Minutes of December 16, 2010 Meeting

Present:

Zohreh Bonianian, Eric Fizur, Marc Forster, Judy Gardner, Barry Lipinski (coordinator, recorder), Shirley Lewis, Jill Locascio, Mike Mansouri, Eugene McElroy, Dean Meister, Nita Mukherjee, Ramon Negron, Jan Reinhart

Excused:

Joyce Watson

Absent:

Jennifer Dickerson, Helen Funnye, Maggie Harris-Clark, Brian Stubbs

Agenda

1. Website Review and Reorganization
2. Relais Update
3. Billing
4. Counting Opinions Comments
5. Incident Reports

1) Website Review and Reorganization

The group discussed Jill and Zohreh’s draft of a reorganized Circulation and Public Services Group website. Their first draft organizes documents culled from the web pages of the former groups (Billing, Circulation, and Security and Maintenance) under the following headers: Procedures, Policies, Forms/Information, Quick Links, and Supplies. Zohreh said another alternative would be to create separate headings for Circulation and Security. Ramon suggested an A to Z format. Dean pointed out that re-titling the documents so that could be more easily found would be helpful. Judy suggested one option would be to standardize titles—maybe give each document a new name-- and organize documents in a “How do I…” frame. She asked that Jill and Zohreh try different combinations in draft, come up with different prototypes for the group to examine.

2) Relais Update

Judy reported on the current status of Relais D2D implementation. D2D stands for “Discovery to Delivery.” Chris Sterback (IIS) has discovered some problems in testing. Voyager sites are operating on the system and have been enthusiastic about it. One notable change is that we will be printing our individual book bands.

3) Billing

Since the Libraries, at the request of Student Financial Services, began placing financial holds on registration and transcripts only in the semester of graduation and not throughout the academic career, billing activity for staff has decreased significantly. Much of the work now done in billing is concentrated on the Delinquent Accounts process. Judy reviewed with the group the work that she and Nita do with Delinquent Accounts. The emphasis now is on following up with users soon after they graduate, leave school, retire, or stop working for the University to make sure that outstanding library material is returned or paid for. New alumni receive courtesy notices informing them of their eligibility for guest borrowing privileges. Judy and Nita reminded the group of the importance of following the information in the PUBNOTEs when they work with users who are in Phase I (users who have been issued a 30-day notice of pending collection agency action) or Phase 2 (users who have not satisfied their obligations after the 30-day warning period and have had their account forwarded to University Delinquent Accounts) of the libraries Delinquent Account process. It is important to remember that users in Phase 2 who come to the libraries need to be told “Your account is no longer with the libraries”; the PUBNOTE for these users has a phone number for them to call. The libraries will accept the return of books from users in Phase 2, but users are informed that additional fees will be charged by Delinquent Accounts. All payments for lost materials need to be done by the Phase 2 user at Delinquent Accounts. Users still in Phase 1 may pay for lost material at the libraries. Whenever a Phase 2 user returns books, an email needs to be sent by staff to Judy and Nita.

The document that details these procedures—“Delinquent Account and Collection Agency Policy and Procedures”—may be currently found at Staff Resources / Access Services / Billing / Procedures. Nita said she would welcome any phone calls from staff who have questions.

Judy emphasized that when users in either Phase 1 or Phase 2 fulfill their obligations, we want to clear their records as soon as possible.

Judy next reviewed with the group new cash transmittal procedures. Beginning Jan 1, 2011 all libraries in New Brunswick/Piscataway will perform a cash transmittal twice a month. The cash transmittals will now be completed by a member of the Administrative Team.

4) Counting Opinions Comments

The group discussed what it had read in the Counting Opinions comments submitted by students, faculty, staff, guests, and the public. It agreed that thought should be given to any concerns expressed to see where improvements in service can be made. What was clear in so many comments was the impact that a helpful, professional, and friendly staff makes for our users.

5) Incident Reports

Twenty-one incidents were reported since the October 28, 2010 group meeting, bringing the total for the year to 40.

