Minutes of the June 13, 2013 Meeting

Judy Gardner (coordinator); Jeff Teichman, Rose Barbalace, Barry Lapinski, Andy Martinez, Tracey Meyers, Glenn Sandberg, Eddie Suarez, Michele Tokar, Darryl Voorhees, Jan Reinhart (recorder), Henry Charles and Paul Young. In attendance via video link from Dana Library were Yoshiko Ishii, Dorothy Grauer, Maggie Harris-Clark and Jeanne Boyle. Also in attendance were Diane Hamlette, Section Chief for Robert Wood Johnson Library of Health Sciences, and Yini Zhu, Managing Librarian for Access Services at the George Smith Library of Health Sciences, Newark.
Keir Reavie, Dean Meister, Vibiana Bowman Cvetkovic and Eric Fizur.

Prior to introductions, Judy noted that Dean was busy at the Annex with a huge transfer of about 8,000 boxes of University records to the University’s new storage facility.

1) Rutgers-UNDNJ Integration

Access Services on July 1, 2013

Three weeks before D-Day, Judy’s said that patrons of the integrated university could expect borrowing at all libraries, book delivery to their customary pickup libraries, and articles scanned and delivered at no fee from all library collections (by staff using ILLiad for Document Delivery).

Interlibrary loan with resource sharing partners outside the university will be a hybrid environment for a while. Health sciences patrons will continue to use SFX link resolver for some databases and article requests and RWJ and Smith staff will use Docline for placing ILL article requests. Since we are all one OCLC symbol not, OCLC ILL requests for Smith and RWJ items will be received by ILS Alex and procedures will be worked out.

Smith and RWJ libraries will appear in JerseyCat as part of RUL’s catalog, and will be processing sites along with Alexander, Dana, Robeson and LSM libraries. How UMDNJ’s Voyager catalog will fit into the JerseyCat picture depends on the School of Osteopathic Medicine.

Judy said she hoped to have Smith and Robert Wood libraries participating in E-Z Borrow by Sept. 1.

As of July 1, UMD and Rutgers patrons will have access to all of Rutgers Libraries’ online databases. The health sciences libraries’ portals will highlight only 30 of the databases deemed relevant to their primary clientele. The plan is for Rutgers patrons to get access to UMD databases by Jan. 1, but that is a moving target. Also pending is access to EndNote for Rutgers patrons.

The new combined catalog for RUL was scheduled for its debut on Monday, June 24. Records had already been loaded as of June 13, but were being shadowed. The new patron database and LDAP would not be ready for a few more days, however.

Shipping address for mail and book delivery

Judy shared a Draft directory of mailing addresses to use when sending books and mail among libraries. Yini suggested using “Smith Library Circulation” for her library. Diane suggested MEB (Medical Education Building) 101 for mail. Judy emphasized that building names be included along with department names throughout RUL. Andy suggested pre-printed address labels for Smith and RWJ; Jeff agreed and suggested we add telephone and fax numbers to the directory.

In discussion of shipping labels, Henry urged staff to make the destinations as clear as possible whenever mail goes through Campus Mail. For instance, don’t send Library mail to the Newark and Camden Law Libraries address “N-Law” or “C-Law” – full names, streets, and campuses are needed.

Patron data loads, ID cards, user registration

The New Rutgers IDs, or RU Connection cards, with barcodes will not be ready for UMDNJ faculty, staff, and students on July 1. Old UMDNJ ID cards will continue to be used. New health sciences faculty, staff, and students will be issued a new, temporary ID card with a Rutgers logo, magnetic stripe, but with no preprinted barcode. So we’re going to run across health sciences personnel with old UMDNJ ID cards, with and without barcodes, and with new temporary ID cards without a barcode. Judy outlined some scenarios:

  1. A health sciences patron has a UMDNJ ID card with a barcode and it’s in the patron’s online record; continue to use it.
  2. A health sciences patron has a UMDNJ ID card with a barcode but it’s not in the patron’s online record. They were issued a barcode previously but did have any current transactions when their record migrated so the barcode did not load. Enter the UMD barcode on the patron’s ID card into the online record.
  3. A health sciences patron has an old UMDNJ ID card or a new temporary Rutgers ID card without a barcode. Assign a Rutgers barcode beginning ‘29030’.

Borrower’s Chart updates (Volunteer Faculty, Attending Physicians and Hospital Personnel)

There will be three new categories of health sciences patrons with unique Demographic Statuses; they all have entries in the Borrowers Chart with registration instructions:

Health Sciences Volunteer Faculty (Demographic Status VOLUNTEER) can access UMD databases remotely and borrow books but are not eligible for interlibrary loan or book & article delivery. They will be given faculty-staff profiles (with annual expiration dates), and must logon from off-campus with barcode and PIN. Judy said a letter is going out to Volunteer faculty to explain the barcode and PIN number. Yini said all they would be looking for remote access to online databases, and RWJ and Smith staff are gearing up to help volunteer faculty through the transition.

