Circulation Services Group Meeting - Minutes Tuesday, July 15, 2003 10:30-noon Room 251 - Moffitt Present: Penny Bertang, Cris Guerrero(Co-Chair), Lauren Dexter, Norah Foster, Jodi Henson-Myers, Maria Henzi, Brian Light, Will Lynch, Lea Mascorro, Marianne McDonald, Ann Moen, Nga Ong (recorder), Emilie Ortiga (recorder), Madelene Rodriguez (Co-Chair), Caitlin Richardson-Roger, Peter Soriano, Lillian Castillo-Speed, Jonathan Thomas, Nga Tran, Jutta Wiemhoff, Bruce Williams. Agenda 1. introductions 2. announcements 3. minutes from last meeting(s) 4. systems report (p.bertrang 15min.) 5. new CSG co-chair introduction (c.guerrero 10min.) 6. new charge CSG regarding co-chairs (c.guerrero, m.rodriguez 15 min.) 7. clean-up of TRF, TRT, PUP overdues (j.wiemhoff 20min.) 1. Introductions --We all introduced ourselves. 2. Announcements --Jutta Wiemhoff made three announcements: a. Anne Kumer, who works in Access Services, will be leaving NRLF. b. Construction for Phase III is on hold pending the signature of the budget by the Governor. NRLF has hopes that construction can start late August or September. When construction begins, the reading room will not be available. An alternate, smaller space will be used to serve the public. NRLF plans to maintain its regular services during the construction. c. Circulating materials from both NRLF and SRLF will be available to any UC library for course reserves starting Fall 2003. Reserve requests will be taken on a first come, first served basis. Books belonging to special collections or deemed "non-circulating" may not be paged for course reserve. Each unit should send reserve requests for SRLF items to IBS. Action Item -- J. Thomas and JoLynn Milardovich are writing a draft of procedures which will be shared with CSG and subject specialty library reserves units. --Will Lynch informed us of the construction taking place at ENVI. Five new study carrels are being built. The work should be completed by September or October. 3. Minutes --CSG approved the minutes for the May and June meetings. 4. Systems Report (P. Bertrang) --Patron ID ILLO will be among the ILL IDs exempted from CARS billing. --File transfers to and from CARS will be suppressed from August 1 to 4 due to a CARS system upgrade. During this time, the Library will not send invoices, credits, or disputes to CARS, nor will Library bills paid on CARS show up as paid in GLADIS. Regular file transfers will resume on Aug 5. --Systems fixed a bug that caused "Recall on overdue no fine notices" to be sent only via postcards. Systems was alerted to the situation by a patron who complained about not receiving e-mail notices for an overdue item that was recalled. The wording for this notice has been changed, and patrons who prefer the e-mail notice program will now receive recall on overdue notices by e-mail. Penny asked everyone to notify Systems whenever a patron reports a problem about receiving library notices. 5. new CSG co-chair introduction (C.Guerrero) --Madalene Rodriguez was introduced as the new co-chair and was applauded warmly by the group. 6. new charge CSG regarding co-chairs (C.Guerrero, M.Rodriguez) --Permission was granted by Isabel Stirling to change the charge to have two co-chairs, each serving a staggered two-year term from July - June. Cris Guerrero urged those who are interested in being the co-chairs to give early notice so that they can get an early start on the process of easing into the role. Added item on Agenda: Self-checkout system (N. Foster) --Norah Foster reported after attending the ALA meeting in Toronto. She visited four vendors for the self-checkout system: CheckPoint, 3M, and Biblioteca. All adopt the latest technology RF-ID (Radio frequency ID) in various ways. RF-ID is a large barcode that has a dual function of a regular barcode and a security tattle tape. The book can be traced via radio frequency to check whether it is in the building or not. For the CheckPoint system, there is a monitor that shows exactly which book has gone through the security gate without being properly desensitized. Both the CheckPoint and 3M systems can read regular barcode and the RF-ID barcode whereas the Biblioteca reads only RF-ID barcodes. The group discussed the problems of adopting this system: programming issues linking Gladis with the system, the life of the RF-ID barcode, the size of the barcode, the kind of barcode specification used (SIP3 vs. Code 39). This topic will be included in the Agenda for further discussion. 7. clean-up of TRF, TRT, PUP overdues (J. Wiemhoff) --Jutta Wiemhoff asked the group if they want to make any changes to the text sent out by Martha Savage at NRLF regarding the TRF, TRT, PUP overdues and urged everyone to take action and clean up the items on the list that Martha has compiled. Jutta also mentioned the procedure that has worked well between NRLF and MAIN, which is initiated by MAIN and involves several shelf checks at both ends before MAIN charges the items to Missing. At that point MAIN may decide to deaccession the missing items from NRLF, or start the selector referral process. It was mentioned that a search cannot be placed on Gladis when there is a charge on the item. The group wants to consult with their unit heads first regarding local unit procedure for missing items: Some units have to go through 5 searches first before charging an item to MISS. Penny Bertrang reminded everyone that they could also look up these items in their inventory. For example, type: inv TRF-BUSI print (enter). The printout of the inventory will be included with the unit's autocirc notices the following weekday. It was suggested that if all units can come to an agreement on a new procedure (i.e., adopting the existing NRLF/MAIN procedure, combining it with their own inventory, and using the list compiled by NRLF as a special annual clean up), it could be included in the online circulation manual. Units should definitely track TRF/TRT/PUP items by doing their own inventory on a regular, preferably monthly, basis. One proposal was to use the statistics gathered from these missing TRT/TRF/PUP items when the group is ready to explore the pros and cons of the recommended universal discharge. This topic will be revisited in a future meeting to finalize the procedures. ACTION ITEM: It was also mentioned that it would be useful for both the owning unit and NRLF to receive the search postcard notices. Currently, only one search notice is sent to the owning unit. Penny Bertrang will look into the matter. 8. Added item on the Agenda: Circ code K and NRLF Limited Circ. (J. Wiemhoff) --Jutta Wiemhoff alerted units that NRLF staff changes the circ status to NRLF's Limited Circ for all items sent back from the Preservation unit in a clamshell or phase box. For a large amount of material this action will default to Berkeley's circ code "K". When an item with circ code "K" is charged out at the owning unit, the message "SAME DAY LOAN" will appear on the screen and that means library use only. It was suggested that if we change the wording to "LIBRARY USE ONLY", it would be more accurate and also more helpful for both the staff at the circulation desk and our patrons. The group took a vote and decided that "LIBRARY USE ONLY" was the preferred wording for items that have circ code "K". ACTION ITEM: Penny Bertrang will change the text from "SAME DAY LOAN" to "LIBRARY USE ONLY" on charging and discharging on items that have circ code "K".
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