ALEXANDER

• Prior to opening the library on a Sunday, staff discovered a broken window in the Reference Room. RUPD responded and did a walkthrough, delaying the opening of the library by 40 minutes. No suspect was found. Emergency Door in the Bound Periodicals area leading to the parking deck was found activated (buzzing). (Sun, 12/5/10)
• Student came to the reference desk and reported that Israel had been scratched out on both of the large floor globes in Reference Room. Other defacement “You are here” and “Khomeini” was found on the globes. RUPD officer arrived and discussed the incident with the librarian at the desk and the access services supervisor. (Tue, 12/7/10)
• Laptop reported stolen from a student who had been seated in the Undergraduate Reading Room and said he had left the area momentarily to blow his nose. (Wed, 12/15/10)

ART

• Mold was found in periodicals located on the 3rd floor of the Art Library. RU Risk Management was alerted; 24 volumes were deemed non-salvageable. The damage was traced to work performed on the roof and flashing in October. At that time, the damage to the materials had not been detected. (Wed, 11/10/10)

CHANG

• When part time staff arrived to open Chang Library at 1 pm on a Sunday, they found that all building entrance doors to Foran Hall were locked. Both of them managed to get inside when someone left the building. Douglass access services supervisor instructed the employees to place signs on the locked front doors directing users to enter the library through a propped-open side entrance. (Sun, 10/31/10)

CHEMISTRY

• Part time staff scheduled to open the library on a Saturday, could not do so because the Wright-Rieman Building was locked. RUPD informed the LSM supervisor that they could not assist because the building was not scheduled to be open. The Chemistry Library remained closed for the day. (Sat, 12/4/10)

DOUGLASS

• RUPD was called when a student complained about a user making noise and staff discovered the community user smelling strongly of alcohol, unable to speak coherently, and having an open beer can on the table next to him. RUPD walked the user out to a waiting ambulance and reported that the user would be going to the hospital for overnight observation. (Wed, 11/3/10)
• Student worker informed full time staff member that a woman was soliciting money from users inside the library. The woman was identified, RUPD was called, but she left the building right after the phone call. (11/5/10)
• User got stuck in the elevator. Late-night staff called RUPD who came within 10 minutes to release the user. (Mon, 12/13/10)
• Emergency Door alarm went off in the Ravine Level when three college-age men, according to a description given by another user, exit the library through the emergency door. (Mon, 12/13/10)
• Librarian reported that a laptop that had been stored in her office was discovered missing. RUPD visited the library and took the report. (Sat-Sun, 12/10/11 – 12/12/11)

KILMER

• Staff member discovered a light fixture hanging dangerously from the ceiling above the base of the stairs. The collapse of the fixture was prompted by an intermittent leak that had been reported to Facilities. (Tues, 9/28/10)
• Overflowing toilet in the 1st floor bathroom causes flooding onto the carpet outside the door. (Wed, 12/8/10)
• Screw pops out once again from electronic exit door, causing the door to become unstable. RUPD called for floating engineer who puts in screw; two days later, it pops out again. (Fri, 12/10/10)
• Shortly following an emergency shut off of water due to repairs to a pipe behind the building, the 2nd floor men’s bathroom urinal overflows from a stuck valve. Staff member stops the gushing water by hitting the valve with a wrench. Water saturated an expanse of carpeted area leading into the stacks. (Fri, 12/10/10)
• Water began to leak strongly from the ceiling above the access service supervisor’s office area desk and computer. Facilities personnel stopped the leak by turning off a valve in the perimeter heating unit on the second floor located directly above the office. The leak resumed two weeks later while the library was closed. Inspection of the area by a plumber has not revealed the source of the problem. (Tues, 12/14/10)
• Toilet overflows in the 2nd floor men’s bathroom.

LIBRARY OF SCIENCE AND MEDICINE

• Leaking toilet reported. (Sat, 11/13/10)
• Air handlers needed to be reset by floating engineer when upon opening on a Saturday staff discovered they were off due to an overnight power failure on Busch Campus. (Sat, 11/20/10)
• Front entrance door not closing completely; floating engineer called. (Sat, 11/20/10)
• RUPD is called when a man wearing a security uniform was observed by librarians and access services staff viewing large pornographic pictures and pictures of women and children (clothed). Police question the man; the man leaves abruptly. Police say they may come back and remove the computer for further investigation. (Mon, 12/6/10)