Minutes of April 30, 2014 meeting
- Joseph Asaro, Linda Becker (Dana), Zohreh Bonianian, Kevin Conover, Eva Kalamatousis, Ramon Negron, John Rake, Alfreda Richardson, Abdullah Sherzad, Paul Young (minutes)
1) Electronic Reserves NET-ID authentication issues
- Rollout of Wed. March 19th has gone well overall.
- NET-ID is the match point. No NET-ID = No electronic access.
- Revision in months that correspond to semesters / sessions in faculty_access file. After confirming with Systems on April 9th , revised numbers are:
1 = Winter; 1 = Spring; 7 = Summer; 9 = Fall
(Group was notified by e-mail that same day).
- Dual status Student and Faculty NET-ID in faculty_access file
- Problem encountered when faculty_access file could not read persons with both student and faculty status. System would search only under student, would not find student registered in the course and deny access, even though faculty/instructor was teaching the course.
- Coding issue has been resolved by Systems.
- Semester rollovers. As presented at Access Services Committee (ASC) meeting of April 10th Zohreh B. and Eva K. met with Yang Yu at Systems to discuss whether the end of a semester or a session cuts off student access to a course.
- Senior Auditors and Summer Students.
- As Jeff T. mentioned at the same ASC meeting, Senior Auditors must be encouraged to obtain NET-ID's.
- Summer students and pseudo NET-ID's. The summer session website is very clear: "University policy requires all students and employees to establish a NetID…"
- Paul Y. pointed out that Summer students would have needed a NET-ID for off-campus access to electronic reserves last year and in prior years, but no problems were reported.
2) Routine updates on Reserves outside of NET-ID issues
- Removal dates for Spring14 Reserves. Chris Sterback would agree to remove all Spring reserves beginning the week of 5/25 - well after finals and just before Summer session. Reserve control records were already scheduled for that date, others would have been taken down the following week. The removal will now include:
- Brief records; old reserve courses; Spring 14 files from U:\ and eres directory from server. All for Spring14.
- The group agreed that this unified date would be very helpful. Paul Y. will send notification to Chris S. and Natalie W.
- Summer 2014 (and Fall 2014) are now on the server to allow posting of reserves. Bob W. at Systems had added appropriate semesters to Syphony/WorkFlows through Summer session 2015.
- Amended language for Faculty letter. Zohreh B. had suggested a revision to the faculty letter which we send each semester to notify and remind instructors of the new NET-ID restriction for course access. The group agreed that the revision is helpful and can be added.
- Consideration of space for cross-listing on Reserve form. Debbie G. e-mailed a suggestion to add a line in reserve form for cross-listed courses. Group will look over the form and discuss at next meeting.
- Patron purge - Chris Sterback forwarded lists of Reserves attached to expired Faculty and current Grad students to libraries. Larger lists were sent directly to Reserves staff at each library, and they are clearing up their lists with him directly. Nearly all lists have been completed and returned to Chris.
- Reserves website updates are ongoing.
- Adobe site license update completed for Douglass desktop in April.
- Meeting with Fulbright scholar. Paul Y. and Joe A. met with Russian Fulbright scholar Victor Z. at Kilmer on March 6th to review and explain electronic reserves. The meeting went quite well. Victor was very interested in the process and we were pleased to meet with him.
3) Textbook donation discussion
- Reserves group has been asked to review a student government proposal for donation of textbooks to the library. This matter was also reviewed at the ASC meeting of March 13th
- We noted that Reserves may place books on Reserve only at the direction of Instructors.
- We only post books for Reserves that are in the library, library books that we order, or personal copies from Instructors.
- After much discussion the group agreed that we would be unable to accept books directly from students to put on Reserve.
- On the other hand, Reserves would like to encourage textbook donations and would currently forward them to librarian selectors for cataloging. The group would be open to other ideas or procedures for accepting donated textbooks.
- Paul Y. will draft a letter detailing a response to Natalie W.'s inquiry, and will forward after group approval.