Circulation Services Group Meeting-Minutes
Tuesday, February 17, 2004
2:00-3:30pm
303 Doe
Present: Madalene Rodriguez (Co-Chair), Lauren Dexter, Maria Henzi (recorder), Brian Light,
John Berry, Jodi Henson-Myers, Jonathan Thomas, Janice Olson, Zachariah Veley, Jim Boydstun,
Peter Soriano, Will Lynch, Craig Alderson, Giulia Sacco-Trujillo, Agnes Concepcion,
Penny Bertrang, Norah Foster, Kim Wu
Guests: John Kupersmith, Shannon Monroe, Don Lee and Megan Keane
AGENDA:
1. Demo and discussion on new Library website / John Kupersmith from Doe/Moff. Ref. (15 min.)
2. Electronic journals issues / Don Lee & Megan Keane from Tech. Serv. (10 min.)
3. Announcements / All (10 min.)
4. Reserves - How to proceed / Guilia Sacco-Trujillo (10 min.)
5. Interlibrary Services / Shannon Monroe from ILL (10 min.)
6. Minute approval / November meeting (5 min.)
7. UC Circulation Head Annual Meeting - questions & topics / Jonathan Thomas (5 min.)
8. Electronic Media Survey / Jonathan Thomas (5 min.)
9. Systems Report / Penny Bertrang (10 min.)
MINUTES:
1. New Library Web site/John Kupersmith
J. Kupersmith demonstrated the new UCB Library web site. He is a member of WAG (Web Advisory Group),
which has been working on the re-design of the old site. This will not replace individual web sites
for specialty libraries. He also noted that this web site is an ongoing project and will evolve over
time. Some discussion ensued regarding navigation and content in the new site. Some CSG members
pointed out that certain circulation-related topics were not immediately obvious from the home page;
for example, "E-mail notification" has been moved to the "Borrowing materials" page. John explained
that one of the priorities was to reduce information overload on the home page, and some difficult
decisions had to be made. P. Bertrang suggested a "Do-it-yourself" category that would facilitate
e-mail notification, patron information updating, proxy renewals and the like.
Action Item: J. Kupersmith has presented our numerous suggestions to WAG, with a copy to the circserv
reflector; please refer to that e-mail for a detailed listing of topics discussed.
2. Electronic journals issues/Don Lee and Megan Keane
D. Lee updated our group on the status of e-journals. Problems with accessing e-journals are
either directly sent via e-mail to Don or Megan, or via (eproblem@library.berkeley.edu).
If you encounter any access problems to e-journals, you can find additional information on the
Staff Web, under "Electronic Resources: Known problems."
3. Announcements
a) L. Dexter passed around a get well card for us to sign for C. Guerrero who will be on extended
medical leave. We all wish him well and a speedy return!
b) N. Foster reminded our group that if we have ideas that would help in abating possible
lay-offs due to the budget problems, contact Tim Dennis at tdennis@library.berkeley.edu
c. J. Thomas brought up an e-mail he had circulated in January pertaining to changes to
Doe/Moffitt stacks access effective January 20. He reminded us to direct all UCB students
want access to Doe or Moffitt, but who forget their campus id to Doe Circulation for patron
file verification. They will get a stacks pass. Do not refer UCB students to Doe Reference
or Moffitt Circulation. On the other hand, non-students should be directed to Doe Reference
on the 2nd floor for an interview. A stack pass or one-month Reference cards will be authorized
as deemed necessary. Reference cards are renewable one time in a twelve month span.
P. Bertrang asked if Reference users' records should be expunged after 1 year. Jonathan
agreed that reference card users' records should be expunged after one year. That would
allow the privileges desk staff to monitor the number of times a user has been granted
a reference card in a one-year period.
4. Reserves-How to proceed/Giulia Sacco-Trujillo
G. Sacco-Trujillo was unable to stay for the meeting. M. Rodriguez reminded the group that the
intention was to incorporate Reserves into every other CSG meeting. Since G. Sacco-Trujillo is
unable to make an afternoon meeting we will begin with the March 16th meeting which will meet
10:30-noon. If anyone has any particular reserve items they would like to discuss please send
an email to G. Sacco-Trujillo (gsaccotr@library.berkeley.edu).
