CIRCULATION SERVICES GROUP Minutes of July 24, 2001 Present: Chanda Beck, Penny Bertrang, Ayana Bourgeois, Julie Cain, Iris Donovan, Michelle Goode, Cris Guerrero, Susie Hanna, Maria Henzi, Melissa Kincaid, Brian Light, Lea Mascorro, Madalene Rodriguez, Bella Shirman, Peter Soriano (recorder), Jonathan Thomas, Jutta Wiemhoff (chair), Caralee Witteveen-Lane, Kim Wu 1. Announcements a. Melissa Kincaid was introduced as the new night/weekend supervisor for the Main Library. b. NRLF Request Service via Pathfinder began June 4th. Jutta will send out advertising text of the service to the email reflector for units to use however they like (e.g. posters, flags, and bookmarks). c. The CDL Request Service began allowing the request of material held by Special Collections units as of June. If a Special Collections unit decides to loan an item the shipping of the material will be handled directly at the Special Collection units. Patrons may use the material only in the reading rooms of the Special Collections units. d. Penny explained to the group that some emeritus faculty and faculty on leave are not eligible for the Cal Photo ID. These patrons should be sent to the Privileges Desk to obtain a regular library card. If a faculty member is not in the patron file or all his/her patron records are expired, he/she should also be sent to the Privileges Desk. e. Penny presented a proposed timeline for moving the email notice program from the test phase to full implementation. i. Attempting to get the email address of faculty and staff by Sept 10th. ii. Starting Sept 10th, for every current patron who hasn't already signed up for E-mail notification, patron's email status will be changed to "A" for ask, and postcards will be sent requesting they sign up for email. iii. Starting Oct 1st an email will be sent to patrons who have signed up for email notification confirming their decision, and thanking them for signing up. An email will also be sent to patrons with an email address who show up as "Ask", asking them to switch to email notification and letting them know that they will start receiving email notices at that address, unless they opt out or change their address. Any replies to these notices will be sent to a Privileges Desk staff member. iv. Starting Oct 8th the library will begin sending e-notices to everyone whose email status is "Ask". (Email notices for those whose status is "Yes" starts as soon as they sign up.) 2. Last meeting minutes The minutes for the June 19th meeting were approved. Peter will send out the training document on using the TRANS command, and also have a link added to the Circ Manual. Jutta asked that in the future, minutes would be done in pairs with the drafts sent to the discussion leaders of each agenda topic before the entire minutes are sent to the group for review. The final minutes will be sent to allusers by one of the recorders. 3. Report from mentoring program sub-group Brian presented the group with a document which included the sub-group's definition of a mentor, and its first draft at a mission statement. Brian then asked for input or suggestions concerning the number of mentors each new staff member would need, and where they should come from. Main? Subject specialty libraries? NRLF? He also presented the group with the New Mentor Checklist for Circulation Staff and a resource list of library staff members to call with questions broken down by subject. These two documents will serve as a guide to the new staff members. Everyone agreed that the checklist and resource list would be extremely helpful to new library staff. These documents were also sent to the circserv reflector. Staff were encouraged to look over them and alert Brian of any desired changes via email. 4. Proof of return forms At Julie's request, Jutta led a "round robin" discussion regarding how each library circulation point handles book return receipts, and any problems they may have had. Jonathan mentioned that there have been a few comments sent to improve@library.berkeley.edu in last few months regarding this issue, and suggesting that the circulation points look into providing printed receipts with the return of material. Penny mentioned that such a service would require a good deal of programming. 5. Stanford students/ faculty GLADIS patron records Penny reminded the group that Request Stanford is ready in the experimental mode of Pathfinder. She also told the group that the Library is closer to getting Stanford's faculty and graduate records loaded into GLADIS, and that all of these records will include email addresses. The Stanford ID's will have barcodes, but library staff will initially have to search the patron file by name until the Library Systems Office is able to finish the programming for these other IDs. 6. Visiting scholar program Penny announced pending final approval (which happened after the meeting), the privileges and cost of library cards for visiting scholars would change. The fee that visiting scholars pay will change to $200 and will include interlibrary services, and the graduate level borrowing privilege. As of Aug 9, campus approved the changes to the visiting scholars program for fall semester. The program will be reviewed at the end of the academic year in case adjustments need to be made. The loan privilege for visiting scholars with current library cards will be upgraded by the Library Systems Office prior to the start of Fall semester. 7. Circulation services manual Tabled until next CSG meeting. 8. "guest lectures" Tabled until next CSG meeting. The next meeting will be held on August 14th, 2001.
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