CIRCULATION SERVICES GROUP Minutes of August 14, 2001 303 Doe Library Present: Alison Altstatt, Chanda Beck, Penny Bertrang, Ayana Bourgeois, Meredith Fleming, Maria Henzi, Melissa Kincaid, Brian Light, Marianne McDonald, Ann Moen, Amy Russell, Bella Shirman, Peter Soriano, Isabel Stirling, Jonathan Thomas, Jutta Wiemhoff (chair), Bruce Williams, Caralee Witteveen-Lane (recorder), Kim Wu 1. Introduction/ Announcements Environmental Design is hiring for both the Operations Manager and the Circulation Supervisor’s position. Two other positions are available: an LAII at the Ed/Pysch library (position filled as of 9/19/01), an LAII- Supvr at the Engineering library (position filled as of 9/04/01). Penny announced that as of August 21st, the Service Desk will officially become the Privileges Desk. The only Gladis change that was involved was the note for referring blocked patrons to the Privileges Desk. The visiting scholars changes have been approved and will go into effect August 27th. At this time, all newly registered visiting scholars will pay the new fee of $200, but new services will be extended to all currently registered visiting scholars. Visiting scholars will now receive: graduate student level borrowing privileges; one-semester loan periods; remote access to databases; full-text e-resources; free inter-library loan; and access to fee-based BAKER accounts. The Doe/Moffitt tours were well attended and Jonathan thanked all those who came. He announced that there could be additional tours in the future if anyone was unable to attend this round. Jutta asked that units post the advertising text for the NRLF Request service that she sent out to the circserv reflector this month. She requests that circulation supervisors remind all frontline staff to check their units’ generic e-mail account as the system automatically sends a copy of each on-line NRLF Request to these accounts. Incidentally, these accounts will also be used for the e-mail notification program that is soon to be launched. Jutta also asked for patron and staff comments on the service thus far and was interested in what sort of patron responses circulation staff has heard thus far. There seemed to be some confusion on how long it will take for delivery from NRLF to the specialty libraries and how patrons are notified if the request is unfillable. Jutta mentions that, as a general rule, all items requested will be delivered within approximately two working days. Requests for material arriving at the NRLF by 11 a.m. will be shipped by 1 p.m. For all unfillable requests, NRLF sends an explanatory note to the patron with cc: to the delivery location. All in all, many patrons are responding favorably to the service. 2. Minutes from Last Meeting The minutes were approved and Peter confirmed that the new system for minutes works well. 3. Circulation Services Manual Jonathan stated his interest in working on updating the Circulation Services User’s Manual (http://www.lib.berkeley.ed/Staff/CircMan/). There was consensus that this was still a top priority for the group. In response to Jonathan’s request for information from the group about what is most pertinent, the current manual was evaluated and missing items were noted. Some examples of these were links for the Privileges Desk, charging to Missing/ Withdraw, changing patron addresses, etc. The current online version is a collection of 2 different manuals compiled by a former group, who added additional items only when links already existed. A suggestion was made that we simply scan the hard copy from that group’s efforts and start editing from there. The rest of the discussion was deferred until next meeting. Everyone was asked to bring in any current procedures their units may have written and urls of existing procedures to link to. Jutta suggested that a subgroup be formed to assist Jonathan, and the following people volunteered to participate: Chanda Beck, Ayana Bourgeois, Maria Henzi, Melissa Kincaid, Brian Light, Marianne McDonald, and Caralee Witteveen-Lane. Jonathan will send out a call for more members to circserv reflector for those not present. 4. Guest Lecture Series Marianne McDonald gave an overview of how such a lecture series had been conducted for CSG in the past. CSG early birds were also suggested as an alternative to incorporating this into our regular meetings. An example of a past guest was Laurie Pangelina’s visits at the beginning of each semester to update staff on the new student hiring processes etc. Other potential ideas were as follows: representatives from Kronos, Binding Preparation, Conservation, Billing, Cashier’s Office, and Email Notification. Marianne was nominated as the Guest Lecture Series Coordinator and hopes to start the series with a representative from Kronos. 5. Mentoring Subgroup Brian asked for more feedback from the group on the items presented at the last CSG meeting, stating he had received only a few comments thus far. Penny requested that she be added to the contact list as the representative for CUBS cancellations. Jutta requested that more of the NRLF Gladis functions be covered on the checklist, such as TRT etc. Brian concluded by mentioning that much of this checklist will be linked with the revamped Circulation Services Manual when that is completed. 6. Feedback from “Mastering Tough Public Service Situations” Workshop Comments from the group were mostly positive. Some attendees felt that they had learned new techniques in dealing with everyday public service situations, and also that their old techniques were reinforced and refreshed. Another attendee mentioned that the role-playing was helpful in actually going through the motions of what should be done in a tough situation. Others felt that the workshop could possibly have been squeezed into a half day versus a full day. Still others enjoyed the retreat nature of the workshop and the possibility of a future Circulation Services retreat was discussed. If there are any more comments, please send them to Jutta or Isabel for the planning of future workshops. 7. LSO Report Tabled until next CSG meeting.
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