Minutes of the September 12, 2013 Meeting
- J. Gardner (chair), G. Sandberg, M. Jusino, M. Tokar, Y. Ishii, D. Meister, M. Harris-Clark, E. Suarez (Recording), R. Barbalace, D. Voorhees, D. Hamlette, Y. Zhu, D. Grauer, K. Reivie, P. Young, K. Haviland, A. Martinez, B. Lipinski, E. Fizur, V. Cvetkovic, C. Sterback, R. Barbalace, J. Teichmann
- J. Reinhart
1) IIS Report - Chris Sterback
- The closing of the Chemistry Library took place on August 31. All of the library's materials will be moved to the Annex. Chris reported that approximately 50 records remain in Chemistry. These include items such as Palci temporary records, records attached to cancelled orders, and a handful of miscellaneous titles.
- IIS has received reports of users having problems accessing eres articles and believes users are attempting to access them via non-proxied links, perhaps from a syllabus or other document in Sakai. If users are off campus, and do not come through the library web pages, they will not be challenged to log in via the proxy. To address these issues, IIS has improved the error page users see when they attempt to connect from these external pages, which gives them more help and more options to try. If anyone receives more of these reports, they should direct users to access their reserves from the Libraries home page and either 1) search for reserves from the Reserves tab in the search box, or 2) go to Reserves inside the Library Catalog and search for reserves there.
- UMDNJ libraries are now available to receive and lend PALCI requests. The libraries report that there have been a low number of requests so far due to the introduction of the service to their patrons.
- Posted on resource sharing sakai site were instructions on how to process multi-volume sets from E-ZBorrow.
- A new school code, 58-NURCAMG, was added for College of Nursing Graduate students at Camden.
- Chris asked the group to check the "Reserve Still Charged" reports and make sure they are running at the correct time. Reports were suspended during the summer and then unsuspended to run in the Fall semester at the same times they ran during the Spring semester. Since hours can change each semester, they may not be running at the appropriate time period.
- The next version of Symphony, known as Symphony 3.5, has not yet been released. This means there will be no new upgrade for Symphony this winter; however, IIS will be migrating the test and production systems to new hardware, a new operating system, and converting the character set from MARC8 to UNICODE. We currently anticipate this project will be completed by January 2014.
- IIS installed a new backup generator for the IIS Data Center; however, the backup generator cannot be started even to test it, until all appropriate permits are secured. Permits should be ready by October 1.
- Chris is working with the Circulation and Public Services Group on a text messaging service for e-notices and is starting with texting users whose holds have arrived for pickup at their select library. Once hold availables are done, the group will continue with other types of notices that would benefit from text messaging.
- Chris reviews the daily user creation reports and follows up with the appropriate library when bad or incomplete addresses are not corrected.
- IIS is planning to offer Director Station Training this Fall for our Health Sciences colleagues and new hires across the RUL system. If there are any open seats, they will be offered to staff members that have asked for refresher training.
2) Authentication with NetID and by class roster for e-Reserves
- Due to copyright restrictions course reserves must be restricted to students in those sections. System Administrator Ashwin Bijur is currently working on finding a way for reserve staff to access links without having to be on the roster. The issue also affects professors who may not have access to these reserves because they are not listed on the roster. They are also looking into how this affects different sections of the same course. Judy, Paul and Zohreh Bonianian will be the access services representatives for this project.
- The reserve group will arrange training sessions on the e-reserve module for UMDNJ staff.
3) Joint Programs and NJIT Federated Departments-Borrower Chart Entries
- The Borrowers Chart has been updated with two revised entries of particular interest to staff at the Dana and Smith libraries in Newark:
- "Essex County Library" has been updated to include Smith, in addition to Dana. Staff at the George Smith Library also regularly registers Essex County individuals for borrowing privileges.
- "Joint" has been updated for use with NJIT federated departments, the only joint program now. The entry for "NJIT Federated Department" has been removed but will remain listed in the Index with a cross reference to Joint Programs.
- Also, in WorkFlows, NJITFACSTX, NJITGRADX, and NJITUGRADX will be removed from the Demographic Status pull-down menu. Existing records for users in NJIT federated departments have been updated with a JOINT Demographic Status; it should be used for federated department user records going forward.
4) Chemistry Reference books: 7-day circulation
- Dean spoke with the Chemistry Librarian Laura Palumbo about the move of all Chemistry items to the Annex. Three bids have gone to procurement for the move.
- The chemistry library has been closed. All returning books to chemistry will note that it should be transited to Annex if returned to other Rutgers Libraries. All chemistry items appear at the Annex in the library's catalog.
- Currently patrons must place RDS requests to access items from Chemistry. Dean has been instructing users coming to Annex to access chemistry items how to do this. For in house items like Reference books a seven day circulation rule has been put into effect. Staff will need to use the special due date wizard in order to institute the seven day charge.
