BTECH minutes - 4/3/96

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES
April 3, 1996

Recorder: Pam Daniels
Guests: Lorelie Mansur and Penny Bertrang

Agenda

CARS demonstration - Lorelie Mansur

Lorelie presented an overview of the RFR ( Referred for Replacement )
Command.  She distributed a handout to the group containing examples of
the RFR function in the : 

Autocirc detailed display 

GOPAC short display

Patron inventory display

Maintenance brief display

Holdings Maintenance display
 
Whenever an item reaches the billing stage, the entire V/C will become
"edit protected" in Maintenance to ensure all billing information and
links are preserved.  Any item with a *b in the V/C will require an
Autocirc authorization to perform withdrawal and/or replacement procedures
in Maintenance.

To issue the RFR Command in Autocirc:

1. Logon to GLADIS with Autocirc authorization 
2. Key : f  ca [call number] or
         f  bc [barcode] or
         f  ti [title] and press [ENTER]
   When the line number of the item is found
3. Key : rfr [line number] of item to be referred for replacement and
press [ENTER]
The screen will respond with the following message:

RFR successfully placed
(See example)

With the new "RFR" AutoCirc command, a CARS billed item will be charged to
"RFR" (i.e., the *b in the V/C will be changed to a *cRFR) and a circ note
(*nX) will be generated which records the date the RFR command was issued
and the barcode i.d. of the billed patron
( See examples).

This will not cancel the bill or unblock the patron, but will preserve the
circulation information.  Once the RFR command is issued, the V/C is no
longer edit protected.  After the RFR command is issued, the Technical
Processing staff can proceed with the Replacement or Withdrawal process. 

Units will receive overdue notices in 30 days and Bill Cleanups for items
charged to RFR which have never been withdrawn.

NOTE: Charging item to RFR does not remove patron from responsibility for
the billed item.  A visible circulation link is added to the patron's
inventory. 

To view the patron inventory in Autocirc: 

Key : inv [patron ID] and press [Enter] or
inv* and press [Enter] (last patron search is retained in memory buffer)
An inventory of all items charged against the patron's ID will be
displayed. (See example)

Lorelie also explained the new Autocirc DCF (Discharge Free) command that
can be performed from the patron inventory screen with SUPERVISOR Autocirc
authorization. The DCF command will completely absolve the patron,
cancelling all CARS billing charges including the non-refundable
processing charge, but will not cancel the CARS late fees.

This function is used to: 

1. cancel fines, binding charges, and replacement and processing charges
which will billed on the Sundry/Debtor Billing Module 
2. cancel a bill when a RFR command has been issued 
3. cancel charges after an item has been returned and discharged

At the end of the demonstration, the SET BILL command & *m subfield was
explained.  The default cost for billed items is $100.00.  In Autocirc,
SET BILL will allow units to choose any amount for billing costs from
$1-9999.  When the command is given, a *m subfield is added to the V/C. 

This command can be set for single or multiple volume/copy field(s).

To perform this function:
1. Logon to GLADIS using Autocirc authorization with SET BILL privilege 
2. Key : f  ca [call number] or
         f  bc [barcode] for item 
3. Key : set bill [line number] [amount] and press [ENTER]
 
The new replacement amount will be reflected for the item line selected.

SET BILL ALL adds the *m subfield to every V/C in the GLADIS record for
that call number and location from the selected line on. Previous V/Cs in
the record for that call number and location will not have the *m added.

To perform this function:

1. Follow steps 1-2 above for single item volume/copy 
2. Key : set bill [line number] [amount] all and press [ENTER]
 
If a special bill amount is set, this information will appear in the BRIEF
display in GOPAC and Circulation displays in Autocirc.  No special logon
is required to view this information which will be labeled "Repl cost".
If no special bill amount is set, then the "Repl cost" information will
not appear.

Units will find it most useful to add a *m in Maintenance when receiving
new materials or when preparing serials for binding.  If Technical
processing staff are aware that an item is especially expensive or very
cheap, a *m subfield can be added at the same time the *urecd is added or
the new V/C created.

Staff should notify Penny Bertrang or Rick Beaubien in the Library Systems
Office with CARS related problems immediately.  In addition, staff can
contact Guilia Sacco-Trujillo for an updated version of the "Training
Documentation for CARS".

The meeting was adjourned at 10:30 a.m.