STAFF RESOURCES

Minutes of May 26, 2005 meeting

Present:
Peter Anderson, Eva Kalamotousis, Irina Loutchkina, May Chin, Ramon Negron, Dean Meister, Myriam Alami, Rita Post(recorder), Meghan Lord, Dave Warner, Joseph Asaro, Fred Onorato, John Rake, Zohreh Bonianian
Excused:
Kristen Ko

Agenda

  1. Visit from Judit Ward - TSB
  2. Preview List/Removing Spring Reserves
  3. Eres Committee Meeting
    • Syllabus Format
    • File Size Limits
  4. Information Sharing

Visit from Judit Ward

The group welcomed Judit from TSB and John Rake who replaced Jan Reinhart from media.

Judit attended the group meeting to thank the group for the improvement in communication. Knowing where the orders are coming from, having personal contact via phone or email, and being able to put faces with names has made the reserve acquisitions process run more smoothly.

Judit also had some acquisitions statistics to share with the group. Over the last fiscal year, over 20,000 books were purchased. It is difficult to pinpoint exactly how many of these purchases are for reserve, since Priority 1 books also include patron requests and other orders, not just reserve orders. However, 2,500 Priority 1 books were ordered over the last year, and Judit estimated that 510 of those were for reserve. July and February were the peak months for orders - there were 550 Priority 1 orders last February alone.

This led to a discussion of the reserve acquisitions database, and Zohreh reminded the group to enter new book orders into the database.

One issue Judit brought up was reserve orders coming in as patron requests, which may happen when professors speak directly to librarians about placing books on reserve. The patron requests are handled separately from reserve requests, and this can considerably slow down the process, so it is important to place all reserve requests online. (Staff Resources ? Acquisitions ? Forms ? Monograph/Firm Order Request)

When ordering books that are IN PROCESS, but have not been designated Priority 1 for reserve, a patron request will speed up the process. This is only for books that have not been ordered specifically for reserve use, and any new reserve orders should be placed online.

Generally, however, the turnaround time is very quick, and most books are in library within a week of ordering. Some foreign or special titles may take longer, though, since there is no way to flag these as Priority 1 when they come in to shipping.

Dean suggested that the group take a tour of TSB to see how the whole process works. This would help reserve staff to get a better understanding of what goes on behind the scenes. Our next meeting will start with the tour.

Preview List/Removing Spring Reserves

The summer expiration date is 8/31. Remember to change this date when doing rollovers from spring to summer.

Instructions for rollovers are located on the NBL documentation page:
http://www.rci.rutgers.edu/%7Erogsmith/ReservesFG_4.html

Zohreh suggested that the group keep records of when items being removed from reserve are sent back to professors. Then, if they claim that they never received the items, we will have a record of when they were sent. Some professors prefer to pick their reserve items up themselves at the end of the semester, and this can be dealt with on a case-by-case basis. However, for the items that are sent via campus mail, it is important to keep records of when they were sent.

The removal date for control records is set for the week of June 6th, and brief records will be removed June 27th. This space between removal of control and brief records is helpful, as it gives reserve staff more time to complete any last minute rollovers.

When removing books from reserve, every item should be discharged regardless of the owning library, since books will still be charged to the reserve user after the report is run. If the ‘Item not charged’ message appears for items belong to other libraries, use ‘Check Item Status’ to put the item in transit. Books should be sent back to their home location as soon as possible, since once they are removed by report, they will show as ‘In Library’ at the home location, even if they are still on the reserve shelf.

To remove books from reserve manually, discharge first and then remove reserve. The embedded charge can cause problems with removal, and discharging first will solve this problem.

Eres Committee Meeting

Syllabus Format

There have been problems with using the syllabus format with the new remote access method, because opening pdf files can disassociate the user from the server. A possible solution would be to convert the document to html, which will work in any browser (Netscape, IE, etc.). Dean informed the group about two software packages, Dreamweaver and Macromedia Contribute, that will allow copying and pasting from Word without having to reformat, which Netscape Composer does not. More to come on this.

File Size Limits

Due to a wider use of flash drives, which have a much greater memory capacity than floppy disks, and more space on the server, a decision has been made to increase the file size limit from 1.4 to 4.0 MB. This decision, coupled with the installation of Adobe version 6 and use of the pdf optimizer should greatly reduce the need to split files into multiple parts. This increased file size will be tested over the summer, and any complaints should be forwarded to Zohreh.

Information Sharing

Reserves still checked out at closing reports have been suspended for the summer for most units. Some of the larger units like Alex and LSM will continue to receive the reports over the summer. The reports will resume in the fall of 2005.

The group discussed the Reserve Desk function of ilink. There is no numbering of reserve items, and no ‘Next’ or ‘Previous’ button on the bottom of the page, which could be confusing for students trying to access longer reserve lists that are multiple pages. Judy Gardner has been made aware of the situation, and these functions should be restored in the future.

Please give any further suggestions about the Reserve section of ilink to Zohreh.

Starting in July, staff from Dana and Camden will be joining the reserve group via teleconference. This will be a positive change for the group, since it is a good way to exchange ideas and get different views from new members.

Dave and Joe continue to work on the updated Eres Transmittal form.

When linking to online articles owned by Rutgers, there can be problems when linking directly to the article. The vendors can change the address, or some urls can be time sensitive. A way to get around this is to link directly to the table of contents instead of the document itself. It would be helpful to include the citation information in the link to make the article easier to find.

Next Meeting Wednesday June 15, 2005, TSB Conference Room at 2:00PM.



 
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