Circulation Services Group Meeting -- December 11, 2001 Present: Penny Bertrang, Ayana Bourgeois (Timekeeper), Norah Foster, Maria Henzi (Recorder), Brian Light (Recorder), Will Lynch, Lea Mascorro, Giulia Sacco-Trujillo, Peter Soriano, Isabel Stirling, Jonathan Thomas, Nga Tran, Jutta Wiemhoff (Chair), Bruce Williams. AGENDA 1. Announcements/Introductions 2. Minutes from Last Meeting 3. NRLF Request Service on Pathfinder - How's it going? - (J. Wiemhoff) 4. Revision of CSG's Chair structure - (J. Wiemhoff) 5. Bad/Bounced E-Mail Addresses - (P. Bertrang) 6. LSO Report - (P. Bertrang) 1. Announcements/Introductions Ayana excuses both Madalene/OPTO and Caralee/ANTH who were unable to attend the meeting. UC Berkeley will be installing a Chinese GIS historical database, perhaps as soon as early March, 2002. It will be available through the East Asian Library, any UC Berkeley computer that can emulate Chinese, and, it is hoped, through the proxy service to any UC Berkeley patron. Bruce asked if anyone in the group had any experience implementing GIS (Geographic Information System) or GIS applications in their units. Earth Sciences already has the system, but the staff finds it complicated to teach end users. Isabel further informed us that Geographic Information Services Center on campus was initially coordinating for GIS training. Although it is a very exciting addition to the library's database collections, there is currently not much training available. She suggested setting-up an "overview" workshop for interested library staff, as there is a recognized need for further training/instruction. Peter updated us with the @home.com patron e-mail situation. Some patrons have complained about service restoration after attbi.com became their default provider. This situation should not be a problem after AT&T's December 10th implementation date. Eileen Pinto ran a program that switched the addresses automatically to @attbi.com in GLADIS. The 177 patrons that were still listed with the @home.com address will receive postcards until further notice. Peter recommended that SLE's check with attbi.com patrons to see whether they are still experiencing problems. Jutta brought us up-to-date on the status of the UC ILL desktop delivery service. Although scanners and software have been installed at ILS, BIOS and NRLF, further work is necessary by Minolta and Ariel to make the service fully operational. For the time being, this service is on hold until the problem has been resolved. However, NRLF has found an acceptable temporary solution to work around the problem so that they can resume the web delivery pilot study with Chemistry patrons. Jonathan asked how CDL requests for NRLF material were being handled. Is the CDL Request Service sending e-mail confirmations to Doe Circulation and /or ILL? As there was uncertainty about how CDL processes NRLF requests, Jutta will contact CDL for clarification. [Subsequent to this meeting Jutta confirmed with CDL that an e-mail confirmation copy is sent to the circulation department only. The patron does not receive a confirmation, instead is "told" to pick up the item at the "Doe Library Circulation desk".] There will be no weekend delivery of NRLF requests on December 21st due to the holiday closure. 2. Minutes from Last Meeting The minutes from the last meeting were approved with minor corrections. **Old Action Item: Marianne and Jutta will contact Kay regarding a presentation on the topic of legality of discipline and the termination of employees. The group has allotted one hour during the February meeting for the lecture. Jutta had a follow-up question whether the rounding rule was re-installed in Kronos. Lea clarified that this was the case and was mentioned at the December 5th Kronos morning session. It may not have been discussed in the afternoon meeting. Bruce related that it was recommended to set up a working group to address on-going problems with Kronos. 3. NRLF Request Service on Pathfinder - How's it going? Jutta shared the latest NRLF Request Service statistics that show that the NRLF Request Service through Pathfinder is gaining in popularity. Each month has seen a substantial growth in requests, especially from undergraduate and graduate students. A noteworthy side effect of this service is that NRLF staff now has to spend time on clarifying ambiguous requests directly with patrons. Whereas for non-NRLF Pathfinder requests each unit's circ staff resolves problems before the requests are forwarded to NRLF. Overall, everyone present felt that the service went very well. A question regarding a standard limit for large number of volumes that patrons can request from NRLF per title per request was raised. In response, Jutta referred to an e-mail she had sent out on the email reflector on 11/16/01, in which she stated that "NRLF cannot handle requests for more that 5-10 volumes (or up to a total of 2 feet) per patron per title per day." As shelf space in the units is limited, as well, patrons in need of large amount of material should be advised to visit the NRLF in Richmond. 