STAFF RESOURCES

Minutes of March 18, 2003 meeting

Present:
Roger Smith(recorder), Kristen Ko, May Chin, Paul Young, Ramon Negron, Rita O'Donnell, Fred Onorato, Zohreh Bonianian, Eva Kalamotousis, Irina Loutchkina, Prisilla Lee, Peter Anderson

Agenda

  1. Announcements
  2. Important Dates
  3. Reserve Request Forms
  4. "See also" Records
  5. Letter to Faculty
  6. Setting Reserve Status
  7. Course Packets
  8. 20 Title Limit
  9. Statistics
  10. "Syllabus" Format
  11. Updates

1. Announcements

We discussed the impact of PALCI on our services and determined they were minor. A fix has been put into the system to allow patrons to place PALCI requests for items with a non-circulating status, such as those on reserve or those in non-circulating collections such as Aft or Reference.

2. Important Dates

We reviewed some important upcoming dates from the access services calendar.

May 10th:Preview Lists Developed for spring 03 reserves
May 31st:Spring reserve expiration date
June 7th:Brief and control record removal for spring 03 reserves
Removal of spring 03 directories on U:/ drive

Summer directories are now available on the U:/ drive. The directory is now available as well on the webserver. Be sure to FTP any summer files to the correct directory.

3. Reserve Request Forms

Faculty members now have an option to select "Ereserve, Paper only, or both Ereserve and paper copies" for their course reserves. These choices appear both in online documentation for reserve requests as well as a paper form. I will look into a mass distribution of updated reserve request forms.

4. "See Also" Records

We discussed the ongoing project of "see also" reference records for courses with multiple professors on the same course, or multiple courses associated together as one class. I have contributions from Dean and Zohreh and I am in the process of putting together a comprehensive draft of directions for this process. I will run the draft by Zohreh and Dean, and then the group before our next meeting.

5. Letters to Faculty

The group discussed possibilities for enhanced communication from reserve staff members to our constituent faculty. We reviewed a sample letter indicating upcoming due dates, restrictions, and services associated with reserves. Rita has agreed to help me complie a list of departments and campuses we communicate with. We will look this over together in order to avoid duplication. In order to send a single message, I would like at our next meeting to set up a "reserve calendar" for these communiques, among other dates important to us. I would also like to review the message as a draft and agree on its text and content. I have the message done, and in our April meeting we can review and set some dates.

6. Setting Reserve Status

At LSM we came across a problem setting reserve status for items with multiple copies. The system would not allow us to change the status to "on reserve" for a single copy, and forces us to use "set status for all copies". This of course altered the status for a number of copies that were not indeed on reserve, and we had to go back and change those to "not on reserve" and retain the single copy that was on reserve. A number of staff at the meeting concurred with this problem. I will check in with Chris Sterback on this, it appears to be a glitch and I hope we don't have to wait for a new release to remedy it.

7. Course Packets

It was noted that the number of course packets placed on reserve has decreased since we began requiring copyright waivers to be included with them. It is also advantageous to have individual articles, which can be scanned and offered electronically.

8. 20 Title Limitation

We discussed the future of the 20 title limitation per course. We must consider that this limit was predicated on two things, space on our shelves and time to process the material. An interesting case was pointed out, if a faculty member supplies course reserves as electronic files, and does not want paper copies, then they take up no space. In addition, with no scanning, processing time is reduced for these items. It can be argued, then, that the 20 title limitation be waived within reason. I would suggest that we keep this issue in mind as we progress toward a paperless service.

9. Statistics

We looked over statistics representing automated and manual reserve circulation for the period of the first six months of the past two years. Automated circulation has dropped 21% over the two year period and manual circulation has dropped 28%. This clearly represents a trend away from circulation of paper reserves as we have been observing and documenting with a number of other statistics. I commented on the fact that seen alone, these statistics can seem to represent a decline in our workloads, when indeed we know that our work has remained the same, or more than likely increased over the past three years. I do reflect this in the annual report with statistics indicating the growth of electronic files cataloged on the U:/ drive and web server each semester. These statistics also reflect the continued need to carefully asses the need to continue to offer paper copies, and the fact that within a year we should be able to present a concrete case to remove or scale back that service.

10. "Syllabus" Format

Jan Reinhart reported to me ahead of the meeting that the "syllabus" format of a single .pdf with embedded articles was useful in processing music reserves. It is good to see another test bed for that interesting format pioneered by Dean. The course where it is being used is:

Professor: Nanette De Jong
Course: Ethnomusicology (07:700:304)

Password for the files: -------- and ----------

11. Updates

Zohreh brought up to me an announcement from her PC coordinator that WSFTP will be removed from all staff PC's except those used for reserves. This is due to the transition to the FTP client that comes with SSH (which replaced EWAN) shortly. If you have not heard from you PC coordinator on this you should contact them right away to reserve WSFTP on the machines we need them to be on.

One other ongoing project is the compilation of all reserve documents into a single location. Rita moved ahead with suggested edits to the staff resources reserve files. I would like to complete the review of the U:/ directions file with updated information and link everything through one web page. I will be checking in with the volunteers on this in the days ahead.

Next Meeting - Wednesday, April 16th 2-4 pm



 
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