CIRCULATION SERVICES GROUP Minutes of February 27, 2001 Present: Alison Altstatt, Chanda Beck, Penny Bertrang, Ayana Bourgeois, Julie Cain, Iris Donovan, Norah Foster, Michelle Goode, Cris Guerrero, Susie Hannah, Brian Light, Lea Mascorro (recorder), Rebecca Morin, Laura Ng, Amy Russell, Giulia Sacco-Trujillo, Peter Soriano, Jutta Wiemhoff (chair), Bruce Williams, Caralee Witteveen-Lane. Guest: Elizabeth Byrne, Head of Environmental Design Action Items: ¨ Brian will have a summary of what the supervisors would like to see on Gladis regarding circulation periods for Reference use cards. ¨ Peter will send out the address of the listserv for UC Circheads. 1. Announcements ¨ Alison Altstatt, the new circulation supervisor at MUSI was introduced. ¨ Amy Russell, the new circulation supervisor at ENVI was introduced. ¨ Art History/Classics Library has closed off the old main entrance to their library, the only access is through elevator #3. ¨ Jutta announced that the Saturday deliveries of NRLF material to the Main library started on January 19. Between 50-100 books requested from NRLF on Friday afternoons are being delivered, taking no longer than one extra hour to prepare. Peter added that the number of items picked up by patrons is slowly increasing. ¨ The Page NRLF request service in Pathfinder [note: subsequent to the meeting this service has been renamed "NRLF Request"] may not be available until later in the semester. ¨ Peter announced that Phase 2 of the staff I.D. was originally scheduled to be done on the web, but it now seems it will probably happen at the circulation desk. Details are still being worked out. 2. Minutes from the last meeting were approved with minor changes. 3. Excellence in Public Service Subcommittee - E. Byrne Elizabeth listed the members of the subcommittee: P. Bischof, E. Byrne (Chair), C. Cortelyou, G. Ford, L. Mascorro, P. Soriano, M. Robinson-Goode, J. Wiemhoff, and former members Imani Abalos, Nensi Brailo and Rick Love. She asked the group for their comments and suggestions on the "Goals for Circulation Services" document that was sent to the circserv reflector on 2/21. Elizabeth briefly explained that this version of the goals incorporated suggestions from earlier meetings with both CSG and Roundtable. There were a few questions about the implementation process and whether there would be a long-term commitment to ensure the goals are addressed, but in general, the group approved the contents of the document. Elizabeth reiterated that one of the implementation recommendations was that the AUL's meet with their circulation staff and public service unit heads to discuss ways to implement the goals once standards are created. Elizabeth listed the timetable for the goals to take effect; the next step would be to present the document to Public Services Council, then Roundtable. If approved by both, it would be incorporated into the Public Services and Circulation manuals. One example of a standard would be to perform an annual review of equipment maintenance needs. Another area that has been identified as needing established standards is conservation treatment of material. The goals mention proper handling of library materials, but we currently lack such a standard, so implementation process would include creation of these guidelines. Elizabeth also mentioned that if new staff or other resources are needed to reach these goals, the AUL would address these needs on an annual basis and that Circulation staff should make AUL's aware of staffing needs. The Excellence committee also recommends that measures or indicators of success should be put in place. It should be acknowledged that these measures would vary from unit to unit. Elizabeth concluded that she will present the final document with recommendations to PSC, then to Roundtable, and that after the AUL meetings possibly organize an Early Bird to address any overall issues and concerns about the goals and their implementation. 4. Reference Card Use - J. Wiemhoff Jutta gave an overview of what was discussed in the past meeting. Most units realize the advantage of having a patron record in Gladis for a reference user as it enables billing, displays a clear duedate, and is convenient for both the patrons and Doe/Moffitt's unique situation. Improvements needed were generally along the lines of consistent policies, training, and better wording in the Gladis v/c (currently "Same Day Loan") to accommodate all library units. After a very lively discussion on how the Reference card should be used, it was mentioned that we were probably having such a hard time with the Reference card because we are trying to make 1 card work as 2 and what we really need is 2 cards. Since the wording in Gladis is tied to the circulation period and most Reference borrowers can only use material in the library, it was decided that the proposed wording for Reference borrowers or circode K material would be: Library Use - Due at closing (for library use material that is paged from behind the desk). Library Use - Due in 2 hours (for material that has a 2-hr. loan period, paged from behind the desk, and cannot be taken out of library). Since it was very clear that there is still more to discuss, this item will be carried over to our next meeting when Brian will have a summary of what the supervisors would like to see. 5. UC Circulation Heads meeting - J. Wiemhoff The UC Circheads annual meeting will be held on Friday, April 6 at UCSF. Jutta asked how many people were planning to attend. A show of hands indicated approximately 13 from UCB. Peter reported that this group was created in 1995 and its charge is "To take an active leadership role in establishing communication and cooperation between UC library circulation," and consists of the Heads of Circulation from all 9 UC campuses. The meetings are held on an annual basis alternating between the Northern and Southern campuses and are open to all circulation supervisors. Peter will send out the address of the listserv so all interested circulation staff can subscribe. Andy Panado, Circulation Supervisor at UCSF, is coordinating this year's meeting. Following is the list of items on the agenda: · CDL Request and its future implications for UC Circulation Units - Karen Butter, University Librarian/Assistant Vice Chancellor, UCSF. · Reports from each campus (Peter will be giving ours) · Facilitator: Nancy Beale: Policy on Access to University of California Library Collections by External Users and the University of California. How does each campus interpret and implement this policy? · Reports from Circulation Advisory Group on RSC Assignments. 1. Project One: Blocking Patrons between Campuses. (A. Panado/UCSF) 2. Project Two: Developing Best Practices Workshop for UC Circulation Staff. (S. Patrick/SRLF) · Break Out Sessions 1. (Facilitator: G. McCollough): Recruitment and Retention of Student Employees. 2. (Facilitator: C. Jimenez): Training of Circulation Employees. · (Facilitator: L. MacLean): Library Conduct Policy. · (Facilitator: V. Novoa): UC-Circulation Head Web Page, UC Circulation Heads Elections for Chair-elect. · (Facilitator: V. Novoa): Conclusion and information on our next meeting for 2002. 6. Address Updates for Staff (the protect field) - P. Soriano Peter reminded everyone that it's important to put a "Y" in the protect field of a patron record to avoid overrides by records loaded from the payroll system. This needs to be done every time staff changes a patron's address. Penny noted that if faculty/staff want their mail sent to their home address, that information should be put in the "Second Address" field on page 2 of the patron record and the "Preferred Address" indicator changed to "2. If you want to be trained on how to change addresses in Gladis, Penny suggested making an appointment with Joyce. 7. LSO Update - P. Bertrang · Semester default was changed to S01 (Spring 2001). Report to Penny if the semester default doesn't change when the semester ends. Those who process reserves usually notice this. · Systems staff is working to allow some UCB students previously excluded to use proxy server, etc. · Refer any CUBS cancellations to Penny. The cancellations must go through systems as the "discharge free" command does not cancel the CUBS billing process (as CUBS and Gladis will never be in direct communication). · Upcoming projects are: CDL - circ information availability for NRLF items Page NRLF in Pathfinder Page OPTO in Pathfinder Faculty staff ID phase 2 -transfer E-mail notices Penny reiterated that the transfer of charges from the old library card to the photo ID cards would now be done at the circulation desk. A small task force is working on the specifications. Next meeting on March 20th [this meeting had to be rescheduled to a later date].
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