Circulation Services Group Meeting September 17, 2002 2 pm - 3:30 pm 251 Moffitt Library Present: Craig Alderson (recorder), Penny Bertrang, Ayana Bourgeois, Jim Boydstun (timekeeper), Lauren Dexter, Jodi Henson-Myers, Maria Henzi, Brian Light, Lea Mascorro, Marianne McDonald, Ann Moen, Kerry O'Brien, Nga Ong, Emilie Ortiga, Julie Piacentini, Madalene Rodriguez, Claudette Smith, Peter Soriano (chair), Jonathan Thomas (recorder), Fatemah Van Buren, Jutta Weimhoff, Bruce Williams, Kim Wu 1. Announcements P. Bertrang reported that UCOP is requiring campuses to move the registration cutoff date from the 25th day of the semester to the 15th. This is for budgeting purposes. Students must be enrolled in at least one class and have paid at least 20% of fees by that date to be considered registered. Records of students not registered by that date are automatically expired in the patron file. This means that we will start seeing problems from expired student privileges sooner than in the past. Students whose records have expired may go to the Privileges Desk to have their privileges activated, but must clear up their registration status. P. Soriano reminded the group of the link to the registration status page: http://registrar.berkeley.edu/ (Office of Registrar) and http://registrar.berkeley.edu/regweb.html (to check student registration status). J. Thomas reported that the request feature for delivery of NRLF documents is ready. Patrons can request, via Pathfinder, to have copies of articles or chapters from books held at NRLF delivered to them as photocopies, in pdf formats, or hard copy. There is a limit of 35 pages via web delivery, or 50 pages if a photocopy is requested. ACTION: J. Thomas will send around the URL for the feature. Respond with comments to J. Thomas. J. Thomas reported that art history books will be moved from compact to fixed shelving in Doe. He also reported that development of the circulation manual is on hold due to his work chairing the Reserves Task Force. P. Soriano reported on the completed move of Level D books in Doe. 2. Minutes from July meeting A reminder to review minutes. 3. Billing grace periods P. Soriano continued discussion of billing grace periods. The current grace periods are Dec 11 through Jan 20 and May 15 through June 15. The original reason for these lengthy grace periods was to allow time for high-volume units to process discharge backlogs before patrons were billed. Units are no longer experiencing backlogs, so this is not as important. The group agreed that there was no need for the spring grace period and that it could be eliminated. A grace period around winter closure is more problematic. Because of timing requirements for overdue and bill notices, units with semester due dates could see rapid sequence of notices when they reopen on Jan. 2. The group agreed to change the grace period to Jan 2-20. ACTION: P. Bertrang will send out a list of the current dates that apply to units for overdues and bill notices. 4. Stanford ID cards as library cards. Stanford faculty, graduate students and academic staff will no longer use RLCP cards for borrowing materials for UCB. Approximately 14,000 Stanford records for graduate students, faculty and staff patron records have been loaded into Gladis. Stanford undergrads are not eligible for this service. P. Soriano provided handouts on the cards and charging procedures. Copies may be requested from Peter. Stanford bar codes cannot be scanned which means circulation staff have to search for Stanford patrons by name, not ID number. For this reason, it is important to verify that correct record has been retrieved when charging. P. Bertrang reported on several problems with the records, including eligible Stanford patrons whose records were not included, patrons who are no longer eligible but who were included, and incomplete or improperly forwarded patron addresses. There is also no way to catch duplicate records. Approximately 50% of the Stanford records do not have addresses. This may not be a problem, since statistics show that historically there are only about 360 participating Stanford patrons. Any units correcting or updating Stanford addresses should be sure to send a copy of the update form to the Privileges Desk, even if the unit has already updated the record itself. In that case, indicate so on the update form. ACTION: P. Bertrang wants to get a sense from units of numbers of Stanford patrons using new system, to determine whether additional programming is necessary. 5. Mentoring Program B. Light reported on progress of mentoring program. Response from Roundtable, PSC and other committees has been very positive. Mentors and apprentices have already been matched up, but more mentors are needed. Anyone interested in serving as mentor should contact B. Light. 6. LSO Report P. Bertrang reported that the July 2002 payroll records for faculty and staff had been loaded late. Updates from campus payroll data happen once a month and Systems is exploring alternatives for quicker updates. There was also a bug in CARS billing for items sent to collections and subsequently RFR’d. This has been fixed. When cancelling a bill that has been sent to CUBS (note in Gladis says “Sent to collections”) be sure to notify P. Bertrang. P. Bertrang also reported a recent case where two patrons had similar names but the wrong patron record had been updated. She reminded units to be extremely careful to verify that the correct patron record has been retrieved when updating address or email information. 7. Kronos timeclocks Tabled.
![[ HELP/FAQ ]](http://www.lib.berkeley.edu/Images/help.gif)
![[ CATALOGS ]](http://www.lib.berkeley.edu/Images/catalogs.gif)
![[ COMMENTS ]](http://www.lib.berkeley.edu/Images/comments.gif)
![[ HOME ]](http://www.lib.berkeley.edu/Images/home.gif)