-end requests from NB-Piscataway access services have been approved.

B. Lipinski

• Construction of the OIT lab is ongoing and expected to be complete by the end of spring break.
• In February the gate count at Kilmer was over 52,000. The increase in user traffic can be attributed to recent changes in the campus, (new dining hall and campus center).
• Long awaited replacement doors for the entrance should arrive over the summer.

R. Barbalace

• The Student Coordinator group has assessed the new employee class procedures, CARFs for student employee types has been reviewed.
• When Stacy C. returns from maternity leave the training film project will resume.

T. Meyer

• New Director's Station Training is underway in both Dana and New Brunswick/Piscataway based sessions.

E. Suarez

• LSM reference materials are going to the Annex due to librarian initiated transfers. Shelves will shift accordingly.
• Joined the RUL Holdings Management Team. The charge of this group is a wholesale consolidation of holdings throughout the system, matching split serials series and weeding duplicates. More details of the charge can be found at the link below. http://www.libraries.rutgers.edu/rul/staff/groups/holdings_mgt/holdings_mgt.shtml
• The work of this group will require consideration of available staff and the scope of staff time that may be required for the largest projects.

K. Haviland

• The final edits for the Relais software are done. Relais is very straightforward and user friendly.
• Vending Machines are now in the reference area at LSM, and coffee vending is forthcoming.
• A floor by floor eating and noise policy is being established, whereby the building will become increasingly quiet and study oriented as users move upward.

J. Locascio

• The Reserve Group's gathering of statistics has now shifted to analysis. In the past year there has been a dramatic decrease in the use of ereserves.
• The group continues to develop policies and procedures for an upcoming scanning service.
• Attended one of the recent copyright workshops and shared relevant information with the group.

D.Voorhees

• Joined the Digital preservation team previously mentioned.
• Visited the RWJ library to determine the compatibility of copy, print and scanning services in preparation for the proposed merger. They are a relatively neat fit to our existing systems.
• Midyear numbers indicate that the expansion of public scan stations system wide has doubled the overall volume of scans from the previous year.

M. Harris-Clark

• The building will be closed on Sunday due to ongoing construction.
• Several staff members are working on inventory and shifting.

E. Fizur

• The Children's library is almost complete.
• Tech Services is cleaning up periodicals so that article delivery can be reactivated.
• Several staff are attending preservation workshops hosted by the Historical Society of Pennsylvania.

J. Teichmann

• Alex lobby tiling project slated to begin the first week in June.
• The Art library OIT lab printing project is wrapping up the planning process. Hopefully the printing service will be available by the summer.

D. Meister

• Joined the Digital preservation team previously mentioned.
• The Annex recently produced 170 boxes of recyclable material for Recyclemania

G. Sandberg

• Jennifer Holland is going on maternity leave on 4/16/12.

M.Tokar (via J.Gardner)

• Facilities is taking care of building conditions that have lead to a mold problem at the Physics Library. A list of affected items will be prepared and made available.

April 12th Access Services Committee is CANCELLED.
The Committee will meet again on May 10, 2012.