Minutes of October 27, 2004 meeting

Georgina Alonzo, Ines Gessner, Shirley Lewis, Barry Lipinski(recorder), Nita Mukherjee, Antoinette Peteet, Melanie Robinson, Penny Weniger, and Chiaki Yamada.
Don Wilson


1. Training Documentation Update

Georgina and Melanie distributed prints of PowerPoint slides they had created that described new Assumed Lost and Overdue Recall billing procedures for staff. The group examined the slides and made some recommendations for additional ones that would give the learning staff member more help in recognizing these new situations, e.g., how to move from a user s summary screen in WorkFlows to a screen revealing inactive checkouts. Georgina and Melanie described the logic behind what they had done and listened to the group s suggestions for further work on the training documentation inserts. The group will examine these updates in the November meeting.

2. Place-Holds Recap

The group gave itself a pat on the back for effectively meeting the one week deadline and getting all financial holds placed on time (by October 12, 2004). Each group member examined approximately 70 barred user records, updated the PUBNOTES in WorkFlows, filled out place hold slips, and sent the slips to Student Financial Services. The next time for placing academic holds will be in February 2005.

3. Billing Working Group Developments

Antoinette and Barry reported on the recent activities of the Billing Working Group. To better assist in keeping in contact with barred borrowers with long overdue material, the working group agreed to compress the period from 365 days overdue to 180 days overdue for when material becomes Assumed Lost in WorkFlows and shadowed in the catalog. The Billing Working Group has proposed assigning a longoverdue status, breaking the checkout transaction link, and creating an extended information note at 270 days overdue. Helpful input from members of the Access Services Committee at the October 14, 2004 meeting brought the new process to the following plan: schedule this process once a year, immediately before withdrawing longoverdue items from IRIS. The Collection Development Council has agreed to this plan. They will like to see a list next July of lost-assum/longoverdues that we will withdraw in October 2005.

4. Information Sharing

Melanie described her recent interaction with a user involving the replacement of 9 water-damaged books.

Nita suggested that the group examine the Suspension Tab feature in WorkFlows 2003 to see if it can be of use.

Next Meeting: Tuesday, November 30, 2004 at 3 p.m. at Kilmer (Room 10).

URL: http://www.libraries.rutgers.edu/rul/staff/groups/billing_group/minutes/billing_group_min_04_10_27.shtml
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