4. Revision of CSG's Chair structure After reviewing the suggested changes to the draft of CSG's modified Chair structure, CSG decided to incorporate all of them. (See the complete text of the modified part of the *charge at the end of item #4). Further discussion revealed the following procedure: The Chair will announce when it is time to select the Co-chair (usually 1 to 2 months prior to expiration of chair term). Everyone in the group is eligible to nominate him/herself or others. The nominations are to be sent to the group's Chair, who then forwards the names to the PSC Chair, Isabel Stirling, for selection. CSG members were asked to send in nominations shortly for the Jan 2002-June 2002 Co-chair position. Isabel responded to questions as to what criteria should be used for nominating candidates. While appreciating the efforts of all members of this ad-hoc group for participating, Isabel mentioned that it would be preferable to pick the Co-chair from the members who consistently attend the meetings. Isabel also pointed out that absent members are very grateful for the minutes, calling them informative and valuable. ** Action: Jutta will send an e-mail to CSG reflector with a call for nominations. (As of Dec. 12th, Jutta has sent out an email addressing this issue. Subsequently, on January 8th we were notified that Peter Soriano accepted an invitation to become the first co-chair.) *CSG Charge/Membership: The Circulation Services Group will have a Chair and Co-chair, each serving a term from July-June. Each July the prior year's Co-chair will become Chair, and a new Co-chair will be named by the AUL for Public Services. The Chair will mentor the Co-chair on the duties and responsibilities of the Chair. Membership is ad-hoc, based on voluntary attendance. Committee Year: July through June. 5. Bad/Bounced E-Mail Addresses The question had been raised on CSG's e-mail reflector what to do with bounced e-mails. Penny clarified that only Recall and Pick-up notices bounce back to the unit's e-mail reflector. The group discussed if and how their units handle e-mail address corrections. Ayana at Chemistry calls patrons and verifies addresses and phone numbers for patrons. Jonathan and Peter mentioned that updating incorrect information was a daily task at Doe, where staff calls the patrons and correct errors while on the phone. The group decided that each unit should take care of their own e-mail bounces for recall and pick-up notices. Penny related that E-mail error checking has been instituted, so that e-mail addresses must meet basic minimum standards before the system will send an e-mail notice to a given address. Also, sometimes mail will bounce from a valid address if the mailbox is full or the e-mail server is down. Peter reminded everyone to use the SET EMAIL or SET PREF command in GLADIS to change patrons' e-mail preference (in reference to his e-mail sent on 10/27/2001). ** Action: Peter will send out CSG's decision to the reflectors. 6. LSO Report Penny reported on the major developments in the Library Systems Office for the period of 11/21-12/11 2001. The highlights are... 1) Notice and Discharge programs were changed in order for the Media Resource Center to become a fining unit. 2) All overdue, pickup, and recall notices for all locations will sort with Public Health's notices when the staff add the "DHS" designation at the time the circ transaction takes place. (Previously this was done for pickup notices only.) 3) Fixed a problem in the PAGE Baker request system in GLADIS that kept level "3" borrowers from being able to submit requests if they were autoblocked. 4) Implemented a program that checks incoming email addresses for validity to prevent good email addresses to be overwritten by bad ones. 5) Made change to the email checking routine that temporarily disabled the @home.com address. When the affected patrons' provider resumed service to them, changed the @home.com addresses to @attbi.com and resumed email notification to these patrons. 6) Performed changes to the notices program that primarily relates to the email checking routine (Check whether to send email to patrons with preference flag set to 'Ask' or 'Yes.' Check deleted patron file for proxy borrowers only). 7) Fixed a bug in the email notice program that caused the return address on email pickup notices to be sent to the owning library for NRLF items, even when the patron had specified pickup at another location. 8) Faculty, Librarians and Graduate Students who are eligible for Stanford borrowing privileges, are now having their email addresses sent to Stanford if their email preference is "Ask" or "Yes". 9) Noticed and quickly corrected an error in loading patron records which expired eligible patrons. There will be no meeting in January due to the start of the spring semester. The February date will be announced at a later time. The meeting was adjourned.
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