Circulation Services Group Meeting - Minutes
Tuesday, August 19, 2003 2:00-3:30
Room 251 Moffitt
Present: Cris Guerrero (Co-Chair), John Berry, Meredith Fleming, Maria
Henzi, Jodi Henson-Myers, Anne Gunnison, Nga Ong, Lauren Dexter
(recorder), Penny Bertrang, Emilie Ortiga, Lea Mascorro, Nga Tran, Norah
Foster, Marianne McDonald, Madalene Rodriguez (Co-Chair), Craig Alderson.
Agenda:
1. Introductions
2. Announcements
3. Minutes from 7/15/03
4. Systems report (P. Bertrang, 10 min.)
5. Default circ codes from NRLF limited circ and restricted items (P.
Bertrang, 15 min.)
6. Circ Manual update (M. McDonald, 10 min.)
7. Budget impact on units (C. Guerrero, M. Rodriguez, 20 min.)
1. Introductions
-- We all introduced ourselves.
2. Announcements
-- Lea Mascorro announced that there is a loading error occurring between
PromptCat and Innopac that may pose a public service problem. This error
occurs when more than one Unit orders the same book. The last Unit to
receive the book is having their call number replaced with the phrase
“Ordered for…” so the record looks like they have not yet received their
book. This is happening weeks to months after the owning Unit has already
received and processed their book so there is no way for any individual
Unit to even know this has happened. Units should be aware of this and
look for the *urecd note in their V/C if any patrons are asking for books
that appear “on order.” Please report any errors of this type for
correction to monmaint if your Unit does not have the ability to correct
the call number on Gladis. Systems is currently working on this problem
and is logging errors that happened after June 10th, but there are earlier
problem records that have not been logged. Penny Bertrang said she will
send out information on the status of this problem to the CSG listserve.
-- Cris Guerrero announced that the folks at the Privileges Desk have a
special request for Units that do not do their own Change of Address
updates. The Privileges Desk crew asks that if your Unit gives Change of
Address forms to the Privileges Desk to update, please do so on a regular
basis rather than saving them up to turn them in all at once. Penny
Bertrang explained that once a year, all of the patron record addresses
are overlaid by whatever address is listed in Sproul. Throughout the
year, when patron addresses are changed in Bearfacts, library records are
automatically updated by the following day. For Units that do their own
address updates, there is a field for “protect” in the update screen. If
you mark “y” for “yes” in this field, the addresses will be protected from
being changed by any automatic update. Nga Ong asked a question about when
we need to update Stanford addresses. Penny Bertrang told us we only need
to update Stanford addresses if there is an incomplete address or no
address listed, and these records should say “address needs editing.” If
there is already a valid address, even if it is a campus address, you can
leave the record alone.
3. Minutes
-- There were no changes to last month’s minutes mentioned.
4. Systems Report (Penny Bertrang)
-- Penny explained that the Systems folks have started seeing a
“999999999” in the social security number field in some incoming records
from both the student system and the payroll system. She said this is
clearly not a valid SSN. They have changed the patron load programs to
substitute a blank SSN for the 999999999 SSN.
-- Penny also mentioned there have been some system problems since last
Friday concerning the CARS/CUBS part of the billing process. The concern
is that some people are still having their accounts blocked when they have
already paid their bill and should be cleared. The problem has been
caused by a bad file from CARS. Penny said she is fixing records on a
case by case basis as she finds them, and asks that you please contact her
or Joyce if you see any similar problems with patron records, particularly
if it involves CUBS. Penny also mentioned that when patrons pay bills
through CUBS, there is no indication of the payment in their library
record, and they must bring receipt of their payment to the Privileges
Desk to get their accounts un-blocked. Penny also mentioned that sometimes
it may appear that a person has paid a bill twice, but this is an error,
the patron only pays once.
5. Default circ codes for NRLF limited circ and restricted items (Penny
Bertrang)
-- Penny explained that there are three general categories of types of
material at NRLF
(1) unrestricted = circ code X
(2) restricted = can only be circulated through owning unit
(3) limited circ = can only be circulated through owning unit, can be
looked at by a patron out at NRLF, but cannot be checked out.
-- If your Unit has not specified what default circ code you want, your
Unit has been assigned defaults, as listed in the email Penny sent out.
Penny asked that everyone please review your Unit’s default circ codes,
and let Penny know if you want to change the default. This will affect
all new deposits going to NRLF, and at some point Systems will run a
program that will change the circ codes for the already existing NRLF
holdings for your Unit. Penny asked that we all review our default circ
codes, and come to the next CSG meeting prepared to answer whether or not
we would like to change the default circ codes for our Units. She also
said she would send out an e-mail reminder about this before our next
meeting.
--Someone asked what the “p” “ “ means under SE TYP on the list, a Penny
explained that the “p” stands for periodicals, and if you see “pfor your
Unit this means that both serials type periodicals and also serials type
blank items will both be given the serial default circ code.
6. Circ Manual update (Marianne McDonald)
-- Marianne described the many pieces of the manual that have been revised
and prepared for the web. Maria has re-written many of the procedures,
including Electronic Course Reserves and Daily Notices, Searches, Set Loc,
Faculty/Staff ID and Patron File Updating. These procedures are ready to
be mounted to the web but have not yet been added to the online manual,
because so many of those working on the project are away at this time.
Marianne also mentioned that the online table of contents will be color
coded to indicate which sections have been revised and re-written.
Added item on Agenda: Stolen Book Policy
-- Cris mentioned that a few meetings ago we discussed the library Stolen
Book Policy, and the need to clarify the policy for forgiving the bill
based on a police report. He asked if anyone would help Lea touch up the
Stolen Book Policy. Lea said Meredith Fleming would help her draft a
recommendation on a revised Stolen Book Policy to be forwarded to PSC.
-- It was also mentioned that it is useful to make a circ note when
checking items out to patrons who are obviously checking them out for a
friend. This type of situation might occur when Student A’s account is
blocked, and Student B is standing at the desk and says to Student A,
“I’ll check it out for you,” and it is obvious that Student B will
immediately hand the book to Student A, even though the book is checked
under Student B’s name. When something like this occurs, it can be
helpful to add a circ note that says something like, “Checked out for
friend.” That way, if Student B were to be billed, and he or she were to
come to the desk claiming that they never had the book, there would be
some proof that they did indeed check the book out for Student A. In this
case, even though Student A was most likely the person to loose the book,
Student B would of course be held accountable for its replacement.
-- Penny mentioned that if a patron wants to bring in a paperback
replacement for a bound book that they have lost, the patron can be
charged a binding fee, using the BIND command.
8. Budget impact on Units (Cris Guerrero, Madalene Rodriguez)
-- We discussed the various impacts of the current budget crisis on the
different Units, and how frozen positions have affected the workload of
the other staff in the Units. It was mentioned that staff from Opto have
been helping out at Chemistry, and that we are all trying to work together
across Units. So far Chem, Math, Main, Eart, Engi have been affected by
the budget constraints. Norah Foster said they have had to cut back hours
at Graduate Services to help compensate for the 10% cut.
-- Guidelines for prepping reserves were discussed, and Cris said he would
talk to Julia to find out the status of these guidelines. Meredith
Fleming stressed the importance of prepping MAIN items before UNDE items,
since the MAIN borrowing period is longer than UNDE, and it is important
to keep these UNDE items that circulate on a shorter loan period available
to students.
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