Minutes of March 29, 2012 Meeting

Zohreh Bonianian, Marc Forster, Kristen Ko, Barry Lipinski (coordinator, recorder), Jill Locascio, Mike Mansouri, Eugene McElroy, Dean Meister, Nita Mukherjee, Gillian Newton, Brian Stubbs, Joyce Watson
Eric Fizur
Maggie Harris-Clark, Shirley Lewis, Jan Reinhart


1) Access Services Committee Notes

a. Report from the Recall Study Group—Rose Barbalace, Krista Haviland, Jeff Teichmann, and Glen Sandberg--reported on the recall sampling they did for January 2012 which revealed that 93% of the items recalled during that month could have been obtained through E-ZBorrow and 87% through Illiad-based ILL. The Recall Study Group recommended we keep Recall as an option, but to offer E-ZBorrow/ILL as a context sensitive option in the catalog. ASC examined the Recall Study Group's PowerPoint presentation that displayed some of the possible screen configurations, including a split screen option. Rose Barbalace said that her discussions with Stephanie Bartz indicated that Bob Warwick and the Library Catalog Committee (LCC) were working on restoring the context sensitive E-ZBorrow button in the catalog. Discussion at ASC arrived at the conclusion that an extensive overhauling of the current SirsiDynix system is not a good use of staff time since an open source ILS system is anticipated to be coming. The preferable approach would be to have a single delivery button that funnels requests toward existing channels—RDS, E-ZBorrow, ILL, and Recall. A new group consisting of Rose Barbalace, Judy Gardner, Krista Haviland, Barry Lipinski, Jill Locascio, and Jeff Teichmann will examine the logic behind how a one-button approach would best work.

b. E-ZBorrow/Ugrad/Guest Loan Periods—ASC supported the proposal before the board of the PALCI consortium to extend loan periods from four to six weeks with one six-week renewal permitted. ASC also recommended that undergraduate loans of RUL items be changed from four weeks to six weeks. Guest loans, it was recommended, should remain at four weeks.

c. Daily User Creation Reports—Supervisor I's are now getting from IIS daily user creation reports. These reports will include any user record that was created by staff the previous day. The reports will be useful for correcting errors, following up with staff, and providing quality control of the user database.

2) Old Bills and Delinquent Accounts

Judy Gardner, Barry Lipinski, Nita Mukherjee, and Gill Newton have been meeting as a Billing Subgroup for two purposes: 1) to review and revise procedures for sending billed users to Delinquent Accounts and 2) to propose a plan for handling old bills. The goal for the first purpose is to keep in contact with students who have recently graduated with checked out material to ensure that material is either returned or paid for. The goal for the second purpose is to move to an open source ILS system with as clean a database as possible.

3) Courtesy Notices and Diploma Holds

Of the 9,609 graduating students in the May grad files acquired from the Registrar, 134 were barred with lost bills. On April 2, 2012, IIS will send out courtesy notices to the barred graduating students, reminding them of their need to either return or pay for billed items prior to graduation to avoid having an academic hold and diploma hold placed on their account. On the following day, IIS will send out courtesy notices to graduating students with checkouts who are not long overdue or barred.

4) Food and Drink Policy Review

The group examined the Libraries' Food and Drink Policy which was updated in January 2012. The update includes a list of Designated Food Spaces, which currently includes the Scarlet Latte Café (Alexander Library) and the Mabel Smith Douglass Room – level 3 (Douglass Library). The Library of Science and Medicine is planning a space with vending machines for users. Barry spoke about the research he has done in food and drink policies at academic libraries, including the stated policies on library websites, the library literature on the topic (including Christopher Stewart's "The Academic Library Building in the Digital Age: A Study of Construction, Planning, and Design of New Library Space" (2010), and conversations he has had with colleagues through IviesPlus. Some of Barry's observations:

5) How Do I Find an Available Computer?

The group discussed how clicking on the RUL webpage “How Do I” link "find an available computer in the library" is a useful tool for directing students to open computers throughout the building. Barry mentioned how he has shared this page with OIT consultants so that they can direct students to the LowerLevel/Alcove 30 computers when the upstairs OIT lab is full.

6) Incident Reports






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