Circulation Services Group Meeting - Minutes
Tuesday, March 19, 2002
2:00-3:30
Room 251 - Moffitt

Present: Craig Alderson, Alison Altstatt, Chanda Beck, Penny Bertrang, Ayana Bourgeois,
Jim Boydstun, Ted Couch, Aaron Gardner, Maria Henzi, Melissa Kincaid, Brian Light,
Will Lynch, Lea Mascorro (Recorder), Marianne McDonald, Laura Ng (Timekeeper),
Traci Penrod, Julie Piacentine, Madalene Rodriguez (Recorder), Peter Soriano (Co-Chair),
Jonathan Thomas, Jutta Wiemhoff (Co-Chair) 

AGENDA



1. Announcements/Introductions
2. Minutes from Last Meeting
3. LSO Report - (P. Bertrang)
4. Minutes Recording Guidelines (J. Wiemhoff)
5. Guest Lecture Wrap-up (M. McDonald)
6. Update-Mentor Subgroup (B. Light)
7. Update-Circulation Manual Working Group (J. Thomas)
8. Kronos Users Group (P. Soriano)

1. Announcements/Introductions

· Penny discussed Systems' project to add new locations in GLADIS: MREF and DREF.

HAS locations and Information Center records (INFO) have been merged into DREF.

Information Center records will no longer display on GLADIS or Pathfinder.  Let Penny

know if you see any HAS or INFO records still in GLADIS or Pathfinder.

· There are three classes advertised in this week's CU News:
March 21 - Job Interviewing 
March 27 - Career Development Self-Assessment I: Managing your own career. 
March 27 - Working in Teams 
If you are interested in any of them, go to the ICE web page.  

Action Item:  Jutta will send out info to the circserv reflector.

· Due to Spring Break next week, there will be no Saturday deliveries of NRLF material
  to MAIN for the next 2 weekends.

· Peter Soriano and Jonathan Thomas are planning to attend this year's UC Circheads 
  meeting on March 28 at UC Irvine.  If you plan to attend or have any questions/issues 
  you want them to bring up, let them know.

· Penny mentioned that the list of contacts on the UC Circheads website needs to be 
  revised.  All units should be responsible for verifying the information for their own 
  units.  Changes can be made by going to  http://library.ucsc.edu/uc-circ/contacts/
  index.html where units will be able to add their own information. 

· Penny reminded circulation staff to let her know if their unit prefers to use cards 
  for the clean up of old searches. If units do not request cards specifically, the Systems 
  Office will provide them with a list.  Both cards and list will be produced in May 
  and November.



2. Minutes from last Meeting

Minutes were approved  with minor correction regarding item 6, GLADIS Autocirc Security - 
Do not program the logon and password in function keys.

3.      LSO Reports

There had not been a report to this group since December so Penny highlighted on the major 
programming changes that directly affect the circulation units.

· Changed circ availability display in Pathfinder for ETHN.
· Removed OPTO paging options.
· Removed all old "hours" screens in GLADIS.  There is now one "news hours" screen 
  that lists URL of library Web hours.
· Temporary version of CHARGE to bypass autoblock on renewal due to timing of the semester 
  and holiday break.
· Problem with CARS invoices and report: 800+ items were charged to regular patron 
  library card instead of an institutional card (proxy) causing numerous problems on both 
  GLADIS and CARS over several weeks.  We were reminded to use institutional patron ID's 
  to charge out items that should not be sent to CARS.  One outcome: items erroneously 
  appear to have been paid twice.  If we see things paid twice with 2/15/02 payment date, we 
  can assure patrons that the second payment didn't happen. It is not necessary to report this 
  error to Penny unless it becomes a problem for patrons. 
· Corrected email address bug: Some patrons' inventories indicated an e-autoblock on 
   material, even though there was no email address listed in the patron record.
· Corrected email address bug: Items in the patron inventory of a patron whose record 
  had no email address were marked as having received an e-autoblock.  
· Completion of Phase 1 & 2 of merging INFO holdings into DREF.
 
