Circulation Services Group Meeting - Minutes Tuesday May 21, 2002 2:00 - 3:30 pm Room 251 Moffitt Present: Alison Altstatt, Heidi Bartsch, Chanda Beck, Penny Bertrang, Ayana Bourgeois, Jim Boydstun, Meredith Fleming, Norah Foster, Cris Guerrero, Maria Henzi, Lea Mascorro, Melissa Kincaid, Brian Light, Will Lynch (recorder), Marianne McDonald, Ann Moen (recorder), Laura Ng, Kerry O'Brien, Traci Penrod, Julie Piacentine, Madalene Rodriguez, Peter Soriano (Co-chair), Jutta Wiemhoff (Chair) Agenda: 1. Introductions/Announcements Ayana Bourgeois announced that the Chemistry Library would be closed from May 28th - June 13th while it moves back to Hildebrand Hall from 40 Doe. The bookdrop in Doe will remain open until May 31st. After May 31st, books will only be accepted at the bookdrop at Hildebrand Hall. Chemistry will not be doing any paging at this time. NRLF will send material requested on NRLF Request/ Pathfinder with pickup location CHEM to Main. The Chemistry Library will reopen in its new space at 1pm on June 13th. Chanda Beck announced that her last day at Art History/ Classics will be August 30th. She will go back to school full time. The Art History/ Classics Library will post the position in early August to begin September 3rd. Chanda will be missed. 2. Minutes from Last Meeting (April) The minutes from the last meeting were not quite ready; should come out via email soon. 3. Replacement Copies and *m notes Meredith Fleming reported that there is no standard procedure for adding *m notes to materials in GLADIS (a '*m' note determines the replacement cost for a book, if that cost is greater than the standard $100). Some supervisors noted that subject specialty libraries add these *m notes upon receipt of the books, but that the procedures differ from unit to unit. Some take the prices from the order slips, some take them from online sources, some add 15% (for shipping, tax, etc.). At least one unit checks replacement costs online each time a Bill Warning postcard is received. These inconsistent procedures lead to a situation where the same book owned by two different units has different replacement costs. Meredith noted that no one is adding these notes for Main materials and that only Reserves Processing adds *m notes for Moffitt. She also reported that sometimes the cost information (on the order slips) does not make it through Tech Processing because the books change hands so many times. Marianne McDonald asked if the library has standard procedures for adding replacement copies after they were received. Jutta noted that Tonette Mendoza and Pam Daniels had written a draft document, "Replacement procedure for replacements billed on CARS," which was presented to CSG in the summer of 2001. Pam and Tonette's plan was to incorporate suggestions from circulation and technical staff before making this document available. Giulia Sacco-Trujillo had also written procedures for adding replacements by means of the "rfr" Auto-circ command. A request was made to see these written procedures. ACTION: Jutta will contact Tonette and Jonathan Thomas to inquire about the status of these two documents. 4. Update - Mentoring Program Subgroup Brian Light reported that the subgroup is working out the final details on the "Circulation Services Training Checklist" -- a document that the mentor group hopes will be useful to all circulation staff as well as to mentors and new employees. A draft version was sent to the Circulation Services Group on 5/20/02. The subgroup wanted to run the document by CSG for review and comment before releasing it. Brian asked for input on the "Resource List"-- a part of the "checklist". CSG members liked the list, but suggested that the relevant department and telephone numbers should be added to the list, and email addresses where appropriate, along with contact names. This part of the document would still have to be updated quite often, as staff changes. ACTION: Please send your updates, corrections, and suggestions to Brian Light blight@library.berkeley.edu The group realized it was unclear who was in charge of some resources mentioned (e.g. Reserves). ACTION: Brian Light will find out who is in charge of the resources listed. Brian thought a special meeting might be needed for the subgroup to get input from CSG members on the actual draft proposal of the "Mentoring Program." Jutta seconded the motion. This document will be the blueprint for the program, including its goals, benefits, and how it will be implemented. The plan is to present the draft proposal to CSG in June. Once accepted by CSG it will be presented to the Public Services Council (PSC) for review and comment. PSC will the decide the appropriate next steps. ACTION: Brian will send out the draft proposal to the circserv reflector as soon as it is ready. 5. Call for Nominations for the Next Co-Chair Jutta Wiemhoff announced that her tenure as chair of the CSG will end June 30th and that she is now accepting nominations (self- and otherwise) by email for a new Co-Chair to support Peter in his role as Chair. Jutta will forward these nominations on to Isabel Stirling for selection. Isabel will name the next Co-Chair to start July 1st. Those interested can call Jutta or Peter with questions about the responsibilities and duties of being a Co-Chair. 6. LSO Report Penny Bertrang said there were two recent incidents when Systems received reports that some circulation desk PCs were showing error messages. If ever you see an error message while charging/discharging material, please call the Systems Helpdesk (2-6120) to report it. These particular errors would have affected some Gladis statistics, but only a few stats were lost because the problem was reported early. It was pointed out that this could be a major problem if this happened at night or on the weekend (when the Systems Helpdesk is 'closed'); it was suggested that everyone ask their Student Assistants (or whoever) to print out the screen when they see an error message. Penny reported that the number on the ID cards students, faculty, and staff receive stays with them throughout their career at UCB. The CAL Photo ID office wants to add an additional (hidden) digit to the barcode as a "lost card digit". This added digit could be changed without changing the ID number that shows on the face of the card when a card is reported as lost. A new card could be issued to the student, faculty, or staff member by changing only the hidden digit, and their lost card would not be able to be used by anyone else. Systems will do programming to accept the Photo ID with a hidden lost card digit by the Fall semester, 2002. Programming to actually block cards with an invalid lost card digit may take longer. Systems is working on loading Stanford faculty and grad students into GLADIS. Next meeting June 18, 2002. [The meeting was postponed until June 25, 2002.]
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