Minutes of October 8, 2009 Meeting
- Kristen Ko, Shirley Lewis, Sandra Marsh, Melanie Miller, Nita Mukherjee, Antoinette Peteet, Jeff Teichmann (Coordinator)(recorder), Penny Weniger, Paul Young.
- Maggie Harris-Clark
- Announcements/ Information Sharing
- Project updates
- Billing training and documentation
- ASC goals and projects
- Misc. Items
- Claims returned and billing
- Cash transmittals
- The large collection shifts at the Douglass and Robeson libraries were discussed.
Lost-Assumed and LongOverdue Materials
- The group discussed and clarified lost-assumed and longoverdue materials
- RUL owned items become lost-assumed at 180 days overdue. ILS/PALCI items become lost-assumed at 7 days overdue. A bill for replacement ($102.00) is generated for each item when it becomes lost-assumed. This bill is automatically paid (reason cancel) when the item is discharged. These items are still listed on the userís record and have records in IRIS/WorkFlows. Users can provide replacement copies (if available) for LOST-ASSUMED items.
- LONG OVERDUE:
- RUL owned items will become long-overdue by a systems generated process. This is done in conjunction with the Head of Access & Interlibrary Loan Services. These items will also have a bill for replacement ($102.00) on the userís record. However, these will be blank bills, reason: LOST. These bills will not be automatically paid when the item is returned. These items are not listed on the userís checkout record and do not have item records in IRIS/WorkFlows. There are notes in the user record corresponding to each LONG OVERDUE item on the userís record. When these items are returned, staff needs to match the item to a note in the user record for verification of return. Notes are removed and LOST items bills paid as cancel. Users cannot provide replacement copies for LONG OVERDUE items.
- Billing Documentation and training
- The group discussed the status of the billing documentation. Jeff demonstrated how to deposit draft copies into the RUL Billing Group sakai site. Draft copies should be deposited by the next meeting, Nov. 19th.
- ASC Goals & Projects
- ASC goals for next year include clean-ups of the user database (in preparation to move to open-source) and billing (among other topics) training.
- The group discussed the billing procedures for claims returned items. On average, the user is notified of results of the 30 day search (3 searches over the 30 day period) and their replacement options within 24 hours of the final search.
- The group reviewed the cash transmittal procedures for their unit. Procedures vary due to amounts collected and the locations of the cashiers office (in New Brunswick only Livingston and CAC campuses have cashiers offices). The group discussed the need for timely deposits of usersí checks. When procedures are drafted for the group, this will be addressed.
Next Billing group meeting is scheduled for:
Thursday, November 19, 2009, 2:30pm, Media Classroom, KLMR
Videoconference locations: Dana and Robeson libraries