4. Minutes Recording Guidelines
        
Jutta asked everyone if there were any comments on the  "Recording Guidelines for 
the Circulation Services Group" which was adapted from the guidelines compiled by Kathryn 
Wayne of Art History/Classics and distributed to all the groups.  (A special thanks goes 
out to Kathryn for sharing these guidelines.)  Jutta and Penny felt that something should 
be added that would instruct CSG minute takers to cite only changes directly related to 
circulation issues and/or have a direct impact on a specific job.  Recorder should 
also let Penny view the section on the LSO Report to see if everything was captured.  

Action Item:  Jutta will add a section about the LSO Report notes in the guidelines.  

5. Guest Lecture Wrap up

Marianne asked for feedback from circulation supervisors who attended Kay's lecture on 
"Discipline and termination of student employees."  Comments were:
· Basic points were covered well.
· Handouts were very helpful, providing a lot of information.
· Circulation staff was expecting more instructional information ("How To") 
  instead of the lecturer soliciting information from attendees "How does your unit handle 
  this situation?"
· It seemed that the expectations were not clear. 
  The group decided that in the future, CSG members would need to give guest lecturers 
  better guidelines. To get the most out of a lecture, CSG members also suggested to compile a 
  list of questions that circulation staff would like to see addressed by the person giving 
  the presentation. These questions should be forwarded to the lecturer ahead of time.

Another suggestion was that LHRD incorporate a list of "Best practices for disciplining 
student employees" into the orientation packet for new student supervisors.

6. Update Mentor Subgroup

Brian reported that the group is still working on documentation.  A full review was 
done and they are about 2/3 done with the circulation services checklist.  When it is 
completed, it will be presented to CSG for comments.
Brian asked the group for input on the following issues:
· How will the mentoring program be run?  
Suggestions:    Clarify that mentors are not trainers.
                
Supervisor should be the person requesting a Mentor.
The Mentoring Committee could make Supervisor aware of Mentors & ask them for best 
time to connect. Should be done within one month of the new employee's hiring date.

· Once pairing is made who do we think should be approached?
Suggestions:    Everyone involved should be notified by email and 
provided with all the information. Would like the Mentor & new employee to be able 
to meet face-to-face.
· How will Mentors and new employee get paired up?
  Suggestions:    Mentor Committee will decide who will be paired with 
  the new employee based on which mentors are available at the time of hire. 

7. Update-Circulation Manual Working Group

Jonathan thanked everyone who volunteered to work on the various procedures.  
He reminded everyone the deadline date is 4/1/02 and to look at the substance of what 
was sent to everyone and not worry about retyping the text or the writing style.

8. Kronos Users Group

Peter asked for feedback about last month's meeting. In particular, he would like 
to find out what circulation staff hopes to get out of these meetings.  Everyone agreed 
that the meeting needed structure.  A suggestion of some sort of facilitator or timekeeper 
could possibly help with that.  Someone who will keep the meeting on track when it strays 
from the scheduled agenda items.  Other suggestions and feedback regarding the meeting
 were:
· Invite other units on campus who are using Kronos to share their perspective.
· Add a specific agenda item called "Problems," allowing no more than 10 minutes.
· Do not include problems in the 'Announcements' part of the meeting to avoid 
  digressing from the agenda, thus assuring a continuous flow of the meeting.
· Review action items from last meeting.
· Good to have Technical Support staff attend the meetings so they can learn of 
  the problems, help resolve them at the meeting or take appropriate action.
· There were agenda items that did not get discussed.
· Since that was the first meeting, people seemed to seize the opportunity to voice 
  their frustration about the many problems they encounter and the time involved in 
  resolving them.

Most CSG participants felt that a positive result from the meeting was that communication 
was opened.  One example was the decision to send a CC to the Kronos User Group when 
sending email to Betty and Elise regarding problems.  This inclusion into the "loop" 
has given everyone a better understanding of what is happening, what is being addressed, 
and lets us know that we may not be the only one experiencing problems.  Allison 
pointed out the importance of paying close attention to the BAIRS 2 data and urged others 
to compare it with the Hours Detail list in Kronos and students' monthly earning 
statements.

The meeting was adjourned. 
Next meeting is April 16, 2002, 10:30-12:00 (this meeting was postponed to April 23, 2002).