Circulation Services Group Meeting - Minutes Tuesday, April 15, 2003 2:00-3:30 Room 251 - Moffitt Present: Craig Alderson, Penny Bertang, Cris Guerrero(Chair), Lauren Dexter, Norah Foster, Anne Gunnison, Jodi Henson-Myers, Maria Henzi, Lea Mascorro (Recorder), Marianne Mcdonald, Ann Moen(Recorder), Nga Ong, Emilie Ortiga, Madelene Rodriguez, Peter Soriano (Co-Chair), Jonathan Thomas, Jutta Wiemhoff, Bruce Williams, AGENDA 1. Introductions/Anouncements 2. Systems Report (P. Bertrang 10-15 min.) 3. Circulation Manual (M. Mcdonald 20 min.) 4. Minutes recording and approval guidelines(C. Guerrero 10 min.) 5. Universal Returns(M. Mcdonald 20 min.) 1. Introductions and Announcements a) There seems to be miscommunication between the Library and the Cashier's office regarding the way electronic billing information from the Library is processed in the Cashier's Office, and in the way the bills are handled throughout the workflow in general- from electronic to paper form. ACTION: J. Thomas will call the Cashier's Office to find out what the problem is. Circulation Supervisors Group (CSG) will make this a future agenda time. b) P. Bertrang announced that C. Baz will be on maternity leave from early July through November 1, and that J. Mitola and S. Williams will cover her work during that time. If you are having problems with the Gladis Authorization form requests not going through, please refer them to Joe. c) C. Guerrero asked that the first agenda item for "Minutes" be added on to the Minutes Recording Guidelines agenda item. This way, M. McDonald's agenda items would not be presented back-to-back. d) J. Wiemhoff asked if any units were receiving material from NRLF for which they had no request on file. She reminded everyone that Pathfinder sends a confirmation copy of each submitted request in the NRLF Request service to the unit's circulation e-mail account, which should be checked daily. If units have determined (after consulting with NRLF) that they are not receiving a confirmation copy, they should contact Garey Mills in Systems. e) J. Wiemhoff announced that NRLF has permission to replace their LA III-Supervisor position 2. Systems Report - P. Bertrang Gladis and Pathfinder now show the locations of ROSB, the Rosberg Room in Doe Library. Records for GIAN, the Giannini Collection, were re-sent to Pathfinder because many were not in Pathfinder. Texts of MREF/DREF notes were changed. Because of the upcoming relocation of Astronomy materials currently in the Math Library, which will move with the Physics Library into the Doe Core in early June, in Gladis, Pathfinder, and Melvyl the location name has been changed from "Astr/Math" to just MATH. Gladis and Pathfinder now display NRLF items charged out to Institutional IDs as "Checked Out from NRLF By ______:", rather than "Shelved In ____:" which was confusing. Gladis patron files will no longer display SSN's on the patron/edit screen. Only a few people with special Gladis privileges (mostly at the Privileges Desk) will be able to access SSN information. Foreign scholars with SSN problems should be referred to the Main Library Privileges Desk. Systems is in the process of reviewing with supervisors, the Gladis maintenance, circulation, and patron file security level privileges that Library staff members now possess, and will adjust as needed. This review occurs on a regular basis, usually annually. 2. Circulation Manual: M. McDonald A 2-page handout with A MOCK-UP OF the 'Table of Contents' of the web version of the Circulation Manual was distributed. Everyone was asked to provide URL links where possible, review the table of contents for duplication, and give suggestions regarding which sections could be changed, folded into other sections, or eliminated. Much of the printed material submitted during the recent attempt to update the manual will need heavy editing. Although a project of this size is very time-consuming, Marianne wanted to let everyone know that it is moving forward, and that she and Maria Henzi will work on it as time permits. 3. Minutes: C. Guerrero C. Guerrero discussed how difficult it often is to get people to take minutes, and stressed that people make notes brief, as outlined on : http://www.lib.berkeley.edu/Staff/Circ/circ_recording_guidelines.pdf C. Guerrero released the draft version of the minutes of the February 18, 2003 meeting to Allusers before this meeting, which was not the usual procedure. The group discussed this and all agreed that it is best to follow the normal protocol. The group as a body should approve the minutes before they are sent out to Allusers, so that they will not be perceived as coming from just one individual, but rather from the group. Minute takers were reminded to send their notes on each agenda point to the person(s) presenting that point, for correction and clarification, prior to including them in the draft version of the minutes. 4. Universal Returns (Discharging System): M. McDonald In 1998 former CSG Chair Rick Love sent out a proposal about all units being able to discharge materials from any other unit on campus. It was noted that all units now are able to do this with NRLF materials. If this idea were implemented, it was suggested that a note in Gladis could indicate that the material is "In Transit to ___ from (your unit)". People mentioned that many UC campuses have a universal return/discharge system already in place, as well as other major campuses across the country. Some people expressed the fear that some libraries would thus have a larger workload, but other people testified that, from what they have heard from other campuses that have this system, this is not the case. The group was reminded that this proposal was discussed in the past, and that the group had come up with several strategies. People were urged to review Rick Love's "Proposal for Universal Discharge", handed out at the February 18, 2003 meeting. People were reminded that they could sign up for the 'uc- circhead' email listserv to see the UC-wide discussion on these issues. Somebody noted that UCB seems a bit "behind the times" on this matter. One major concern was the length of time it would take for materials, returned at a unit across campus from the owning unit, to reach the owning unit. In the past there were instances of materials taking a very long time to reach their destination, especially if they were 2-hour reserve items, for example. The group decided to table this discussion at this time, it being already 3:30 pm, and to take it up at the next meeting on May 20, 2003. At that point the group could decide if it was an issue that should be taken up by a subcommittee. The meeting was adjourned a few minutes after 3:30 pm. Next meeting is May 20, 2003 10:30am-12:00pm @ 251 Moffit Library
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