Minutes of February 25, 2004 meeting

Ines Gessner, Shirley Lewis, Barry Lipinski(recorder), Nita Mukherjee, Antoinette Peteet, and Chiaki Yamada.
Georgina Alonzo


1. Holds Placement Update

The group reviewed the progress it was making on meeting its 3/4/2004 deadline for placing holds to block Fall 2005 registration. All members were on target to complete their sections of the barred users list, which included 465 users who became barred because of 40 day overdue charges or recalls with a due date between the date range 8/1/2003 to 12/31/2003. Next on tap for the group in late April will be the placement of diploma holds and academic holds for all graduating students who remain barred.

2. Damaged Books Document

Nita had presented to the group in its January 28, 2004 meeting a damaged books document which, at the request of Matthew Sheehy, she had recently revised. The document does a thorough job of detailing the steps that are necessary to get damaged material handled so that users are held accountable; material is processed properly through the CS-USER; books that can be repaired are rebound so that they can return to circulation; and items that are beyond repair are billed for replacement. Barry shared with Nita and the group recommendations for the text provided by Jeff Teichmann and Michele Tokar at a meeting of the New Brunswick Coordinators. The group concurred with the suggestions and Nita agreed to make the revisions in the document so that it could be presented in final form to the coordinators.

3. Billing Working Group

Antoinette and Barry discussed their activities with the Billing Working Group, a group that also includes Judy Gardner, Chris Sterback, Katie Anderson (Robeson), Sandy Marsh (Robeson), and Maggie Harris (Dana). This group is examining new software in WorkFlows that may permit long overdue material to be handled with increased efficiency. The group hopes that using an “assumed lost” status will enable the libraries to withdraw from the catalog materials which are long overdue and unlikely to be returned, while still maintaining a sufficient record for billing purposes. The group has been active in using the test system to learn about “assumed lost.”

4. Information Sharing

Chiaki reported on her progress in learning billing policies and procedures. Along with Nita, Chiaki brought the group up-to-date with the renovations at Douglass.

Ines discussed her work with Access software to track claims returns.

Shirley described her techniques in handling difficult users.

The group congratulated Nita, who recently became the RDS Functional Group Coordinator.

Next Meeting: Wednesday, April 28, 2004 at 3 p.m. at Kilmer.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/billing_group/minutes/billing_group_min_04_02_25.shtml
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