Circulation Services Group Minutes 10/16/2001 Present: Alison Altstatt (recorder), Chanda Beck (recorder), Penny Bertrang, Agnes Concepcion, Meredith Fleming, Norah Foster, Michelle Goode, Cris Guerrero, Maria Henzi, Melissa Kincaid, Brian Light, Ann Moen, Julie Piacentine, Madalene Rodriguez, Bella Shirman, Peter Soriano, Jonathan Thomas, Nga Tran, Jutta Wiemhoff (chair), Caralee Witteveen-Lane, Kim Wu Agenda: 1. Announcements 2. Minutes from Last Meeting 3. Problems with Yellow Barcodes- Penny Bertrang 4. Library Hours Schedule in Gladis Telnet- Jutta Wiemhoff 5. Update Mentoring Program Subgroup- Brian Light 6. Update Circulation Services Manual Subgroup- Jonathan Thomas 7. LSO Report- Penny Bertrang 8. Kronos- Jutta Wiemhoff 1. Announcements Cris introduced the new night/weekend supervisor for ENGI, Julie Piacentine. He also suggested that it would be easier for night/weekend supervisors to attend CSG meetings if we have some meetings in the afternoon as well as in the morning. Jutta and the group agreed and suggested that we alternate months with meetings from 10:30am-noon and 2pm-3:30pm. Peter announced that it is now possible for Privileges Desk to overwrite the social security number field of students without a social security number in GLADIS (i.e. those students with fake social security numbers starting with a “99”), with a pin number of the patron’s choosing. Previously, this patron-chosen PIN number was changed back to the fake SSN by the patron loading programs. This will no longer happen. Alison reminded CSG members to take advantage of Staff Development Committee funds and will be emailing the SDC web address to all CSG members. (SDC website address: http://www.lib.berkeley.edu/Staff/SDC/sdcguide.html) Peter will email a template that MAIN has been using for email notification. It is a form that students can fill out in order to sign up for email notification. The circulation staff is then responsible for entering in the student preferences and information. (NOTE- Subsequent to the meeting this form has since been discontinued.) Penny discussed the email notification time-line. Patrons who have email addresses in Gladis have been switched to the “ask” feature and have been emailed in bulk (around 36,000 emails) inviting them to participate in the email notification program. So far, only 4,000 of those people have signed up “yes”, while 500 patrons have chosen “no”. (NOTE-As of mid-November, approximately 10,500 have said "yes" and 1,800 have chosen "no".) On October 15th and 16th , postcards will be mailed to all patrons with no email address in their record who currently have books charged out. On October 29th, those patrons with email addresses in Gladis who had not previously opted out of email notification will automatically start receiving email notices. A programming function prior to this time may be implemented in order for circ staff to change in the “f pt” screen “yes” or “no” to email notification. However, to set the email preference to “yes”, the email address must already be in the patron record. (NOTE-Subsequent to this meeting, the SET PREF or SET EMAIL function was implemented on October 30.) Jutta encouraged members to attend the week-long supervisory workshop. She also provided a timeline of three to six weeks for the start of NRLF desktop delivery using the new and improved equipment. 2. Minutes from Last Meeting The minutes were approved, with the addition that positions that were open at Engineering, ED/PSYCH, and the LA II position at ENVI have been filled. The LA IV position at ENVI is still open. 3. Problems with Yellow Barcodes Penny led a discussion of whether or not circ staff have experienced problems with yellow barcodes being read at the circulation desk. It was agreed that the primary problem seemed to be with the “wand readers” as opposed to the “gun readers”. She suggested emailing Charis Takaro with any specific barcodes to determine if it is a reader problem or a problem with the vendor’s shipment. 4. Library Hours Schedule in GLADIS Telnet Jutta posed the following question from Isabel to the group: Is it worth while to continue maintaining the library hours schedule in GLADIS Telnet now that all of that information is accessible via the web? The group responded resoundingly in the negative. * Action Item: Peter will pass on CSG's decision to Isabel and PSC at their next meeting on October 17th. Discussion then segued onto the topic of posting reference hours for the subject specialty libraries. It was agreed that the latter is a separate topic that should be addressed at a future meeting. 