Minutes of July 16, 2014 meeting

Andy Martinez (co-chair / Douglass), Robert Krack (co-chair / Alexander), Soo Lee (Kilmer), Irina Radeva (Alexander), Shirley Peck (Alexander), Fred Onorato (Alexander), Anthony Timek (LSM), Devin Gingery (Chang/Douglass), Jamie Smith (DTS), Theresa Macklin (Robeson Library), and Jimmie Staton (Smith Library), Jimmie Staton (Smith Library) and Betty Ciallelo (Smith Library)
Alejandro Arencibia (Dana Library), Elsa Alves (Institute of Jazz Studies)

Information Sharing

Please see end of minutes.

I. Adopt-A-Shelf (Irina)

Irina spoke about the program, which was instituted at Alexander Library last fall. The premise is to give student assistants part-ownership of an area on a consistent basis

A. Steps

  1. Score the ranges
  2. 2. Administer the Library of Congress call number tests. Re-test as needed
  3. 3. Match students to the appropriate range
  4. 4.Train students on shelf-reading, clean-up, and shelving standards
  5. 5. Students spend one hour per week

B. Feedback

Last fall, 193 hours were spent working on the program by student assistants. In the spring an additional 110 hours were spent. Irina sent out an information packet to group members prior to the meeting about setting up and maintaining the program. Discussion on terminology followed. Rob and Irina checked the student work once per month while the program was running. The program will resume when the students return in the fall?

II. Summer Project Updates

A. Training Video - Missing Books (Rob)

B. Online Maps (Soo, Devin, Rob)

1. Static Map: displays key library services. A template for the floor maps has been developed and will be unveiled at the next Access Services Committee meeting. The template's design draws heavily on the monochromatic maps developed at the public library of Cincinnati and Hamilton County. The design team also received permission to incorporate icons developed by San Jose State University which had a simple and unified design. If the template is well received the group will begin creating maps of the other Rutgers libraries.

2. Interactive Map: will show patrons where an item is generally located. These maps will need to be developed after the static maps are completed by the web team.

C. Training Program- Space Management Database (Rob)

III. Water Emergency Supply Kits (Rob)

Next Meeting

Wednesday, August 6th at Alexander library.


Co-chair Robert Krack ended the meeting at 3:50 P.M.

Information Sharing


We began a shift on 2A using the new space management database instead of the older shifting database. One problem that we encountered using the new space management database was that it takes into account books that are currently checked out to patrons in its calculations. When we tried to distribute space into the collection using the figures from the database we ran into a problem of not being able to allocate space for those books as they were not on shelf during the shift. During our recalibration we found that the database was telling us that we had not left enough room for the materials on shelf.

I was able to design a new tab on the space management database that readjusted the amount of free space to be left on each shelf to account for both growth and books that were checked out to patrons. The new tab also, albeit unintentionally, made it easier to calculate distributing free space in the collection. The old shifting database required that we recalculate the remaining space for the collection manually, but the new tab on the space management database does all of the math automatically.

The tab functions by asking the user how many inches of space they want to leave for growth for a measured area of the collection, and then calculates how much space to leave at the end of every shelf for both growth and books checked out to patrons. While there is a small margin for error that distorts the space allocated for growth, the results have been very good so far and should help prolong the amount of time before another shift is needed in a collection.

Our project to clean up the shelving in the sub-basement went well and was completed on time. We had to postpone the shift on 2A to work on several small projects over the summer. We are currently shifting the DOC US microfiche to create space for growth, completed a shift of the UN microfiche, and incorporated more consolidated materials in to the bound periodicals.

DTS also helped with overcrowding in the EAL RR collection by transferring and routing materials that are no longer going to be bound to the periodical location where those items will be shelved. Only items that can go direct to shelf have been transferred, and there is still the question of what to do with items that are too small to go directly to shelf; but transferring these items to the Japanese collection and the EAL BDCHKO collection has eliminated a large space issue. We are also working with Jamie on several lists for consolidation projects, including a project to move dance materials to the Douglass library.

Institute of Jazz Studies



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