Minutes of December 3, 2004 meeting

Present:: Michelle Best, Sandy Bodner, Salvatore Cardinale, Azon DeChavez (Chair), Yuhwei Ling, Rebecca Martinez, Natascha Owens (recorder), Gracemary Smulewitz (guest), Neera Sondhi, Clotilde Twagiramariya

Agenda

The group thoroughly reviewed the checklist and made suggestions for editing.
For simple frequency changes the bibliographic record should be checked for frequency updates prior to generating new predictions.
For title changes, if receivers obtain a notice (e.g. a letter) of a title change prior to receiving the first issue of a title change, they should put a note in the extended info to keep them alert of the pending TC.
Format changes (e.g. print to CD) should be given to Receiving coordinators.
Sal will add a “Publisher Change” section to the checklist.
Sal will talk to Paul about bib. Records that do not have a frequency note and find out if Bib-Cat. should be informed about these types of records.

Rebecca reminded the group to watch out for duplicates when receiving.
Duplicates that are out of the ordinary should be brought to Claim coordinators’ attention.
Rebecca further reminded the group not to check in and duplicates from YBP.
Rebecca would also like to run a report on how many duplicates get checked-in.

Gracemary and Rebecca suggested having three sessions
The first session will be a “general” receiving session intended for everyone in the department who might help with receiving during periods where there is a backlog in items to be checked-in (i.e. after the Holidays). Receiving coordinators will head up this session with receivers acting as mentors to aid in training.
The second session will be a “best practices in searching” session intended for the entire department and will be run by the Bib-Cat. team. This session will focus on improving searching skills and interpreting bibliographic records.
The third session will be an “in-depth brush-up” session for Receivers. Topics to be covered by Sal and Yuhwei will include examples from the Receiving Checklist, MARC holdings, patterns, predictions, and “bound withs”. Michelle and Suzanne will go over the claiming process with the group.

Rebecca suggested having a handful of people at each location to help in January to check-in accumulated issues.
It will be up to the Receiving coordinators at each location to delegate tasks in regards to checking-in items and pulling issues for binding.

Gracemary announced that the Library Assistant II position for ALEX/CSD has been posted and resumes will start coming in soon.
Rebecca informed the group that supplements that have a separate bib. record than their main title is something that Bib-cat. deals with, hence supplements received regularly should be sent to Bib-cat. for evaluation.
Rebecca also informed the group that the “accompanying material policy” will be implemented in January.
GS and RM recommended changing Receiving Meetings to every other month and the group agreed that starting after February we will meet every other month.

Several changes/additions to the Receiving Checklist (see agenda item 1 for details)
Receivers should watch out for duplicates when checking items in and bring such items to the Claims coordinator’s attention.
Supplemental materials with titles different from main title will go to Bib-cat so they can research them.
After February’s meeting the group will meet every other month.

SC – go back to Paul Cabelli with changes to the Receiving Checklist
Receiving staff should keep an eye out for examples to be used during both the “general training” and “brush-up” sessions.

Next meeting: January (date TBA): LSM Time: TBA

Next recorder: Neera Sondhi
Back up recorder: Clotilde Twagiramariya