5. Update on Mentoring Program Subgroup Brian reported that since the last CSG meeting the MPS has met twice. They are working on defining the mentor structure, modes of implementation, number of mentors per person (suggested as one from MAIN and one from a subject specialty), and how to encourage people to volunteer to be a mentor. They are looking into how to provide training for mentors and who would be responsible for maintaining the resource and contact lists. They have suggested having a chair and vice-chair of the mentor group. Jutta emphasized the importance for a mentor to receive formal recognition by the library for his/her additional duties. Although voluntary, these duties may be reflected in the job description and/or be addressed in the performance appraisal. Alison mentioned that the university’s training and development department has a course in becoming a mentor, so the subgroup will be able to look into that and see how the campus deals with mentoring programs. (The workshop “Becoming an Effective Mentor” will take place November 1, 2001 from 9:30AM - 1:00PM. Registration through ICE: http://hrweb.berkeley.edu/ice/home/) 6. Circulation Manual Update Jonathan Thomas reported that the Circulation Manual sub-group is now going through the table of contents of the existing manual, and completing existing categories before adding new ones. The sub-group is also reviewing old manuals for pertinent material. * Action Item: If you have locally-produced circulation or student manuals in your possession, please send them to Jonathan. Once completed, the group will edit entries in order to create a uniform style, and will offer them to the Circ Services group for review. New topics will be tackled once the existing categories in the manual have been addressed. Links will also be created to the public service and reserves manuals. * Action Item: Material is still needed for the following categories in the manual. If you have material on these topics, please send it to Jonathan. a) Daily notices: Caralee and Alison will send what they have. b) Discharging, charging to missing, and renewals: the group brought up that these topics are covered in the pink Autocirc manual, but contents should be reviewed. c) Screen display options d) Charging to withdrawn. A lively discussion of Autocirc manuals ensued: numerous versions of this document seem to be floating around the library system. The question was then raised of to what extent circulation practices vary among the subject specialty libraries. For example, charging to withdrawn is handled by circulation in certain libraries, and by Technical Services in others. 7. LSO Update · Penny reported that the changes to the status of visiting scholars have been implemented, so that they now receive a loan privilege of “2” giving them the same privileges as graduate students and post-docs. · Patron records for faculty, grad students and academic staff that are being sent to Stanford include email address fields if email preference has been set to “yes”. In a few weeks, email addresses listed as “ask” will also be sent to Stanford. · Changes have been made to the TRANS command to transfer Gateway privileges (ie. Baker privileges) that are “Y” or “L” in the “from” patron record, if the “to” record is “N”. (NOTE that additional changes to transfer the email address and email preference were installed on October 17.) · LSO has updated “Service Desk” to read “Doe Privileges Desk” on various patron screens. 8) Discussion of Kronos Timekeeping system Jutta suggested that it might save time for everyone involved if circulation staff would compile a list outlining the nature of the problems we are currently encountering with the Kronos timekeeping system and present it to Elise Woods and the Kronos representatives. In brief, here are the areas in which we are experiencing problems: a) inadequate training, especially on scheduling feature b) lack of clear documentation for the Kronos software c) Inconsistency in students' ability to log on d) Lack of clarity regarding how shifts are rounded up or rounded down, concerns over equity/comparability of pay with system now in place (timecards). e) Confusion regarding calculation of evening shift differentials, especially regarding impact of logging in before 5 pm on shift differential f) Confusion regarding the Transfer command and when it should be used; how to avoid students' in and out punches being read as breaks g) Inability of time supervisors to alter punches made on certain transfer levels h) How to deal with students employed by multiple units The group agreed that we need a separate meeting for time supervisors to discuss these problems with Elise. (Subsequent to this meeting, a meeting with a Kronos representative was held on 10/19.) Meeting adjourned Minutes submitted by Alison Altstatt and Chanda Beck, October 22, 2001
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