Health Sciences Attending Physicians (Demographic Status ATTENDING) are community physicians associated with the RJW or university hospital. They will have hospital IDs, and receive borrowing, ILL, and delivery services; they are not eligible for remote access.

Health Sciences Hospital Personnel (Demographic Status HOSPITAL) receive borrowing, ILL, and delivery services; they are not eligible for remote access.

2. Meeting Schedule; Draft Access Services and IIS Calendar, July 2013-June 2014

Judy said the second Thursday of each month will continue to be the assigned date for Access Services Committee meetings. But meetings will be cancelled if not needed. The Access Services and IIS Calendar for FY13-14 is forthcoming.

3. Ivies+ Debriefing

Barry Lipinski, Andy Martinez, Michele Tokar, Zohreh Bonianian, Gill Newton, Melanie Miller, Stephanie Mikitish, and Joyce Watson attended the Ivies+ conference at Brown University in mid-April. The conference was dogged by bad weather (pouring rain) and poor acoustics in the conference hall, but attendees thought programs on future use of library spaces (the theme was “Access Services in the Age of Mass Digitalization”) and 24-hour service were thought-provoking. Michele was struck by how when it comes to late hours, they’re doing it all different ways. For instance, some libraries have full-time staff assigned to the late late shift, others use student staff or just a security guard; some provide circulation and computer services, while others just provide a warm space. And Barry noted that reallocating library space to serve faculty research – a big issue at RUL – was high on the discussion list.

Note from Yini on late night service at Smith Library: IDs are checked because from 9 p.m. to 2 a.m. only UMD people allowed in Smith. There are three staff working the overnight shift and providing general circ services but the library mainly serves as a study hall. Students love the late night service and are asking for round the clock open hour.

4. Announcements and Information Sharing

Judy discussed the last PALCI membership meeting. Judy mentioned the possibility of an ebook shared purchase pilot with PALCI that would provide access in the E-Z Borrow catalog. Rutgers is the top EZB borrower but also does 46 percent of lending in the 40-member consortium.

Barry said that on June 26 Kilmer Library would finally get brand new doors. This comes after years of coping with semi- or non-functioning automatic doors.

Michele said switching 24-hour service from SERC to LSM during finals went well. The Map collection and government documents were shifted due to new cabinets. Included in the upgrade were more than a dozen new chairs and tables. At the Physics Library there was a mold remediation project, with approximately 4,000 journals damaged by mold over past year. The shelves are now being restocked.

Tracey said she and her team were continuing to mail 750 annual notices to graduating students about current and overdue charges – and of course offering congratulations, along with the menu of continuing services as alumni. LSM does the envelope stuffing with student staff help.

Tracey noted that she would be out for perhaps two months this summer, but would continue to check and answer email. She asked that staff interested in Director’s Station training this year send their name to her, Chris Sterback or Bob Warwick to be put on list. Tracey doubted the training would offer this summer due to the staff time required of IIS. And she urged all staff to finally start using their Zimbra email accounts.

Rose said training of students on using Libguides went well. She polled her students in April and May on which were the top five questions at the Alexander Information desk. Based on that feedback, the Libguides will be tailored slightly to include information on printing and faxing. She said we want all relevant information on one website.

Maggie said Dana was doing lots of shelving, with staff as there is no Work-Study student help in summer and voucher was not an option. Also there was a problem with water in Interlibrary Loan.

Darryl said Imaging Services hoped to get the Scan Pro 2000 installed around RUL. He also mentioned a fascinating conference on three-D printing, including aspects that could be implemented here.

Andy said Douglass was very quiet this summer with its reduced hours. Library staff finished a large weeding project for periodicals, now being carted off by Henry. Librarians were in the midst of interviewing for new performing arts librarian.

Jeff said garbage piled up at Alexander during the exam weekend. But during the week, they scheduled a third shift and it helped a lot.

Yini said her staff and colleagues were very excited about merger, despite the exhausting work involved. Reference librarians at Smith like idea of new resources and a wider field of reference colleagues. The priority as of June 13 was migrating all their documentation to RUL libguides format.

Dianne said her RWJ team saw it the same way. Moreover, it was a busy time in general because new doctors, residents, faculty, that come on board annually on July 1, not to mention some facilities problems at her library

Glenn mentioned a problem with Rutgers EZ borrower requests for e-books, which are currently non-circulating from the PALCI catalog. His office routinely converts the requests to hard copy books, which often results in letters and comments from patrons who want the ebook. Judy added that this is all the more reason to participate in an eBook pilot with PALCI.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/access_serv_com/minutes/access_serv_comm_min_13_06_13.shtml
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