CIRCULATION SERVICES GROUP MINUTES Tueday, March 17, 1998
N Tran, A Bourgeois, R Vesterveldt, N Foster, T Kobayashi, E Stephens,
S Miller, L Ng, E Gold, C Guerrero, M Goode, B Shirman, J Ford, M
Flemming, N Brailo, G Sacco-Trujillo, M McDonald, J Samp, L Villegas
R Love, chair
Guests: L Weber, G Hill, L Pangelina
R Vesterfeldt, Recorder
A. ANNOUNCEMENTS
Rick Love
Reminder that all outstanding debtor lists should be sent to Lorelie
Mansur.
Please retain paper billing materials until further notice.
B. RESERVES
Giulia Sacco Trujillo, DMCS
Giulia announced the formation of a new Discussion Group on Reserves
Processing, which will be co-convened by Giulia and Kate Fletcher (ANTH).
The name of the group is still pending, but one suggestion is the Berkeley
Reserves Discussion Group (B-RES). Giulia circulated a copy of the
current Reserves reflector, which included several staff additions, and
staff overlooked on the original list. Unit representatives at the Circ
meeting were asked to update the list with current staff in their units
who are either unit contacts for reserves or actual staff processing
course reserves, as well as information on whether they work in
Circulation or Technical Processing areas in the unit. The reflector is
used to inform staff of changes in reserves processing, and will be used
as a roster for the newly formed discussion group. Giulia and Kate are
also looking forward to having reserves staff use the reflector as a forum
for discussion of common problems whenever they arise and in between
meetings.
The group will also be asked to assist in the development of updated
documentation for reserves processing. If your units' representative did
not update this list at the meeting please contact either G.
Sacco-Trujillo or K. Fletcher via e-mail. Giulia and Kate are currently in
the process of writing a statement of purpose for the group, and would
appreciate any suggestions or input reserves staff may have. Giulia
announced they would be in touch with reserves staff within the next few
days about updating the information for the reflector, and a date for the
first meeting. R. Love made a suggestion about streamlining AutoReserve
processing procedures for new titles on-order for reserves (possibly a
topic for discussion at the first meeting?).
C. Interactive Reserve form on the Web
Lisa Weber, Giulia Hill
Lisa Weber opened discussion on Course Reserves Form webpage.
Copies of the webpage course reserve form were passed out for
representatives to review and make suggestions toward enhancements.
The following suggestions were made:
Change Course NAME to Course DEPARTMENT
Change Special Instructions: to Special Instructions for each title:
AddVOLUME to title block.
Chris Guerrero, ENGI, has been successfully using this web Course
Reserves Form. Chris passed out an example of a recently received
list from faculty.
Rick reminded the group the web reserve from is simply another way for our
faculty to send us their reserve lists.
D. Student Leaving Form
Laurie Pangelina, Library Human Resources
Laurie asked each representative to request students fill out the form
when they leave employment in unit.
Supervisors should not fill out the form if students don't complete
form. If a student neglects to complete the form let Laurie know via
e-mail. Additional forms are available at the Main Service Desk and
Security Desks or HR website
(http://www.lib.berkeley.edu/LHRD/leaving.html].
It is a low priority for Library programming to make the form
interactive so the paper form will be in use for some time.
Misc.Reminders:
If a student does not show any work hours on a timecard for 4 months
the computing system automatically eliminates inactive employee names
after 4 months.
There is less of a pool of work study applicants. Peak hiring time
is first 3 weeks of semester and last 3 weeks of semester. Work study
students are mostly available during the peak times.
E. NRLF Merge
Elizabeth Stephens and Scott Miller
Current NRLF circulation categories are:
1. "Unrestricted";
Item may circulate from NRLF to any unit or valid borrower;
Gladis circulation code set to "X" by the merge program;
Faculty/academic staff = 1 year loan; individuals = 2 month loan.
2. "Limited" (equivalent to previous "non-circulating" designation);
Item may circulate only through the owning unit; may be used at NRLF;
Gladis circ code set to owning unit default by the merge program;
A "limited" circulation title is liable to be deaccessioned from NRLF
and returned to the owning library if another campus requests to
store the same title "unrestricted".
3. "Restricted";
Special collections: non-circulating or may circulate through the
owning unit only;
Gladis circ code set to owning unit default by the merge program.
If units feel loan periods should be changed on NRLF "unrestricted"
materials (circ code X), they should discuss with their Unit Head and AUL.
Anticipate NRLF circulation on Gladis May 1. NRLF will circulate material
in three ways: 1) directly to end-users for requests received from other UC
campuses; 2) to unit patrons for requests received from UCB non-autocirc
units (e.g., EAST, affiliates); and 3) to unit "tracking" patrons for
requests received from UCB autocirc units. Autocirc units will continue to
be responsible for charging NRLF items to end-users on GladisCirc.
Non-autocirc units will be responsible for charging NRLF items to end-users
either manually or on their local circ system.
Reminders:
1) All UCB units can borrow other units' and other campuses' "unrestricted"
NRLF materials.
2) Until NRLF begins circulating on Gladis, circulation desk staff must
continue to monitor loans of *non-UCB* NRLF materials to holders of
reference cards. When a reference user picks up a requested item, make
sure the due date (on the blue band and in the back of the book) is "same
day". This will become moot once NRLF moves onto Gladis for circulation.
3) If NRLF receives a request from a UCB unit *for a non-UCB title* and the
request lacks patron information or is for reserve use, NRLF will check to
see if the title is available on campus and will inform the requesting unit
(the assumption being that the unit did not realize it was requesting a
non-UCB title).
4) Regardless of ownership or campus affiliation, NRLF will recall any
"unrestricted" item for any borrower (except reference). NRLF will not
recall "limited" circulation or "restricted" items.
5) If your unit requests an item from NRLF and it does not arrive within
the usual time frame (1-2 working days for Main units; 2-3 working days for
branch units), inform NRLF immediately. Once NRLF begins circulating
materials on Gladis, "in transit" information will appear in records for
items requested through autocirc units.
F. Systems Office Report
Penny Bertrang not present so no report made.
G. Problems related to books being returned to wrong unit.
Nensi Brailo, Main Circulation
Lively discussion of challenges of dealing with irate users.
It became obvious units provide a wide range of responses to users who
state they returned library materials to non-owning units.
Joyce Ford, Main Service Desk, asked all units be watchful of what
they say to users when discussing books returned to non-owning units.
Negative remarks about other units are not a good reflection of
Library and do not resolve the problem.
It was suggested Circulation Supervisors phone other unit's Circulation
Supervisor to resolve non-receipt of returned books whenever possible or
use of e-mail. Please do not ask other units to place claims returned (CR)
on patron's account. Patron by patron decision made by Circulation
Supervisor to over-ride a blocked patron's account to allow charge-out.
Scott suggested it would be appropriate to maintain a file of such patrons
to track repeaters. Member of group suggested In-Transit programming be
put in GladisCirc system. This programming would need to be recommended by
PSAG-PS and Rick will follow up on getting this on agenda.
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