In Attendance: N Foster, P Bertrang, C Guerrero, B Shirman, M Rodriguez, B Light (recorder), L Ng, A Bourgeois, P Soriano, J Cain, A Rea, B Williams, N Tran, I Stirling (guest), J Solomon, M Mcdonald, A Moen, M Goode, L Mascorro, L Mansur (guest), R Love (chair) I. Introduction of Isabel Stirling to the group. II. Penny Bertrang presented the LSO Report. III. Discussion of the CUBS system. IV. Documentation of Circulation Procedures. II. Penny Bertrang discussed the LSO report. On it were five main points. A. Bad Credits sent to CARS. Faulty credits have occasionally been sent to CARS since Nov. 1999. The Notice program was changed to write an error message rather than create a faulty credit whenever an invoice comes up for re-send for no apparant reason. B. DISCHARGE bug fix. DISCHARGE was failing to set the appropriate action date when an unpaid billed item was discharged. This has been fixed. C. UC Davis NRLF "new" deposits transmitted. Penny told us that Systems ran a new program which exports GLADIS NRLF records to UC Davis. LSO sent UCD Marc records for all UCD locations (with the exception of UCD Law) which had been added or updated since 7/98. D. Autocirc log cleaned up a bit. Circ code discrepancies are no longer logged if an NRLF unrestricted item is involved, since the units can't clean up this discrepancy anyway. And when an item is charged to a patron and V/C contains the "*pPUP-xxxx" NRLF tracking info, this will no longer be logged as "removed charge info". This last should make them much happier, as it was really clogging up logs. E. Proxy server authorization change. Due to a complaint from a postdoc who could not use the proxy server, the patron info server was changed to consider Postdocs (POS)as being "UC Berkeley" and therefore entitled to the Pathfinder database and Proxy server use. However, due to liscensing agreements, non-U.C. Berkeley patrons will not get proxy access. Notably, Lawrence Labs, Stanford and GTU students and Alumni of the U.C. system are not eligible for Proxy access. III. Discussion of the CUBS system led by Lorelie Mansur. A. What Is CUBS? CUBS is the Loans and Recievables Collections System. Initially CUBS is an in house collection system, but eventually it will send out un-paid bills to an outside collection agency. B. How Do I know When A Bill Has Been Sent To CUBS? When a patron record is brought up on GLADIS, and the record says "sent to collections" followed by a phone number, the bill has been sent to CUBS. The Patron inventory will also tell you the date it was transferred to CUBS. C. When Does Something Go TO CUBS? The time period for an item to be sent to CUBS from CARS should be a minimum of six months. HOWEVER! If an item on a Patron record has already been delinquint in CARS for six months, ALL of the invoices associated with that Patrons record will be sent to CUBS. Even invoices that are only a day old. D. What Else Should I Know About CUBS? CUBS and CARS do NOT talk to each other. More importantly for us, CUBS and GLADIS do not talk to each other. So there is no way for us to find out what the exact status of a patron record is on the computer. E. What Should I Tell A Patron Who Has A Bill In Collections? There is no way for us to give patrons any solid information about their billing status. We do not know what additional charges have been added to the patrons account by CARS or by CUBS, so we can not even tell the patron how much they owe. All we can do is give the Patron the phone number that is listed in their inventory, and they must take the initiative to handle their own bills. F. What About A Patron Who Returns A Book That Was Sent To CUBS? Because CUBS and GLADIS do not talk to each other, a book that has already been sent to collections will not be settled by simply returning the book. Returning these type of materials do not drop the $100 replacement bill charge. Also, discharging a book in GLADIS will not alert CUBS to its return. IMPORTANT- If an item that has been sent to collections is returned, the circ supervisor must E-mail Bob Liu (rliu@library.berkeley.edu) with a Cc: to Penny Bertrang (pbertran@library.berkeley.edu). G. What About A Patron Who Has Paid His Bill But Is Still Blocked? Because CUBS and GLADIS do not talk to each other, a bill can be paid without GLADIS ever finding out. A Patron with this problem would need to go to the Service Desk at Main. The Service Desk can get in touch with CUBS and handle the situation accordingly. IV. Documentation of Circulation Procedures A. The Circulation Procedures Manual Is Out Of Date. A while back, a subcommittee was formed to deal with the difficult task of updating the circulation services manual. Unfortunately, this required a great deal of time and energy, and circumstances made the completion of this task impossible. Still, an updated circ manual could provide a great benefit to the library system. B. What Should We Do? The suggestion was made that we should all work on this together and take a look at the table of contents in the current circulation services manual. We should all find a section that we are willing to update or add to. By working together, we should be able to accomplish the immense task of completing the circ manual. This will be further discussed at the next meeting.
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