5. Interlibrary Services/Shannon Monroe
Due to several thefts of Baker Services backpacks, S. Monroe asked if it were possible for the
Baker Student Workers to leave their backpacks at the Circulation Desk as they are using the
library collections. The group unanimously agreed and requested that the Baker Student Worker
check with the person at the circulation desk before leaving their backpack. If there are any
problems or issues with this procedure please alert Shannon Monroe (smonroe@library.berkeley.edu).
Action Item: Madalene will send an e-mail to circserv so that those who did not attend the meeting
will be aware of the change. In the past, Baker Student Workers have been told not to ask for
searches to be placed on missing requested items. Our group requested that the Baker Student
Workers tell circulation if they could not find a book, thereby alerting us to a possible missing
book.
6. Minute approval/November meeting
The approval was postponed pending further clarification. Please send any updates or corrections to
P. Soriano. Approval will be done via email.
7. UC Circulation Head Annual Meeting-questions & topics/J. Thomas
This year the UC Circulation Head Annual Meeting will be held Tuesday, March 23rd at UCLA.
So far J. Thomas, P. Soriano and K. Slinkard will be attending. The nine-campus Circulation
Advisory Group will be meeting on Monday, March 22nd. The dinner will be held that evening as well.
The agenda for the 22nd consists of these three following items:
1) Harmonizing borrowing
2) Best practices workshop
3) Resource sharing
The agenda for the March 23rd general meeting has not been announced. Attendance is encouraged.
Each attendee is responsible for the costs of attending, though S. Monroe did mention possible
SDC funding.
8. Electronic Media Survey/J. Thomas
Last year a Task Force was created to address how libraries can/do handle books with CD's, floppies,
other forms of electronic media, as well as stand-alone CD’s, etc. J. Thomas sent out an email
earlier this month polling us to see how this media is being handled in our units, or if there
were any questions or suggestions. He received only a handful of answers at the time.
9. Systems Report/P. Bertrang
a) In November, a fix was made for bad circulation information created by bad CARS data.
The fix addressed problems that occurred on 020215 and 030819 that contained hundreds
of records that had already been processed, thus causing the double and bad information.
Let P. Bertrang know if you come across any such records. A few may still exist.
b) A slight programming change was made in December to provide the display of reserve
information on Melvyl, as it displays on Pathfinder.
c) Minor changes were made to GLADIS circ programs to make PHYS into a "Plan A" unit.
This group gets slightly earlier recall and pick-up dates following the winter closure
than non-"Plan A" units.
d) Made a change to CHARGE server that stopped unnecessarily updating the mod date
and re-sending the record to Melvyl that occurred when a CHARGE of an NRLF item
added a TEMP UCB barcode to the V/C.
e) A change was made to hold pickup date for one/same day items because sometimes
the resulting system-generated pick-up date would coincide with a day the library
was closed. The hold pickup date for these items is now taken from the unit's due
date for one day loans. If for some reason the unit has not set a one day due
date, one day will be added to the date of discharge.
f) The Tandem operating system upgrade went smoothly on 12/26/03. A resultant
problem was solved on 12/27/03 when GLADIS was brought back, due to the hard
work of the LSO team. Go Team!
g) Action date changes were made in the circ notice program. The change should
prevent items due during the last few days of December prior to closure from
going through the cycle of overdue notice, autoblock, bill warning notice on
the first three days that notices are produced, as has happened in previous
years.
h) Upcoming plans:
1) Last bill cleanup program.
2) Circ code changes for NRLF items:
a) Changing all limited circ NRLF items at CCSL to unrestricted.
b) Changing GLADIS circ codes in limited circ NRLF items belonging to
WRCA, GIAN and IGSL from "L" to "K."
c) Changing GLADIS circ codes in limited circ and restricted NRLF items
belonging to ANTH from "A" to "J" or "K."
3) Ethnic Studies completed several year smart barcode project and cleanup. ETHN - AASL-
CHIC - NASL to come up on autocirc soon!
The meeting was adjourned.
Next meeting date: March 16, 2004.
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