5) McNaughton Plan books and Kilmer's Rec Reading Room
- Barry Lipinski reported on the new McNaughton plan, a rental contract for recreational reading books at Kilmer Library. Books are ordered by Jill Nathanson at Kilmer. McNaughton catalogs, labels and ships the books directly to Kilmer, bypassing RUL acquisitions. Bob Warwick is then notified and downloads records from McNaughton to the Library Catalog. Kilmer currently has about 30 McNaughton books and up to 800 may be ordered before some need to be returned. Kilmer Rec Reading books circulate for 6 weeks with one renewal and may be requested using the "Book Delivery/Recall" button
6) Goals, group rosters for FY14
- Judy reviewed the Access Services Committee goals from RUL 2013-2014 Action Plan Draft:
- ASC and the Circulation & Public Services Group will implement a service that sends text messages in Symphony 3.4.1 SP2 for Hold pickup and Recall messages.
- ASC and the resource sharing staff will implement and introduce UBorrow, the CIC's unmediated request service.
- ASC and interlibrary loan staff will integrate Docline into ILLiad workflows.
- ASC and reserve staff will implement NetID authentication at the course roster level for e-Reserves.
- ASC will participate with reference librarians in developing the READ scale for RUL and introduce its use at Circulation Desks.
- ASC, the Digital Preservation Team, and Imaging Services staff will develop a workflow for digitizing out of copyright works from the RUL collections and make them available in Rucore.
- Judy is working on finalizing the group rosters of the Access Services functional groups. She asked coordinators to drop any members who were not attending their assigned groups.
7) Announcements and Information Sharing
Judy Gardner (Chair)
The new mailing labels for the Smith Library were shown to the group. Smith Library books will be transported by campus mail. Alexander will test using Velocity instead of campus mail.
Barry Lipinski (Kilmer)
Color printing is unavailable at Kilmer from the time being. Students are asked to use the local computer lab for color printing. New doors were installed at the beginning of the semester, but a gouge at the top of the door frame has created some issues. Kilmer hours have expanded for the fall semester - closing Sunday through Thursday at 2am and Friday and Saturday at Midnight.
Darryl Voorhees (Imaging Services)
The Imaging Services staff has been moving equipment from Chemistry to LSM. This included a black and white copy machine to replace LSM's older copier. Free scanning for guest users is moving to a charge system to cut down on the amount of time guest patrons were using the scanners for. No solid date was given for the changeover.
Rose Barbalace (Alexander Library)
The student coordinator group is meeting to review other university staff training videos and discuss imbedding videos onto the libguides. The student employment task force prepared an employment page on the Libraries' website cataloguing all the student and part time job descriptions. A PDF job application is also available on the site for anyone to fill out and turn in at their library of choice.
Dean Meister (Libraries Annex)
Continuing to work on the Chemistry Library transfer as detailed above.
Yini Zhu (George F. Smith Library)
The Smith library will be hiring a new employee to work in circulation. A review of resumes will take place next week. Circulation is taking a sample of the reserve item use. Yini thanked the ILL department for helping set up an UPS account for Palcis.
Krista Haviland (Library of Science and Medicine)
Is keeping track of Smith Library books in the system, to see how long it takes to ship and receive items there.
Dianne Hamlette (RWJ)
Dianne reported that the staff is growing more accustomed to Rutgers EZ-Borrow delivery methods. The staff recently lent out their first EZ-Borrow book.
Eric Fizur (Camden)
The lab and lounge area on the second floor is under construction. The first floor has been turned into a study area. Due to login issues on the public computers, staff has been giving login Ids to non-Rutgers patrons.
Yoshiko Ishii (Dana)
Yoshiko reported a successful start to the semester.
Michele Tokar (Library of Science and Medicine)
Anthony Timek the new library associate at LSM started in August. His responsibilities involve collection management.
Eddie and Anthony shelf read the chemistry library in preparation for the move to Annex. There were issues with mold found on chemistry books. The moving company will examine the items for mold as they transit it to the Annex.
Physics suffered a regrowth of mold. The mold remediation company that serviced the collection examined the library and returned notes on how to prevent regrowth. The collection management group may look into examining the data loggers in the library for humidity trends.
A new carpet is being installed on the first floor of LSM to go with the new tiles installed in the eating area in August.
Paul Young (Kilmer)
Paul reiterated that the reserves group will look into the linking issues around reserve items.
Andy Martinez (Douglass)
The Douglass reference desk has moved to the bottom floor and is no longer connected with the circulation desk on the first floor. They are looking into their options on what to do with the extra space at circulation.
The Fordham common area has opened. The old equipment in the room has been moved to the former DTS office. The old lab is now a classroom and is open to the public and the music department.
Circulating laptops will be available within the week at Douglass.
Edward Suarez (Library of Science and Medicine)
Eddie reported that the chemistry reference collection will be eventually moved to LSM's reference room. The collection will first be moved to Annex and then sent to LSM to temporary shelving on the third floor. On the third floor, the books will be relabeled by collection management staff. The books will then be incorporated to the LSM REF collection when it is shifted.
Jeff Teichmann (Alexander)
The Training group met with reference assistants to discuss Access Services.
As the process for a hiring a new Library Associate at the Art Library moves forward, Alexander access staff has been filling at Art to cover its shifts.
Alexander has been very busy at the start of the semester with increase in use of the student computer labs.
Thursday, October 10, 2013 - Dana Library, Newark Campus, 10AM