Minutes of July 18, 2001 meeting

Present:

Roger Smith, Kristen Ko, Peter Anderson, Georgina Alonzo, Zohreh Bonianian, Kumu Sivarajan, Phyllis Palfy, Marc Forster, Dean Meister, May Chin, Myriam Alami

Excused:

Joanna Karwowska, Mary Gadek, Ramon Negron, Jan Reinhardt, Eva Kalamotousis

Agenda

1. Statistics: From Judy: Reserve staff will no longer need to compile and report statistics on the number of items and class sections added and removed from Reserve. Instead, once a month Unicorn Reports will count the number of items on reserve and the number of courses on reserve at each reserve desk. These monthly ‘snapshot’ statistics will be emailed to Public Services and Communications staff and compiled centrally.
2. Brief records to be deleted: Dean’s weeding list.
3. ERES scanning installs, update, training: Software and hardware installed at Chang, Douglass. Site visit to Chang complete. Next site visits will be Dana and Douglass. Then installations at Kilmer and LSM, site visits/training to follow. Alex hardware/software in place in copy center, undergoing testing.
4. Problem with multiple copy display in webcat.
5. Info Sharing, updates

Statistics: From Judy: Reserve staff will no longer need to compile and report statistics on the number of items and class sections added and removed from Reserve. Instead, once a month Unicorn Reports will count the number of items on reserve and the number of courses on reserve at each reserve desk. These monthly ‘snapshot’ statistics will be emailed to Public Services and Communications staff and compiled centrally.

We reviewed the brief record “weeding” list developed by Dean. This list predicts the brief records that will shortly be removed by report by Bob Warwick. They do not have control records attached. The totals included 7462 title records and 9906 items records.

A breakdown by call#:

I have highlighted the call numbers that are in proper form. We reviewed these formats and re-iterated that as you see them here is correct, with a space in between the item type, the library, and the sorting/shelving key that you use (author’s last name, professor’s name etc.) So, a record would look like PHOTOCOPY LSM Smith or PROFESSOR’S COPY ART Smith.

We reviewed the progress of local scanner implementation. Scanner/PC/Software is installed at Chang, and will be shortly at Douglass, Dana, and Alex U. These sites will sequentially receive a site visit from Copy Center staff and myself. Copy center has prepared documentation specific to equipment at your site. Kilmer and LSM are to follow.

We discussed a problem with displaying multiple copies of photocopies or personal copies in webcat. When multiple copies are included on reserve for one of these items, the message “click “view” for detail” appears on list of items on reserve for class in the reserve desk. When view is clicked, no copy information is included. We agreed to test further and report to webcat folks.

In response to an interesting question from May Chin, we engaged in an enlightening review of “overnight” reserve loan procedures. As it turns out, four units engage in overnight loans.

Our discussion revolved around the question of how Workflows handles these charges. It seemed to us, and was confirmed in subsequent tests, that the “alt circ rule” kicks into effect a certain time, we believe 1 hour, before a reserve desk closes. If a control record is set up with an alt circ rule of overnight, items charged within the last hour at that desk will be due 9:00am the next morning. I am checking with Bob Warwick to see how much flexibility we have in tailoring this function to better serve our needs.

Also, if “2 hours” is set up in the “alt circ rule” field, with the new release there is a feature we need to know about. When our desks are within two hours of closing, a window will pop up when we go to charge out reserve material. This will ask us what we want to assign as a due date/time for this item. I will look into this more and test before our next meeting. This is a point we will have to train our students on when they return, especially closing staff.

Our next meeting will be Wednesday, August 19th from 2-4pm