Minutes of June 18, 2003 meeting
- Present:
- Myriam Alami, Peter Anderson, Raymond Balter, Eva Kalamotousis, Kristen Ko, Irina Loutchkina, Eugene McElroy, Dean Meister, Ramon Negron, Rita O'Donnell, Fred Onorato, Jan Reinhart, Roger Smith(recorder), David Warner, Paul Young
Agenda
- Reserve Removal: Fines/ Brief Records, etc.
- Calendar of Events: Additions/Updates
- Changes to the Still Checked Out Report
- See Also Records
- Annual Report - Stats
- Jan's Update on Media Reserves: Cable Services
- Property Setting on "Individual Reserve" Status - an Update
- Info Sharing
1. Reserve Removal: Fines/Brief Records, etc.
The group reviewed the removal process. 5370 control records were removed from spring. Exception lists have been generated and distributed to unit contacts. A decision was made to waive fines for brief records which were excluded from the removal process due to attached fines. Staff are reminded to use "cancelled" rather than "waived" for these fines. Next semester, we will be able to hold patrons to these fines; moving them to a pub note and barring the patron.
From Chris Sterback:
Any item with a hold, when removed from reserve, was set to an ON-HOLD current location and the hold made available even if the item was charged out to a RESV user. I had to edit records at the system level to:
- change the current location
- reset the flags to make the hold unavailable and
- prevent the generation of a hold pickup notice
Staff were reminded to use "check item status" when removing items from reserve and returning them to home locations.
2. Calandar of Events - Additions/Updates
We added a few dates for the reserve calandar, and I will have this posted on the reserve Functional Group documents page through Marc Forster
Reserve Calandar of Events (Draft)
| Spring | |
| April 15th | Send faculty due date reminders |
| May 1st | Summer reserve lists due |
| May 10th | Spring reserves preview lists produced |
| May 31st | Spring expiration date Remove spring eres directory from server |
| June 7th | Remove spring reserve control records Remove spring reserve brief records (using April 1st as "born on" date) Remove spring eres files from U:/ |
| Summer | |
| June 15th | Send faculty due date reminders |
| July 1st | Fall reserve lists due |
| August 10th | Summer reserves preview lists produced |
| August 31st | Summer reserve expiration date Remove summer eres directory from server |
| September 7th | Remove summer reserve control records Remove summer reserve brief records (using July 1st as "born on" date) Remove summer eres files from U: |
| Fall | |
| November 15th | Send faculty due date reminders |
| Spring reserve lists due | |
| January 10th | Fall reserve preview lists produced |
| January 31st | Fall expiration date Remove fall eres directory from server |
| February 7th | Remove fall reserve control records Remove fall reserve brief records (using November 1st as "born on" date) Remove fall eres files from U:/ |
3. Changes to the Still Checked Out Report
"Test" still checked out reports are running at ALEX, ART, LSM, KILMER and MATH, which include LC cataloged material. These are running a few minutes apart from the "old" reports. Should they run with no problem in the summer they will become the standard new still checked out at close report.
4. See Also Records
Draft almost ready, will distribute before next meeting. Procedure in place for the fall.
5. Annual Report
I reviewed the planned statistics for the annual report. Group members made some useful contributions including detailing use of REMX fund codes. Draft will be circulated.
6. Jan's Update
Jan reviewed several innovative additions to Media's reserve service and cablecast services. Times for programming were adjusted to meet student requirements. A "media guide" is envisioned being linked through the professor's course reserve listing to provide students with a single location to find when the programming they need will be on. Audio/video reserves are expected to expand this fall, and a staffing concern for file management was discussed.
7. Property Setting on "Individual Reserve" Status - an Update
Initial tests indicated that the property setting of "new status for all copies" under "list of copies", when set to "on reserve" will in fact alter the status of all copies of an item, in hand or not. This field should be left blank and the individual status changed for the copy in hand when creating reserve records.
8. For Next Meeting: See Also Records, Documentation
Next Meeting - Wednesday, July 16th 2-4