STAFF RESOURCES

Minutes of December 17, 2003 meeting

Present:
Roger Smith, Kristen Ko, Rita ODonnell, May Chin, Paul Young, Dean Meister, Jan Reinhart, Eva Kalamotousis, Zohreh Bonianian, Peter Anderson, Myriam Alami, Fred Onorato, Dave Warner, Ramon Negron

Agenda

  1. New Release, test and enhancements 1/2-1/3 implementation
  2. Reserve Removal: fall timetable, including fine plans.
  3. Stats on Paper Use. Form is distributed. Dean getting report on Paper circulation by unit.
  4. Holds Deletion-no more queued holds.
  5. PPT to PDF conversion, website, documentation.
  6. Access Database for acquisitions management? Kristen/Rita
  7. “Blanket holds” in workflows. Possible new wizard/function
  8. Reserve “skills” assessment/training. Brainstorm ideas for training.
  9. New title limits/due dates? Hows it working? Changes to documentation.
  10. Review group goals/achievements 2003/2004
  11. Info Sharing, next meeting Wednesday 1/21

1. New Release, test and enhancements 1/2-1/3 implementation

The group reviewed the new release slated for 1/2-1/3. All reserve functions have been tested and reported to ASC. No problems were found. Sirsi implemented enhancements were discussed and generally they are of little value to RUL operations.

2. Reserve Removal: fall timetable, including fine plans.

Fall 2003 preview lists have been generated and distributed. Revised dates for removal of fall reserve brief and control records have been approved. In order to help with speedy removal of Fall 2003 reserve items from the shelf, and to make space for incoming Spring 2004 items, we will move up the date that Systems runs the fall 03 brief/control record removal reports. Currently scheduled for Feb.7, Systems will run the reports sometime during the week of January 12. Removal of U:/ drive and Webserver files will coincide. Please keep me posted in space becomes an issue.

3. Stats on Paper Use.

The now standard statistic form has been distributed to staff, and I have received a number of them back from you. Make sure to complete the tallies before any reserves are removed. Furthermore, separate reports have been run which tally the number of circulations on each paper copy. These are extremely interesting and I look forward to sharing this with you as part of a compilation of the last two fiscal year's assessment of paper copy/eres use. This will be highlighted in a draft recommendation for cessation of paper copies to be done in the spring. The group discussed the possibilities of implementing an eres only service. It was noted that some units and their constituent faculty will see higher resistance to this change, and some exceptions will have to be made. However, I reiterated that it is important for the service to move forward together and implement changes as globally as possible in order to present a consistent and documented interface for the files that we offer.

4. Holds Deletion-no more queued holds.

We will no longer queue holds on reserve items. Holds that were queued on fall 03 reserves have been removed and patrons received specialized noticed indication the holds were canceled due to the items reserve status. It was noted that rarely do patrons still desire these items at the end of a given semester. What was happening was that the items would simply bounce from hold shelf to hold shelf without getting picked up, causing extraneous work for RDS and circulation staff. From now on, patrons who place holds on items that get routed to a RESV-LIB user will get rejection notices. I will check on the exact process for this with Andy and systems and get back to you in case you encounter questions.

5. PPT to PDF conversion, website, documentation.

Dean presented a set of directions for PPT to PDF file conversions. It was noted that we are seeing a rise in the number of these files being presented, including some 80 or more at Chang alone. Directions will be posted on NBL reserves FG documentation page, I will notify you when available. In the meantime, contact me with questions on file conversions. In addition, an apparently free website offering a PDF converter program was forwarded to me. Dave Warner volunteered to test this site with various file formats and we will look at it in January. Our specific interests are to see whether appropriate file size is provided, whether the files can be "broken down" into smaller files if need be, and if stamps can be added after file is delivered.

6. Access Database for RESV acquisitions management.

Rita had approached me with an idea to utilize Access to create a database to track acquisitions (items ordered through TSB on the REMX fund). This could be used to generate reports on what was purchased at each unit, for each selector in a given semester, etc. On my suggestion Rita met with Kristen at Art because a similar database was in use there to track acquisitions for their collection. I also asked them both to keep this project in mind as they went through Access training classes. The group met with the idea favorably and I will ask them to further develop the model in place at Art for reserve use, and see if multiple units can access the same centralized file. More to come on this...

7. “Blanket holds” in workflows. Possible new wizard/function

We briefly discussed the new "blanket holds" wizard pending in the new release. This is an RDS function which could allow grouping of holds under the overall RESV-LIB user's holds list to specify instructor/classes. I will review this with Andy Martinez and the RDS group and report back on its functionality and usefulness for our work.

8. Reserve “skills” assessment/training. Brainstorm ideas for training.

Michele Tokar and Jeff Teichman are working on a training series that will seek to review circulation processes and policy. The circulation survey offered by the Circ FG is the basis for this training. I spoke to Michele and mentioned at coordinators that RESV policy and procedure would be beneficial to include in this training. I asked for a volunteer from our group to help coordinate the RESV scenarios to be included, and Dave Warner accepted. The audience is any staff member at an Access service point who could be asked questions about reserve policy or procedure. We will be looking to work in scenarios and sample questions that help cover as much RESV policy as possible.

9. New title limits/due dates? Hows it working? Changes to documentation.

New policy on due dates and title limits are in place. We will offer a two tiered title limit: 30 for mixed book/paper/eres, and 40 for eres only with files submitted in E format. Also, due dates for reserve material for fall has been moved to August 1st and spring to December 1st. A request to update documentation (online and paper) has been submitted. Initial reports indicate that this has been beneficial, with faculty gravitating toward ERES only lists, and submitting files in an electronic format in order to get the incentive of a larger set of titles. Processing these lists has not led to an unmanageable increase in workload either.

10. Review group goals/achievements 2003/2004

Because it is approximately mid year, I chose to review our group goals as stated in last years Annual Report:

It was noted in our group that we achieved many things not forecast in our annual report projections. These include, but are not limited to: the increase in item usage tracking, improvement in still checked out reports, review and subsequent altering of item due dates and title limits and proposal for tracking of item ordering database.

At our January meeting we will revisit this list, as well as several ongoing/proposed projects and formulate concrete goals for 2004.

11. Info Sharing, next meeting Wednesday 1/21

I was reminded that we need to address the display of reserve items in IRIS, the 20 item truncation/renumbering causes confusion for users. I will investigate solutions and get back to you.



 
URL: http://www.libraries.rutgers.edu/rul/staff/groups/reserves_group/minutes/reserves_03_12_17.shtml
Website Feedback  |  Privacy Policy

© Copyright 1997-2013, Rutgers University Libraries   (Further Copyright Information)