Circulation Services Group Meeting - Minutes Tuesday, May 20, 2003 2:00-3:30 Room 251 - Moffitt Present: Cris Guerrero (Chair), Brian Light (Recorder), Maria Henzi, Penny Bertrang, Marianne McDonald, Caitlin Richardson-Royer, Nga Ong, Jim Boydston, Zachariah Veley, Kery O'Brien, Jonathan Thomas, Madalene Rodriguez Ayana Bougeois, Lauren Dexter, Emilie Ortiga AGENDA 1. Introductions 2. Announcemements 3. Minutes from last meeting 4. System report (P. Bertrang 10-15 min) 5. ILL, Stanford & UCB (J.Ford 10 min) 6. Tattle Tape (J. Boydston 5 min) 7. Manual Update (M. McDonald 10 min) 8. CARS/CUBS bills (J.Thomas 10 min) MINUTES 1. Introductions We all introduced ourselves. 2. Announcements a) Items that were available through Mainly at Moffitt are now available through Susan Francisco and Don Robinson. Staff can e-mail Susan at sfrancis@library.berkeley.edu and Don at drobinso@library.berkeley.edu if they are interested in ordering items through them, or finding out what items are available. b) We were all reminded that Ralph Moon sent out an e-mail message to alert the library that the library computer systems will be turned off for electrical maintenance at 5:00pm on Thursday March 29. Because of this, Main and Moffitt will close at 5:00pm on that day instead of 6:00pm. c) Preservation is going to be temporarily moving from room 9 into room 19A. This will happen on May 27, and will continue for about 2 weeks until June 6. This move is occurring because of some work that needs to be done on the sinks in the preservation department office. 3. Minutes from the last meeting a) The Minutes from the meeting on 4/15/03 were approved. 4. Systems Report - P. Bertrang a) Stanford e-mail addresses. On 5/3/03 Systems changed the way that bad Stanford patron e-mail addresses are handled. Now when an invalid e-mail address for a Stanford patron is detected when the record is being loaded, the Stanford id will be logged rather than the Berkeley generated id. This will allow Systems to forward the list of Stanford patrons with bad e-mail addresses to Stanford, and enable Stanford to fix the problem on their end." b) Notices for ILL charges to other UC's and CSU's. On 5/8/03, Systems changed the notification program to send e-mail notices, rather than post cards, for items charged to ILL-UCxxx and ILL-CSUxxx ID-s. The e-mail notices will be sent to either ill@library.berkeley.edu or nrlfreq@library.berkeley.edu depending on where the item was charged." c) Systems is working on a program to transfer Math holdings under QB call numbers to Physics when the latter moves into the Doe core. The program will run during the week of May 27." 5. ILL, Stanford & UCB - This item was postponed until more information can be gathered. 6. Tattle Tape (J. Boydstun 5 min) Jim Boydstun wanted to discuss the use of Single sided and Double sided tattle tape, and its effects on preservation. Jim pointed out that Double sided tape tends to be harder to spot, but generally does more damage than the single sided tape. This damage is often a problem for preservation later on. So, Jim mentioned that an increased use of Single sided tape rather than double sided, would be better for the materials, and for preservation. The problem with the single sided tape is that it is visible, unless it is placed into the actual spine of a book. Jim wanted to know how circulation supervisors felt about the effectiveness of the two different types, and what our general practices regarding tattle tape were. The general consensus among the people who were present was that the visibility of single sided tape makes it a less dependable form of deterrent than the double sided tape. It was agreed that the preferable way to tattle tape materials is with a single sided strip in the spine, but on many smaller books and with unbound materials, this is not feasible. Cris suggested that Preservation put together some sort of pamphlet or booklet to inform circulation employees of how tattle tape should be used in order to protect our materials and do the least amount of damage. Additional discussion about this topic led to Penny Bertrang mentioning that the variety of locations that tattle tape and barcodes are placed in is something that may affect the libraries ability to utilize self checkout machines. Action Item: J. Boydstun will look into the idea and feasibility of creating a pamphlet for circulation employees regarding how tattle tape should be used. Action Item: M. McDonald recalled that she has a copy of the original 3m manual that discusses how tattle tape works, and how errors can occur. She will bring this to the next CSG meeting for perusal. 7. Manual Update (M. McDonald 10 min) M. McDonald informed us that M. Henzi has been busily updating and formatting the information that was gathered for the Circulation Manual. M. Henzi is trying to get everything ready to be placed on the web. While quite a lot has been done, there is still more, and volunteers will be needed in the near future to complete the project of digitizing the Circulation Manual. Both M. Henzi and M. McDonald see some problems in the future with editing some documents for use on the web. They do not want to edit documents that were written by other people with out permission. Also, there is some concern that older documents may be outdated and the information contained within them will need to be corrected by the library employees who are most familiar with the issues contained within those older documents. Finally, there is some concern about how to format some of the documents to create a cohesive internet document. M. Henzi and M. McDonald will wait another month before asking for assistance on some of these tasks that need to be accomplished. 8. CARS/CUBS bills (J.Thomas 10 min) As per the last meeting, J. Thomas contacted the Cashier's Office to get information about referring patrons with outstanding CARS/CUBS charges to the correct location in University Hall. J. Thomas sent out an e-mail on 5/19 that details most of the information that he gathered. This e-mail tells how to tell the difference between CARS and CUBS billing. The basic problem with CUBS and CARS is that circulation employees do not always know what kind of bill a patron has. This can cause confusion for the patron, and ultimately, more frustration for everyone involved. So, if circulation staff can tell the patron exactly which billing system they are on, the patron's trip to the Cashier cage can be more productive and less frustrating. The Cashier's Office staff only has access to CARS billing information. They can accept payment of CARS and CUBS bills, but they need to be alerted to the fact that a patron has CUBS charges. P. Bertrang pointed out that circulation employees can tell the difference between CARS and CUBS through GLADIS by looking in the patron inventory record. If the circulation history following an inventory entry includes the phrase 'Billed', "Fined," or "Bind chrg" and a reference number (ex: "Ref: A17825MAIN "), then it has been billed on CARS. If the circulation history says "Sent to Collections", then that bill was removed from CARS and sent to CUBS (campus' collections system). If it doesn't say "Sent to Collections", the bill remains in CARS. If the circulation history states "Bill Memo", the item was billed pre-CARS and is not in CARS or CUBS. However, P. Bertrang also pointed out that there was a bug in GLADIS that could take the bill out of the patron's inventory if the book was billed to CUBS and the owning unit placed an RFR on it. While this bug has been dealt with, there is a possibility that older CUBS bills could potentially no longer be in a patron's inventory even though it should be. Thus, P. Bertrang reminded us that Circulation Staff can contact her about record issues like this, because she can view records not accessible in GLADIS. Please remember that Patrons should not be sent to P. Bertrang directly. Action Item: Considering all of the confusion that this CARS/CUBS billing issue causes, J. Thomas will write up a brief description of how to make CARS and CUBS referrals for all the circulation desks to have. The meeting was adjourned a few minutes after 3:15 pm.
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