CIRCULATION SERVICES GROUP MINUTES March 19, 1996 1. Announcements 2. Circulation of Unbound Periodicals on Gladis 3. Systems Office Report 4. CARS Update 5. Possible new Circ-code allowing short-term loans to Grads and Faculty only Chair: Rick Love Recorder: Agnes Concepcion Present: Mercedes Untawale, Julie Trujillo, Jeanne Fong, Agnes Concepcion, Cris Guerrero, Bernie Hurley, Lea Mascorro, Matt Offenbacher, Norah Foster, Nga Tran, Bella Shirman, Bruce Williams, Meredith Fleming, Nensi Brailo, Linda Borromeo, Susan Snyder, Rebecca Darby Williams, Rebecca Vesterfelt, Ayana Bourgeois, Laura Ng, Marianne McDonald, Penny Bertrang, 1. Announcements A. Rick Love will contact the volunteers to start up on the work on the autocirc manual. The group will need to set up time to organize the work. B. Jean Kim introduced a new circ ID. The new ID is ID=ILL-TRF. This will replace those *nbook rec'd ILS; routed to ENGI 960301 circ notes. Now when a branc autocirc item comes back to ILS after being lent, they will change the circ id to ILL-TRF instead of ILL-xxxxxx. This is to avoid CARS bills being sent to borrowers when they're already returned books to ILS; any ILL-TRF items that get lost between ILS and the branch will have to be replaced on the SPRMB fund. If branch staff see any notices for ILL-IN TRANSIT TO UCB BRANCH LIB, they should do a shelf check in their unit and notify ILS so that they can do a shelf check at MAIN. If nothing turns up, ILS will wait a couple of weeks to repeat the shelf checks, and then refer to SPRMB for replacement. 2. Circulation of unbound periodicals on Gladis Mercedes Untawale described the existing procedure used at the Main Library. The SLE enters information at the point of circulation at the Circulation Desk. Piggyback barcodes are place on the front cover of the unbound periodical. Julie Trujillo went into more detail: patron finds the desired unbound item, SLE finds Gladis record by call #, barcode placed on front cover, v/c field is created, volume # entered, UNBOUND is typed in caps, and added to the record. This unbound will appear at the very end of the periodical Gladis record. When the borrowed item is returned and discharged, a dup/call # message appears, a print-out made, and both items are given to the technical staff. The item circulates for 1 week. Bernie Hurley mentioned that he wants to get recommendations from PSAG-TS about which circulation proposals to adopt. A question of whether unbound periodicals should circulate at all was brought up. 3. Systems Office Report Penny mentioned that on March 14 700 notices were sent. LSO received report that all 700 had been received. All 700 notices were acknowleged. Procedures on how to bill premature CARS bills will be forthcoming. Lorelie Mansur will send the procedures. A Gladis record cannot be deleted if there is still a circulation charge on it. Systems still uses a program that deletes X-level records once the bill is paid for or the item returned. 4. CARS update/demo. Rick gave a demo on the RFR command in autocirc. RFR: referred for replacement. Rick showed the group step by step procedures. The Detail Screen must be used. Once the RFR is successfully placed, the bill is not cancelled, patron is not unblocked and this cleans up the record. Rick addressed the policy regarding the situation when a patron wants the book after he pays the replacement charge. The patron should not get the book back since the Library is not a bookstore. 5. New circ code allowing short-term loans to grads and faculty only. Rebecca Vesterfelt described the loaning policy of periodicals to grads and faculty in the Environmental Design Library. When loaning out periodicals, charge cards are used. Penny said we need to look at any other circ needs before making a decision. Bernie wants to review the library wide policy on journal circulation before making any circ code changes. Next meeting Tuesday, April 16, 1996. 10:30 to Noon, 450C Moffitt
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