STAFF RESOURCES

Minutes of October 17, 2001 meeting

Present:
Phyllis Palfy, Peter Anderson, Ramon Negron, Irina Loutchkina, Kristen Ko, Zohreh Bonianian, Eva Kalamotousis, Kumu Sivarajan, May Chin, Dean Meister, Myriam Alami, Jan Reinhart, Roger Smith
Excused:
Mary Gadek

Agenda

  1. Change to Expiration Dates? Make the last day of those months 1/31/2001, 5/31/2001, 8/31/2001: Confirm
    • From Phyllis--the control records expiration dates we all discussed at last meeting for the end of semesters of August 31, May 31 and January 31st - Question-do we need the change the present date of 6/30/2001 for those we already entered for the fall semester. Also rollovers of articles for the spring-can we use the same brief record if created sometime in May 2001. Local Scanning/FTP updates: FTP.
  2. Removal of summer reserve, brief records and control records.
  3. Poor quality originals: instructing the professors: stamp: “best original copy”: ready to go
  4. Update on using electronic files directly from subscribed resource.
  5. Printing Problems, file quality-solution?
    • Please ask them to check their print options (after clicking on the print button or pressing Ctl-P) and select or click next to the "Print as Image" box. This should correct the inverted printing problem. We plan to add this general printing tip to Electronic Reserves User's Guide as well.
  6. Media and Music, new labels? PROFESSOR'S VIDEO and PROFESSOR'S DISK?
  7. Update on Audio reserves: The new Real Audio server is up. We now serve 100, as opposed to only
  8. 20 streams at a time. Students also use passwords for better off-campus access. File size limits
  9. Statistics: from Judy:
    • The only statistic Nancy Hendrickson needs is reserve circulation which we're getting from Unicorn reports (or will be getting with the next upgrade). I know her stat sheets for the unit libraries have not been revised yet so people might think they still need to report # of reserve courses and # of reserve items added and withdrawn, but these are NOT required by the Budget office this coming FY. Nancy plans to do some training when the new sheets are ready. We will be running a monthly report (one day a month) throughout the year to get a snapshot of the number of items on reserve at each RESV-LIB; Unicorn does not have the capability of counting the number of courses. If you decide to do more counting for NB Libraries that's up to you.
  10. Ordering reserves-Delays? Dean.
  11. Fines: In place and updated.
  12. Next meeting, Wednesday, November 21st?

We confirmed the decision to change to Expiration Dates. They will be the last day of those months; 1/31/2002, 5/31/2002, 8/31/2002. The uniformity of these dates will prevent the wide range of interpretations we have seen in past that hinder removal reports. This is subject to confirmation from Judy Gardner. Reserve records already created for Spring 2001 with expiry dates of 6/30/02 will need to be updated. Wait for the update.

A removal of summer reserve records will proceed as soon as a statistic is gathered. This is being coordinated by Judy Gardner and will proceed when she returns from vacation. I am aware that most of you removed the material individually and I will convey this to interested parties.

Poor quality originals: instructing the professors: stamp: “best original copy”: ready for use by those of us that are scanning. Please let me know if you need directions on how to download and install this stamp.

We discussed printing problems from E Reserve. A solution to run-together text and “mirror images” is to check the print options (after clicking on the print button or pressing Ctl-P) and select or click next to the "Print as Image" box. This should correct the inverted printing problem. Judy indicates that this general printing tip will be added to Electronic Reserves User's Guide as well.

File Size. We had a lengthy discussion on managing files by size. We need to start measuring files according to the 1.5 megabyte limit, rather than the 15 page guideline. There have been many instances where 5 page articles ran over 10 meg.. Dean distributed copies of the semester directory for those units engaged in scanning. Theses were organized by file size and it was clear that many files were over the limit. These need to be separated into a multiple part files. We need to remember that although files may load, display, and print fine on our computers, we must gear this service’s access to the low end PC’s and slow connections that may be prevalent with dormitory and off campus users.

Here is a brief set of directions on how to cut these files down to size, I will send a separate, more complete set shortly in a separate mailing:

Media/Music will use new call number designations, namely PROFESSOR'S VIDEO and PROFESSOR'S DISK. These are far more effective and descriptive labels and will help their user’s identify the items they need to use.

Jan Reinhart provided the group with a very interesting update on Audio reserves: The new Real Audio server is up. We now serve 100, as opposed to only 20 streams at a time. This area of electronic reserves is on the cutting edge of our service. Working with systems department staff, this service has introduced a separate layer of security that goes beyond the proxy server identification. Users need a password and PIN to enter each faculty member’s reserve list. Security also is in place to ensure that music files cannot be downloaded in violation of copyright protocol.

We had a useful discussion on statistics. Based upon the fact that we will be submitting less statistics to central admin, we reviewed what statistics we will need to be keeping ourselves for annual reports and tracking of our own workflow. I will email a separate set of stats based upon your recommendations, including a stats sheet to gather them.

Here is a review of Judy’s statement on statistics: The only statistic Nancy Hendrickson needs is reserve circulation which we're getting from Unicorn reports (or will be getting with the next upgrade). I know her stat sheets for the unit libraries have not been revised yet so people might think they still need to report # of reserve courses and # of reserve items added and withdrawn, but these are NOT required by the Budget office this coming FY. Nancy plans to do some training when the new sheets are ready. We will be running a monthly report (one day a month) throughout the year to get a snapshot of the number of items on reserve at each RESV-LIB; Unicorn does not have the capability of counting the number of courses. If you decide to do more counting for NB Libraries that's up to you.

We briefly discussed some delays in ordering reserve material from acquisitions. Overall the group reported timely processing of reserve materials, with a few extensive delays. I surmised that these may be attributed to delays in obtaining the material from vendors/wholesalers. I urge you to remain in contact with Mickey Onofrietto in TAS mickeyo@rci for updates on your orders.

We reviewed that reserve fines are in place and updated as originally intended; 15 minute grace period, with a fine of $1 per hour thereafter.

Next meeting, Wednesday, November 21st from 2-4pm in the College Avenue Student Center Atrium Conference Room.



 
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